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HomeMy WebLinkAboutCOM 0711.001 2008-2010 William P. Kenoi �, e Nancy E. Crawford Mayor eV Director Deanna S. Sako �r•:�� — 'e +� : Deputy Director . 1Tfoi'Xi:1r . County of Hawaii Finance Department 25 Aupuni Street, Suite 2103 • Hilo, Hawaii 96720 ('y (808) 961 -8234 • Fax (808) 961 -8569 On 3 March 1, 2010 G Ii J Yoshimoto, Council Chair and Members of the Hawai'i County Council =rr, f .r: . r Hawaii County Council G 25 Aupuni Street Hilo, Hawai'i 96720 Re: Progress and Status Reports The budget and program reviews for the County of Hawaii's Departments and Agencies will begin on March 29, 2010. I am enclosing a booklet containing the reports entitled, Six Month Progress Report on Program Objectives for FY 2009 -10 and Final Status Report on Program Objectives for FY 2008 -09. These reports provide information to the members of the County Council so they may evaluate our program accomplishments for the first 6 months of the current fiscal year and for the last fiscal year 2008 -09. • Should you have any questions or need more information, please don't hesitate to call me. Thank you very much. 6 / I • Nancy E. Crawford Director of Finance APPROVED: t ;c am William P. Kenoi Mayor Enc. Comm. No. 7 t i Ref. To: PC-- Ref. Date AAR 0 1 2010 Hawaii County is an Equal Opportunity Provider and Employer COUNTY OF HAWAII •_OJT <. p ; Rp i Departmental & Agencies' SIX MONTH PROGRESS REPORT ON PROGRAM OBJECTIVES FOR FY 2009 -10 and FINAL STATUS REPORT ON PROGRAM OBJECTIVES FOR FY 2008 -09 Table of Contents Within each of the following departmental, agency, or fund section, contains the: • Six Month Progress Report on Program Objectives for FY 2009 -10 (white pages) • Final Status Report on Program Objectives for FY 2008 -09 (yellow pages) 1. Aging 2. Civil Defense Agency 3. Corporation Counsel 4. County Council + County Clerk + Legislative Auditor 5. County Physicians 6. Data Systems 7. Elderly Activities 8. Environmental Management 9. Finance 10. Fire 11. Human Resources 12. Liquor Control 13. Management 14. Mass Transit Agency 15. Miscellaneous Accounts 16. Parks & Recreation 17. Planning 18. Police 19. Prosecuting Attorney 20. Public Works 21. Research and Development 22. Highway Fund 23. Sewer Fund 24. Cemetery Fund 25. Bikeway Fund 26. Beautification Fund 27. Vehicle Disposal Fund 28. Solid Waste Fund 29. Golf Course Fund 30. Geothermal Relocation & Community Benefits Fund 31. Housing Fund 32. Geothermal Asset Fund 1 AGING AGING AGING Non - Contracted Services 1. Aging and Disability Resource Center Development Project Provide older adults and caregivers information and assistance services. a. Provide quarterly activities marketing ADRC services using community presentations and resource fairs, and other media. ADRC Public Open House activities were held September 17, 2009 in conjunction with the Hawaii Pacific Gerontological Society meeting in the ADRC and on October 15, 2009 as an ADRC tenant project. The latter included the State Department of Human Services. Presentation during this period were made to legislators (i.e. House Finance and Senate Ways and Means joint meeting held in the ADRC; Hawaii island state legislators), community groups (i.e. Workforce Development Committee, Puna Congregational Christian Church and Kinoole Baptist Church seniors groups) Hawaii County Committee on Aging, and the Maui ADRC Strategic Planning Committee. b. Collaborate with tenant agencies and community partners to provide quarterly in- service trainings for ADRC tenant staff. Continued IDT monthly meetings in the ADRC include brief in- service training by provider agencies. c. Provide HCOA and CSE staff and access to training for AIRS certification. Fifty percent of HCOA planners and ADRC staff, and 50% of CSE I &A staff will be AIRS certified. Deferred during this period. Plan to develop target dates for training and certification by the end of June 2010. d. Develop a formalized protocol and resource materials for options counseling for individuals, families and caregivers. Draft intake protocol completed and revisions done to ADRC Client Flow processes for walk -in, telephone and letter /technology contact to reflect the experience in the ADRC. An options counseling checklist is being developed to be added as part of the intake protocol. Six Month Progress Report on Program Objectives for FY 2009 -10 1 AGING AGING • e. Develop a Memorandum of Agreement with Quest Expanded Access providers to streamline ADRC referrals and service access for eligible individuals. Deferred for this period. Considering adjustment or deletion of this goal as access to services may be better achieved by providing individuals information and strategies for requesting and advocating for services directly to the DHS contracted managed care providers. f. Fully implement Beacon IR tracking software for all I &A contacts with the ADRC Presently use Beacon IR for all I &A contacts. Updated software change to SAMS/IR projected before June 2010. 2. Caregiver Support: National Family Caregiver Support Program a. Develop and maintain information and outreach displays and presentations about the availability of support services in the community through public education in group settings (health fairs, community service fairs, or community organization meetings). During the first six months of FY10, the HCOA Caregiver program held 13 sessions which provided information, outreach displays, and presentations through the National Caregiver Family Support Program. They included: • Kailua Kona Lions Club •S Retired and Senior Volunteer Program Advisory Council •3 Puna Bazaar and Community Fair • Caregiver Respite and Resource Fair at Hawai'i Island Adult Care •S Monthly Case Management Inter Disciplinary Team Meetings: Hilo, Kona, Waimea, and Kau •3 Waikoloa Community Health & Recycle Fair • County Employees Caregiver Workshop • Leilani Caregiver Conference • Soroptomist International of Kona • West Hawai'i Primetime Wellness Fair Six Month Progress Report on Program Objectives for FY 2009 -10 2 AGING AGING b. Provide access to all districts of the island, trained individuals to assess caregiver needs, provide information and assistance that link caregivers to needed services and provide follow -up on an as- needed basis. At least 80% of requests for information and/or services will have immediate (within 7 days) contact with an assessor to begin the assessment process and identify caregiver needs. li During the first six months of FY10, 87 clients received 485 units of Access services through the National Family Caregiver Support Program. 95% of requests for information and / or services received an immediate contact to begin the assessment process in order to identify caregiver needs. 3. Community Planning and Development — Partnerships Healthy Aging Initiative a. Increase by 40% the number of chronic disease self management workshops offered in Hawai`i County. The 40% increase would be based on the number of workshops completed for the fiscal year ending June 2009. The intent is to embed a health related evidence -based program in Hawai`i County. Six workshops were completed in FY 2009. For the period July to December 2009, one leadership workshop was completed with 14 graduates and one Chronic Disease Self Management Workshop was started in December and ended in January. Other new Lay Leaders scheduled workshops to begin January 2010. b. Support and coordinate a chronic disease self management program where at least 75% of participants surveyed will indicate that the self management program improved or maintained their health status. The required 6 month followup surveys for completed workshops will be conducted in the next 6 month period. Six Month Progress Report on Program Objectives for FY 2009 -10 3 AGING AGING 4. Education/Training Support and coordinate a minimum of two (2) workshops and /or educational seminars for Aging and Disability Resource Center (ADRC).clients and/or service providers that reflect identified needs of clients and providers. Workshops, classes and presentations completed July 1, 2009 - December 31, 2009 ➢ July 2009 ADRC Overview and Community Long Term Care — American Red Cross Certified Nursing Assistant class ➢ July 2009, ADRC Overview — Maui ADRC Strategic Planning Committee ➢ July 2009, ADRC Overview — Kino`ole Baptist Church seniors group ➢ September 2009 ADRC and Community Partners — Church of the Holy Cross ➢ September 2009 Understanding Alzheimer's Disease — ADRC ➢ September 2009 County Employee Caregiver workshop — ADRC ➢ September 2009 ADRC Overview — Puna Congregational Christian Church seniors group ➢ October 2009 ADRC Overview — ADRC Open House ➢ October 2009 ADRC Overview — Hawai`i Island legislators meeting ➢ October 2009 ADRC Overview — Hawai`i County Committee on Aging ➢ October 2009 Leilani's Caregiver Conference — ADRC ➢ November 2009 ADRC Overview — Workforce Development Committee ➢ November 2009 ADRC Overview and Community Long Term Care — American Red Cross Certified Nursing Assistant class ➢ November 2009 ADRC Overview — Senate Ways and Means and House Finance Committee joint meeting ➢ December 2009 Levels of Care and Community Long Term Care —Ka`u Rural Health 5. Home Modification Enable participants to live safer within their own home and help to correct safety deficits. At least 75% of the clients served will have favorable responses that in- home safety items and/or adaptations allowed them to remain within their homes in a safer environment. During the period 07/01/09 to 12/31/09, 99 older individuals were provided 310 units of home modification safety items. A client satisfaction survey will be conducted by June 2010. Six Month Progress Report on Program Objectives for FY 2009 -10 4 AGING AGING Services Contracted to Private /State Agencies 1. Kupuna Care Program Case Management Kupuna Care Program services include adult day care, personal care, home - delivered meals, attendant care, chore, home /housekeeper, assisted transportation, and Kupuna Care transportation. Provide older adults with home and/or community -based services through the Kupuna Care Program (KC). At least 75% of Kupuna Care Program clients will remain in their homes at least three months. A random survey of Kupuna Care clients discharged during the first six months of FY 2010 was conducted as an evaluation of Kupuna Care Program services. Survey results showed that 87% of clients receiving Kupuna Care services were able to remain in their homes for three months or longer, 11% were discharged to a Long Term Care facility, and .02% (1) client was discharged due to death. 2. Legal Services On an annual basis, at least 85% of older adults who request information about legal advice, counseling, and representation will be linked to legal resources and at least 70% of the older adults serviced and surveyed during the year will improve their knowledge of entitlement programs, the legal process, and /or individual rights. 169 of the total goal of 260 older adults to receive legal assistance in fiscal year 2010 were served as of December 31, 2009. The annual survey of a random sample of older individuals served under the Legal Aid Society of Hawaii's Senior Citizen Program will be completed by June 30, 2010. 3. Public Education Offer the general public a monthly publication called the Silver Bulletin which provides information about services and benefits available to older individuals and their caregivers where at least 75% of clients served during the year will report satisfaction with the information content, quality and relevance of the newsletter as well as usefulness of the newsletter regarding benefits and programs around Hawaii County. 2,050 of the total goal of 4,100 older adults to receive this publication were served as of December 31, 2009. The annual survey of a random sample of Silver Bulletin readers designed to measure the satisfaction and usefulness of the Silver Bulletin publication will be completed in May /June 2010. Six Month Progress Report on Program Objectives for FY 2009 -10 5 AGING AGING 4. Transportation. Provide transportation service to congregate meals participants in order for them to receive nutritious meals and participate in site activities that enhances physical and social well- being. a. The percentage of participants identified as non - nutritional risk at the beginning of the program year shall be maintained at the same or higher levels by the end of the program year. b. The percentage of participants identified as high nutritional risk at the beginning of the program year shall be maintained at the same or lower levels by the end of the program year. During the first six months of Program Year 2009 -10, 376 unduplicated older individuals were provided with transportation services to participate at a congregate Approximately re ate meal site. A roximatel 8 out of ten (81 %) of the total participants completed a nutritional risk survey. During the same reporting period, the average monthly proportion of participants who were identified as nutritionally at high risk was 24% while 63% was the average monthly proportion of participants who were identified as non - nutritionally at -risk. 28% were identified as nutritionally at risk in July and dropped to 22% in December 2009. The proportion (58 %) of non- nutritionally at risk participants was the same in July 2009 and December 2009. The chart below shows that the proportion of nutritionally at -risk and those who are not nutritionally at risk participants remained close at the same level during the first six months of the program year and shows a slight decrease of nutritionally at risk participants during the month of December 2009. Program Year July 1, 2009 - June 30. 2010 Reporting Period July 1 to December 31, 2009 30% • 10% _ _.. f." - . Jill Aug Sep Oct Nov Dec 0 High NR 0 Not at Risk 0 No Resp Six Month Progress Report on Program Objectives for FY 2009 -10 6 AGING AGING Non - Contracted Services 1. Aging and Disability Resource Center Development Project Provide older adults and caregivers information and assistance services. a. At least 15% of population served will be connected to appropriate service(s) and resources. With the move to the 1055 Kino`ole Street Aging and Disability Resource Center (ADRC) site in January 2009, the Aging and Disability Resource Specialist, Caregiver Specialist and the ADRC Coordinator became the primary responders to all inquiries about resources and services; walk -ins, telephone and written. An Information and Assistance model is now implemented with Options Counseling provided individuals and families planning for or facing increasing support needs to maintain community living. The counseling includes information on Long Term Care options including community based and facility resources to assist in the decision making for individuals and families. The presence of two disability service providers (Hawai`i Center for Independent Living and The Arc of Hilo) provide ready access to expertise in disability issues and resources. In excess of 15% of the target population were connected to appropriate services and resources. b. At least 75% of population served will make appropriate decision(s) as a result of information and assistance received. An array of requests for information and services have emerged since moving to the ADRC. Referrals from community providers and sell' referrals have increased wishfully as a result of marketing and publicity. Family and individuals needing to address long term care issues were provided options counseling services to facilitate good decision making. At least 75% of individuals and families made informed decisions based on information and assistance, and options counseling. Final Status Report on Program Objectives for FY 2008 -09 AGING AGING 2. Caregiver Support: National Family Caregiver Support Program a. Develop and maintain information and outreach displays and presentations about the availability of support services in the community through public education in group settings (health fairs, community service fairs, or community organization meetings). During FY09, the National Family Caregiver Support Program participated in 19 events providing information in person, through displays and hand -out materials, and through presentations to interested caregivers and the general public. July 9, 2008 Caregiver Respite Day at Hawaii Island Adult Care - Outreach October 7, 2008 Queen Liliuokalani Children's Center Grandparent Support Group November 18, 2008 Primetime Wellness Fair in Hilo - Outreach November 19, 2008 Hoike Club Presentation (UE Women's Club) December 1, 2009 Know Your Options (Grandparents Raising Grandchildren) Workshop Coordinated with Legal Aid Society of Hawaii - Kona December 3, 2009 Know Your Options (Grandparents Raising Grandchildren) Workshop Coordinated with Legal Aid Society of Hawaii- Hilo December 5, 2008 Rural Health Conference in Pahala, Ka`u January 5, 2009 Kohala Senior Club Presentation January 6, 2009 Yano Hall Senior Club Presentation in Captain Cook January 7, 2009 Hale Halewai Senior Club Presentation in Kailua Kona January 13, 2009 Waimea Senior Club Presentation January 21, 2009 Carousel of Care Caregivers Conference in Kona February 25, 2009 Alu Like Kupuna Presentation in Pahoa February 27, 2009 Alu Like Kupuna Presentation in Keaukaha March 6, 2009 Hilo Stroke Club Presentation April 19, 2009 Ho'olakahi Congregational Church Presentation in Kealakekua May 14, 2009 Basic Caregiving Skills Workshop, coordinated with Hospice of Kona May 21, 2009 Trinity Church Senior Ministry Tour Presentation in Hilo June 16, 2009 Challenges of Caregiving Workshop in Pahoa All of the artici ants that were surveyed reported that the sessions P P Y P increased their awareness of services and resources available for Caregivers and helped them in their caregiving responsibilities. Final Status Report on Program Objectives for FY 2008 -09 2 AGING AGING b. Provide caregivers with access to information and educational materials that are pertinent and useful in their role as caregiver. At least 60% of caregivers surveyed will report satisfaction with the quality and availability of resource materials. The National family Caregiver Support Program staff coordinated with several community providers to develop and maintain Caregiver support groups and provide training and supportive services for family caregivers. HCOA staff spearheaded the Holy Cross Caregivers Support Group, assisted with the American Heart Association in coordination of the Hilo Stroke Club Support Group, coordinated with Hospice of Kona to provide an Alzheimer's Support Group, assisted with Hawaii Island Adult Care's quarterly Caregiver Respite Fairs, and coordinated with the Neighborhood Place of Puna to develop a Caregiver Support Group. Most Support Groups meet monthly when possible. Highlights include: • Holy Cross Support Group in coordination with Holy Cross Church. Meets monthly in Hilo. • Hilo Stroke Club Support Group in coordination with the American Heart Association. Meets monthly. • Kona Caregiver Support Group in coordination with Hospice of Kona. Meets monthly. • Caregiver Respite Day in coordination with Hawaii Island Adult Care. Held 5 times a year in Hilo. • Basic Caregiving Skills Workshop in Kona in coordination with Hospice of Kona. • Pahoa Support Group. Meets monthly in Pahoa. All of the participants surveyed reported that the sessions increased their awareness of services and resources available for Caregivers and helped them in their caregiving responsibilities. Final Status Report on Program Objectives for FY 2008 -09 3 AGING AGING c. Provide access to all districts of the island, trained individuals to assess caregiver needs, provide information and assistance that link caregivers to needed services and provide follow -up on an as- needed basis. At least 80% of requests for information and /or services will have immediate (within 7 days) contact with an assessor to begin the assessment process and identify caregiver needs. Five training sessions and /or conferences were held during the fiscal year: 12/1/08 Know Your Options (Grandparents Raising Grandchildren) Coordinated with Legal Aid Society Hilo 12/3/08 Know Your Options (Grandparents Raising Grandchildren) Coordinated with Legal Aid Society Kona 1/27/09 Carousel of Care Caregivers Conference Kona 5/14/09 Basic Caregiving Skills Workshop at Hospice of Kona 6/16/09 Challenges of Caregiving Workshop in Pahoa All participants surveyed reported they were satisfied with the content, usefulness and effectiveness of the information covered at the training sessions and would like more training sessions in the future. The training sessions and conferences increased their knowledge of resources available for Grandparents Raising Grandchildren and increased their knowledge of in- home caregiving skills and essential resources for caring for loved ones in the home. 3. Community Planning and Development — Partnerships Healthy Aging Initiative Establish a Healthy Aging Partnership with public and private agencies and elderly consumers. Support and coordinate a chronic disease self management program where at least 75% of participants surveyed will indicate that the self management program improved or maintained their health status. As of September 1, 2008, a Hawaii County Healthy Aging Partnership was established to implement and embed an evidence -based self management program for older individuals. With Hawaii County Office of Aging providing leadership, partners include Alu Like, Inc., Bay Clinic, Inc., West Hawaii Community Health Center, Services for Seniors, Kau Rural Health Community Center, and YMCA - Waiakea Settlement. The evidence -based program is Stanford's Chronic Disease Self Management Program (CDSMP). It is a 2 -1/2 hour once a week for 6 weeks program with a 6 month followup. Final Status Report on Program Objectives for FY 2008 -09 4 AGING AGING During the 2009 fiscal year, self management workshops were conducted for Chronic Conditions, Diabetes and Arthritis serving 82 individuals. All participants that were surveyed six months after attending the workshops indicated improved or maintained health status. All data sheets were sent to Honolulu to be compiled with the other counties for a statewide report to the Administration on Aging and Stanford School of Medicine. 4. Database Development and Maintenance a. Collaborate with private and public sectors to provide training and technical assistance to HCOA service providers on data collection and reporting. At least one training meeting will be conducted during the first half of the program year. Due to the planned move into the new facility at 1055 Kinoole Street, HCOA data staff met with Service Provider staff individually to provide technical assistance, and training to new staff. Then during the second six months of FY 2009, HCOA data staff person moved HCOA data equipment out of Hilo Lagoon Building and into the ADRC Building. In addition to reactivating the system, the HCOA data staff person continued to meet with service providers on an individual as needed basis. b. Respond to and complete all data/information requests in a timely manner. 90% of data/information requests will be completed within 10 working days of receipt of request. HCOA data staff responded to five data requests during the 2009 fiscal year. Three requests were from the State Executive Office on Aging, requesting demographic data on consumers served in specific services in the previous Fiscal Year. One request was made by the editor of the Silver Bulletin on the number of seniors who were born in the Chinese Year of the Ox for a feature story. The final request was received from the Food Basket Inc. Food Basket Inc. requested a report on the number of seniors HCOA served who may have been eligible to participate in the island -wide senior produce distribution program. Final Status Report on Program Objectives for FY 2008-09 5 AGING AGING c. Maintain and manage the HCOA database. Update and enforce procedures to insure database integrity and prompt software and hardware upgrades whenever necessary. HCOA data staff researched and submitted a request for proposal to replace its current aging network system. This involves upgrading the current hardware and software that HCOA has been running for the past nine years. HCOA data staff has attempted to parallel the replacement of the old system with the move into the new facility. After relocating to the ADRC facility, HCOA data staff person installed new server equipment hardware and software, terminated existing data cable ends and ran new data cabling as needed. HCOA data staff person also coordinated the transfer of DSL data communication lines from Hilo Lagoon to 1055 Kino`ole Street. During this period HCOA data staff person began installation and replacement of new PC's for office staff. Additionally, HCOA data staff person coordinated, with Dept. of Public works on a new light switch and new electrical outlet for office equipment. 5. Education/Training Support and coordinate a minimum of 2 workshops and educational seminars for Aging and Disability Resource Center (ADRC) service providers and additional service providers that reflect identified needs of providers in order to assist them in better serving aging and disabled populations. Workshops and /or classes completed July 1, 2008 -June 30, 2009 ➢ July 2008 Suicide Prevention and Intervention Training — HCOA ➢ July 2008 Community Health/Levels of care /Community Resources /Care Homes and Foster Homes ➢ September 2008 ADRC Overview — Hawaii Pacific Gerontology Society ➢ September 2008 CDSMP Overview — Hawaii Pacific Gerontology Society ➢ October 2008 Options Counseling - Church of the Holy Cross ➢ December 2008 ADRC Overview — Prosecutor's Office staff ➢ January 2009 Hospital Discharge Planning and ADRC Overview ➢ January 2009 ADRC Overview - Senior Helpers ➢ February 2009 ADRC Overview - Evercare Members ➢ February 2009 ADRC Overview — HSTA retired teachers group ➢ March 2009 ADRC Overview and site visit - Kai' Senior Club ➢ March 2009 ADRC Overview and site visit — Hamakua Senior Club ➢ April 2009 ADRC Overview and site visit - Pepeekeo Senior Club ➢ May 2009 ADRC Overview for UHH School of Nursing Conference Panelist on "Old Problems: New Solutions" ➢ May 2009 ADRC Overview and site visit — Papa`ikou Senior Club I i Final Status Report on Program Objectives for FY 2008 -09 6 AGING AGING 6. Home Modification Enable participants to live safer within their own home and help to correct safety deficits. At least 75% of the clients served will have favorable responses that in- home safety items and/or adaptations allowed them to remain within their homes in a safer environment due program services. During the period 07/01/08 to 6/30/09, 150 older individuals were served with 383 units of home modification items. The client satisfaction survey conducted in June 2009 yielded the following results (n =145): • 96% of clients receiving Home Modification items were satisfied, Caregiver stress decreased, falls were reduced, and the Home Modification program corrected safety deficits identified in the home. • 3% of items ordered were returned. • 3% of clients were unable to receive items ordered due to LTC placement or death. • I i Final Status Report on Program Objectives for FY 2008 -09 7 AGING AGING Services Contracted to Private /State Agencies 1. Kupuna Care Program Case Management Kupuna Care Program services include adult day care, personal care, home - delivered meals, attendant care, chore, home /housekeeper, assisted transportation, and Kupuna Care transportation. Provide older adults with home and /or community -based services through the Kupuna Care Program (KC). a. At least 75% of Kupuna Care Program clients will remain in their homes at least three months. b. At least 75% of Kupuna Care Program clients surveyed will report their care needs are being met by the program. Annual client satisfaction survey yielded the following results (n =28 or 15% of clients served): • • 82% of clients surveyed reported that the services allowed them to remain in the home for three months or longer, thus delaying institutionalization. • 93% of clients surveyed reported that their care needs were met by the program. 2. Legal Services On an annual basis, at least 10% of older adults receiving legal assistance will increase their ability to make informed legal decisions through the receipt of advice, counseling and representation. In June 2009, a random phone survey of 50 clients serviced in LASH's Senior Citizen Program (SCP) was conducted. 100% of the people surveyed responded, and 92% of them felt they increased their ability to make informed choices regarding the respective legal matter and felt they increased their understanding regarding their legal issues. 98% of the 341 clients served in LASH's SCP in fiscal year 2009 either received assistance through the SCP or were linked to other appropriate legal resources. 1 Final Status Report on Program Objectives for FY 2008 -09 8 AGING AGING 3. Public Education Offer the general public a monthly publication which provides information about services and benefit s available to older individuals and their caregivers. a. Provide 4,100 older adults, caregivers and service providers with timely, meaningful and useful information through distribution of the monthly Silver Bulletin newsletter. b. At least 80% of respondents to a survey will indicate that the publication provided them with meaningful and useful information. 4,100+ older adults received this publication during July 1, 2008 through June 30, 2009. Sixty surveys were mailed out in May of 2009 to randomly selected readers of the Silver Bulletin during fiscal year 2009. The survey asked individuals to rate their satisfaction level with the Silver Bulletin by using one of the following ratings: very satisfied, somewhat satisfied, don't know, not very satisfied and not at all satisfied. 100% of respondents indicated satisfaction with the publication with 65% saying they were very satisfied. Using a scale of strongly agree, somewhat agree, don't know, somewhat disagree, and strongly disagree, readers were asked to rate the Silver Bulletin for being informative, beneficial, useful and relevant. 80% of respondents agreed the Silver Bulletin is informative, beneficial, useful and relevant. Final Status Report on Program Objectives for FY 2008 -09 9 AGING AGING 4. Transportation Provide nutrition participants served the opportunity to evaluate the program through a survey of which at least 70% of nutrition participants surveyed who are transported to a congregate meal site three to five days per week will maintain or improve their nutritional risk assessment survey scores. Program Year July 1, 2008 to June 30, 2009 80 - -- 70 60 - 50 n _ 40 30 • 20 a ( 5e 3 3 LS C 10 J v O ff __ " +k'b #� It 33 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun m High NR D Not atRusk rat NoResp During Program Year 2008 -09, there were 427 older individuals provided with transportation services in order for them to participate at a congregate meal site. Approximately 9 out of ten (86 %) of the total participants completed a nutritional risk survey. During the same reporting period, the average monthly proportion of participants who were identified as nutritionally at high risk was 24% while 63% was the average monthly proportion of participants who were identified as non - nutritionally at -risk. The monthly variance of those identified as nutritionally at risk was within plus or minus 4 percentage point. 13% was the monthly average proportion of participants who did not respond to the survey during the same reporting period. The above chart shows that the proportion of nutritionally at -risk and those who are not nutritionally at risk participants remained close at the same level throughout the program year. The chart also shows a slight gradual decrease of the proportion of nutritionally at risk towards the latter part of the program year. Final Status Report on Program Objectives for FY 2008 -09 10 CML DEFENSE GERC'Y CIVIL DEFENSE AGENCY CIVIL DEFENSE 1. Continue the priority of working with all segments of the community in developing emergency- response plans. a. Work with the public sectors in hazard/risk awareness and response preparedness. Continue to review and update Police, Public Works, Fire, and Parks Standard Operating Guidelines (SOGs). Ongoing project, draft emergency operating plan update issued to all departments for review in Q1 2010. b. Continue to coordinate and participate in emergency preparedness exercises, drills and training. Ongoing, HCCDA participated in 35 emergency preparedness events between July 09 and Dec. 09 c. Continue to coordinate and participate in training for emergency response. Ongoing, HCCDA participated in 4 emergency exercises between July 09 and Dec.09 2. Improve Civil Defense public notification systems. a. Expand the use of the City Watch notification system for other Departments in the County. Currently, Fire, Public Works, Dept. of Water, and Safety utilizes the system along with Civil Defense b. Install back -up generators for Commercial Radio Stations. Ongoing, Pacific Radio Group and New West Broadcasting are in various stages of physically installing generators. Back up power installation for Lava 105 has been completed. c. Implement "Talisman" text messaging notification system. Talisman is operational. Six Month Progress Report on Program. Objectives for FY 2009 -10 1 CIVIL DEFENSE AGENCY CIVIL DEFENSE 3. Develop electronic systems for more efficient communication with State Civil Defense and other emergency management partners. a. Utilize "Web EOC" for direct electronic communication with State Civil Defense during emergencies. Web EOC is now routinely used during Emergency Operating Center activations. 4. Continue to work with Department of Education, American Red Cross and State Civil Defense regarding new facilities being designated as emergency shelters, and proposed facility upgrades to expand our shelter program. Ongoing, we have preplanned Hurricane and Tsunami shelters in coordination with DOE, DOH, ARC, and the Humane Society; refinement and review are currently underway. 5. Continue to administer the Department of Homeland Security Grant Program for the County of Hawai'i administered by the State Civil Defense Agency. a. Using Homeland Security funds assist the Hawai'i State Dept. of Health (DOH) g Y p develop a pandemic awareness program, develop and execute pandemic related training, and improve DOH's on -island laboratory facilities. The Department of Health has provided pandemic awareness training to the Fire Dept., Police Dept., and Environmental Management. Due to State budget restraints the laboratory improvement project has been canceled, however funding has been redirected to improve DOH's capability to warehouse and transport disaster supplies and to improve DOH response to emergencies. 6. Continue to review and update tsunami evacuation maps, and provide updates to appropriate departments and agencies on an annual basis. Ongoing, HCCDA is currently awaiting updated tsunami inundation maps from the University of Hawai'i. These maps will be evaluated to see if tsunami evacuation zones need to be changed. 7. Upgrade and repair existing sirens, and install new sirens in accordance with State Civil Defense CIP Funding plan and through private subdivision developers. Ongoing. Six Month Progress Report on Program Objectives for FY 2009 -10 2 CIVIL DEFENSE AGENCY CIVIL DEFENSE 1. Continue to review and update tsunami evacuation maps, and provide updates to appropriate departments and agencies on an annual basis. Ongoing project, pertinent data is in County GIS. New Tsunami Inundation Maps will be available in FY 09 -10 through a University of Hawai'i effort. Will coordinate with County GIS if revisions to old maps are required 2. Install tsunami evacuation signs in all areas that require them. This project is completed. 3. Design and install a tsunami evacuation zone marking program to increase public awareness. This project is ongoing still negotiating with State Civil Defense for funding of thermoplastic markers. 4. Continue the priority of working with all segments of the community in developing emergency- response plans. a. Work with the public sectors in hazard /risk awareness and response preparedness. Continue to review and update Police, Public Works, Fire, and Parks Standard Operating Procedures (SOP). Civil Defense is drafting a revision to the County's Emergency Operating Plan (last revision in 1989) and updating the County's Hazard Mitigation Plan (last update in 2005) b. Continue to coordinate and participate in emergency preparedness exercises, drills and training. HCDA participated in six emergency preparedness exercises with governmental and non- governmental agencies. Coordinated an island wide tsunami exercise. Participated in a Tsunami evacuation exercise with State Department of Transportation (Airports) and the Department of Education (Keaukaha School) for a full scale closure of Hilo Airport runway and evacuation of Keaukaha School students. Continue to meet with various community organizations, businesses, and school groups for training in preparedness. Final Status Report on Program Objectives for FY 2008 -09 CIVIL DEFENSE AGENCY CIVIL DEFENSE 5. Continue to work with Department of Education, American Red Cross and State Civil Defense regarding new facilities being designated as emergency shelters, and proposed facility upgrades to expand our shelter program. An additional key task is to create "Pet Friendly" shelters. Ongoing project, collaborating with the Medical Reserve Corps, the American Red Cross, Humane Society and State Civil Defense of sheltering issues. State Civil Defense is the lead . a enc g Y 6. Continue to administer the Department of Homeland Security Grant Program for the County of Hawai'i administered by the State Civil Defense Agency. Ongoing project — coordinating with Police, Fire, State Dept. of Health, and State Civil Defense on 2010 Homeland Security Grant initiatives. 7. Aggressively continue an automation review and upgrade, to enhance and complement already existing systems, both in an operational and training arena. HCCDA deployed its Talisman text notification system and Civil Defense emergency message & road closure hotline. HCCDA also began collaboration with State Civil Defense and other County Departments utilizing Microsoft SharePoint. 8. Upgrade and repair existing sirens, and install new sirens in accordance with State Civil Defense CIP Funding plan and through private subdivision developers. Ongoing project with State Civil Defense as the lead organization. Final Status Report on Program Objectives for FY 2008 -09 2 3 CORPORATION COUNSEL CORPORATION COUNSEL LITIGATION PROGRAM 1. Offer training opportunities to the litigation team, and provide them effective tools to take cases to trial. Not on target to meet objective. Due to budgetary limitations, training for all of our attorneys has been severely limited. 2. Continue to make litigation client friendly. The Litigation Division will contact all major County departments to schedule meetings to discuss ongoing cases, the scope of liability and methods to reduce the department's exposure to unnecessary risks. On target to meet objective. 3. Responsibly monitor pending lawsuits by recommending settlement only when quantifiable justifications exist. On target to meet objective. Six Month Progress Report on Program Objectives for FY 2009 -10 1 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 1. Review of documents. The Division will review and approve legal documents submitted by the various County departments and agencies promptly. This review will include a thorough analysis of potential legal exposure and liabilities. To the extent possible, 75% of legal documents shall be completed within 7 business days. On target to meet objective. For document approval, of 771 requests received, 92% were completed within 7 business days or less. For document review and comment, of 359 requests received, 75% were completed within 7 business days or less. 2. Drafting documents and legislation. The Division will draft documents and legislation at the request of its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. Not on target to meet objective. Of 53 requests received, 35.8% were completed within 21 business days or less. 3. Written Request for a Legal Opinion. The Division will thoroughly research and draft legal opinions for its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. On target to meet objective. Of 112 requests received, 83.9% were completed within 21 business days or less. 4. Miscellaneous Requests for Legal Assistance, including Long -term Projects. The Division will respond to departmental and agency requests for legal service that may not involve a formal written response or extensive legal research. These miscellaneous requests may also include long -term projects, which are time - and resource - consuming. For requests not requiring a formal written response or extensive research, to the extent possible, 50% of all requests shall be completed within 21 business days. For long -term projects, to the extent possible, requests shall be completed within the time frame allocated for the project. On target to meet objective. Of 80 requests received, 83.8% were completed within 21 business days or less. Six Month Progress Report on Program Objectives for FY 2009 -10 2 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 5. Training for County Officers and Employees, and Board and Commission Members. The Division will conduct ongoing training for County officers and employees, and substantive Boards and Commissions to prevent procedural and substantive errors, including recall training as requested by our County clients. On target to meet objective. 6. Development of a Risk Management System. The Division will continue to work with their respective clients in risk management activities, in conjunction with the County's risk manager. On target to meet objective. Six Month Progress Report on Program Objectives for FY 2009 -10 3 CORPORATION COUNSEL BOARD OF ETHICS 1. Review all petitions and requests for opinions in a prompt manner. On target to meet objective. Six Month Progress Report on Program Objectives for FY 2009 -10 4 CORPORATION COUNSEL COST OF GOVERNMENT 1. Examine and investigate the organizations and methods of operations of all County departments, commissions, boards, offices and other instrumentalities of all branches P of the County government and determines and recommend changes, if any, by the Charter- imposed deadline. Currently not on target to meet objective. Six Month Progress Report on Program Objectives for FY 2009 -10 5 CORPORATION COUNSEL LITIGATION PROGRAM 1. Offer training opportunities to the litigation team, and provide them effective tools to take cases to trial. Not achieved. Due to County- imposed reductions in training budgets, our litigators were not afforded the same training opportunities as their counterparts in the private sector. In the event Hawaii moves towards mandatory continuing legal education, the County will need to fund these trainings in order for our attorneys to remain licensed and in good standing with the Court. 2. Continue to make litigation client friendly. The Litigation Division will contact all major County departments to schedule meetings to discuss ongoing cases, the scope of liability and methods to reduce the department's exposure to unnecessary risks. Achieved. Attorneys complied with their obligation under the Hawaii Rules of Professional Conduct in keeping their clients informed on the status of all active cases. 3. Responsibly monitor pending lawsuits by recommending settlement only when quantifiable justifications exist. The office settled six major lawsuits during the year for a total of $3,595,500. $3.4 million of this total was for one unfortunate traffic fatality involving a County waste hauler. Two major cases were dismissed by court order (one case remains on appeal), and three cases were partially dismissed. There were 65 claims for damages against the County investigated. The total amount paid for all valid claims was $54,974.00. Final Status Report on Program Objectives for FY 2008 -09 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 1. Review of documents. The Division will review and approve legal documents submitted by the various County departments and agencies promptly. This review will include a thorough analysis of potential legal exposure and liabilities. To the extent possible, 75% of legal documents shall be completed within 7 business days. Achieved. 749 documents were received for review, and 579 were reviewed within the target time for a 77.3% compliance rate. 1,604 requests to approve documents were received and 1,520 were approved within the target time, for a 94.8% compliance rate. 2. Drafting documents and legislation. The Division will draft documents and legislation at the request of its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. Not achieved. 98 requests for drafting were received, and 71 were completed within the target time, for a 72.4% compliance rate. 3. Written Request for a Legal Opinion. The Division will thoroughly research and draft legal opinions for its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. Achieved. 207 requests for legal opinions were received, and 185 were completed within the target time for a 89.4% compliance rate. Final Status Report on Program Objectives for FY 2008 -09 2 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 4. Miscellaneous Requests for Legal Assistance, including Long -term Projects. The Division will respond to departmental and agency requests for legal service that may not involve a formal written response or extensive legal research. These miscellaneous requests may also include long -term projects, which are time- and resource- consuming. For requests not requiring a formal written response or extensive research, to the extent possible, 50% of all requests shall be completed within 21 business days. For long -term projects, to the extent possible, requests shall be completed within the time frame allocated for the project. Achieved. 161 miscellaneous requests were received, and 110 were processed and completed within the target time, for a 68.3% compliance rate. For long -term projects, 238 remained open during the fiscal year. 5. Training for County Officers and Employees, and Board and Commission Members. The Division will conduct ongoing training for County officers and employees, and substantive Boards and Commissions to prevent procedural and substantive errors, including recall training as requested by our County clients. Achieved. The Division offered training in the Sunshine Law, the Uniform Information Practices Act, Code of Ethics, procurement, contracting for personal services and other areas. All sessions were offered in Hilo and Kona. The Office of the Corporation Counsel hosted the 6th Annual Statewide Municipal Attorney's Training Conference in August 2008. 6. Development of a Risk Management System. The Division will continue to work with their respective clients in risk management activities, in conjunction with the • County's risk manager. Achieved. Whenever a liability concern came to our attention, the Risk Manager was informed for the initiation of an advisory or program, or to follow up with a particular member of the public if a concern about liability was raised directly with our office. Final Status Report on Program Objectives for FY 2008 -09 3 • CORPORATION COUNSEL BOARD OF ETHICS 1. Review all petitions and requests for opinions in a prompt manner. Achieved. For Fiscal Year 2008 -2009, the Board of Ethics heard and rendered opinions on ten petitions. Issue No. Petition No. Date Action 1 2008 -7 7/9/08 Hearing held. (Petition received 6/12/08.) 9/3/08 Informal Advisory Opinion issued. 2 2008 -8 9/3/09 Hearing held. (Petition received 6/18/08.) 10/8/08 Informal Advisory Opinion issued. 3 2008 -9 8/13/08 Petition received. 10/8/08 Hearing held. 11/12/08 Further hearing (to review draft Informal Advisory Opinion. Board requested changes.) 12/10/08 Informal Advisory Opinion issued. 4 2008 -9A 7/16/08 Hearing held. (Petition received 6/30/08.) 9/3/08 Informal Advisory Opinion issued. 5 2008 -10 9/22/08 Received petition. 12/10/08 Hearing held. 1/14/09 Informal Advisory Opinion issued. 6 2008 -11 11/5/08 Received petition. 11/26/08 Letter to Petitioner to clarify petition. 12/1/08 Petitioner appealed denial of petition as originally submitted. 12/9/08 Hearing to discuss sufficiency of petition. 1/9/09 Letter to Petitioner to submit new petition. 7 2009 -1 1/26/09 Received petition. 3/11/09 Hearing held. 4/8/09 Informal Advisory Opinion issued. 8 2009 -2 5/4/09 Received petition. 6/10/09 Hearing held. 7/8/09 Informal Advisory Opinion issued. 9 2009 -3 5/4/09 Received petition. 6/10/09 Hearing held. 7/8/09 Informal Advisory Opinion issued. 10 2009 -4 5/12/09 Received petition. 6/10/08 Hearing held. 7/8/09 Informal Advisory Opinion issued. Final Status Report on Program Objectives for FY 2008 -09 4 CORPORATION COUNSEL COST OF GOVERNMENT 1. Examine and investigate the organizations and methods of operations of all County departments, commissions, boards, offices and other instrumentalities of all branches of the County government and determines and recommends changes, if any, by the Charter- imposed deadline. As of the date of this Final Status Report, the Cost of Government Commission has not been empanelled. Final Status Report on Program Objectives for FY 2008 -09 5 COUNTY COUNCIL COUNTY CLERK LEGISLATIVE AUDITOR IITOR COUNTY COUNCIL /CLERK COUNCIL /CLERK Clerk's Office- Council and Committee Services Sections 1. Fulfill legal notice requirements for all Council and Committee meetings, including preparation of meeting agenda and posting and publication of meeting notices. Objective achieved. All legal notice requirements for the County Council and its Committees were adhered to. 2. Provide an accurate reflection of Council and Committee meetings and votes taken by preparing synopsized or summary minutes of each meeting in accordance with law. Objective achieved. All synopsized minutes of the County Council and Committee meetings were completed within 30 days. In addition, the actions and votes of these meetings were made available on the internet within one week after the meetings. 3. Prepare DVD copies of videotaped Council and Committee meetings as requested by the public, departments, and elected officials. Objective achieved. Many County agencies and members of the public requested and received video DVD copies of the Council and Committee meetings. 627 DVD copies were provided to the public without charge. 4. Provide copies and access to Council records and Clerk documents upon request by the public, departments, and elected officials in a timely manner and as required by law. Objective achieved. 5. Provide ongoing support to the public with the retrieval of documents and information from the Council's Record system available on the Clerk- Council web page. Objective achieved. Many members of the public received information from language placed on the Clerk- Council webpage, and from telephone conversations with Clerk- Council Office employees, on navigating the Laserfiche based Council Records System on the internet. Training of key department employees and agency officials was held in research and retrieval of current and historic legislative documents and their status. Six Month Progress Report on Program Objectives for FY 2009 -10 COUNTY COUNCIL /CLERK COUNCIL /CLERK Clerk's Office - Council and Committee Services Sections (continued) 6. Enhance services to educate the public on matters relating to legislative business and use of the Council Records System. Objective achieved. Laserfiche application software will be upgraded before February 2010. Support Services (Reprographics Division) 1. Process all documents submitted by departments for reproduction within two business days. Objective achieved. Black and white copies - 1,593,706. Color copies from October to December 2009 — 43,153. 2. Process all pieces of outgoing postal and interdepartmental mail (delivered by) collected /received from departments no later than (2:30) 3:OOp.m. within the same business day. Objective achieved. Postage Count — 218,847 items. 3. Distribute incoming mail delivered to 2100 Kanoelehua Avenue, Suite C5, 25 Aupuni Street, within two hours from receipt. Objective achieved. 4. Assist departments in complying with USPS regulations. Objective achieved. Legislative Research Branch 1. Prepare semi - annual supplements to the County Code for distribution within eight weeks of receipt of final adopted ordinances. Objective achieved. Final adopted ordinances were received in early June 2009. Supplement 8 was distributed on August 28, 2009. 2. Update the County Charter to reflect the four charter amendments approved by the electorate in the 2008 General Election. Objective achieved. The 2008 Edition of the Hawaii County Charter was prepared by early June 2009. It was distributed with Supplement 8 of the Hawaii County Code on August 28, 2009. Six Month Progress Report on Program Objectives for FY 2009 -10 2 COUNTY COUNCIL /CLERK COUNCIL /CLERK Legislative Research Branch (continued) 3. Complete review of legislation initiated by a Council Member as to its proper form within two weeks of receipt depending upon its complexity. More complex or comprehensive legislation will require more time. Objective achieved. LRB reviewed 28 bills and 44 resolutions initiated between July 1, 2009, and December 31, 2009. LRB also reviewed 34 proposed amendments to bills and 35 proposed amendments to resolutions. LRB provided assistance with 24 separate projects, at the request of the Clerk and the Council. Total documented work assignments for the period were 165. 4. Monitor Council and Committee meetings to provide research and advisory support for decision - makers on proposed legislative initiatives. Objective Achieved. LRB staff monitored meetings during regular hours of operation, and for those occasions that meetings ran through regular hours of operation, one LRB staff member monitored those meetings until adjournment. 5. Prepare the annual report for the Council- Clerk's Office (in comprehensive and highlight formats) within designated timelines. Objective achieved. 6. Update the Council- Clerk's website to include significant legislation enacted by the county and legislation pending before the council such as Operating and CIP budgets for the upcoming fiscal year. Objective achieved. Six Month Progress Report on Program Objectives for FY 2009 -10 3 COUNTY COUNCIL /CLERK ELECTIONS DIVISION 1. To redesign the YVRP to increase High School participation. Objective is being met by creating a power point presentation and video. The program implementation date has been moved to an earlier date in the school year. 2. To establish procedures for a permanent absentee mail list. Objective is being met. 3. To increase ballot access at rural absentee walk sites. Objective is being met. 4. To review and update all precinct schematics and 200' radius maps. Objective met. 5. To establish Candidate Filing Services at the Pahoa Satellite Office. Due to budget constraints the Pahoa Satellite Office closed. Six Month Progress Report on Program Objectives for FY 2009 -10 4 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 1. Assist in ensuring completion of the County's independent annual post -audit by December 31, 2009. External auditor KPMG LLC filed a status report with the Legislative Auditor, advising that as of January 13, 2010: o 46% of its independent annual post -audit of County transactions for the fiscal year ended June 30, 2009 has been completed; o 38% of the audit is "in progress" with an approximate completion date of January 2010; and o 16% of the audit is to be completed at a date to be determined. The Legislative Auditor's Office continues to coordinate with the Purchasing Division on procurement of an external auditor to conduct independent annual financial audits for four fiscal years from July 1, 2009 through June 30, 2013. 2. Conduct an annual risk assessment of County funds, agencies, and programs, and file an annual audit plan with the council by July 31, 2009. In accordance with the provisions of Hawaii County Charter section 3- 18(d)(2) approved by voters in November 2008, the Legislative Auditor transmitted a FY 2009 -2010 audit plan to the Council on August 31, 2009, which included a Request- for - Proposals for an independent County -wide fraud, waste, and abuse risk assessment of agencies, programs, and /or operations supported, in whole or in part, by County funds. Pursuant to inquiry from the public and Council, the Legislative Auditor's Office is also assessing the feasibility of implementing a waste - and -abuse "hotline" for employee and citizen reports. In its FY 2009 -2010 audit plan (subject to audit scope and staff resources), the Legislative Auditor's Office proposed to undertake a performance audit of the Department of Water Supply; a follow -up review of its FY 2007 -2008 audit of Department of Public Works' CIP contract supplements and change orders; and a performance audit of the Department of Parks and Recreation. • Six Month Progress Report on Program Objectives for FY 2009 -10 5 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 3. Prepare or procure the preparation of performance and /or financial audits of County funds, agencies, and programs as determined necessary by the Legislative Auditor. In September 2009, the Legislative Auditor's Office completed a limited scope performance audit of the highway Fund, which provides operational funds for the Highway Maintenance and Traffic Divisions of the Department of Public Works. The performance audit was initiated in FY 2008 -2009, and bridged management by two mayoral and departmental administrations. Audit recommendations included the establishment of a County -wide strategic plan for long -term transportation infrastructure maintenance and improvement, and the implementation of internal controls (including performance measures and reporting requirements) related to the County's road, bridge, and flood control maintenance and safety programs. The full report can be found at: http: / /co.hawaii.hi.us /la/ reports /HighwayAuditFinalReport.pdf In November 2009, the Legislative Auditor's Office conducted an entrance conference with the Department of Water Supply, and the Legislative Auditor appeared before the Water Board to obtain input on the scope of a proposed performance audit of DWS' financial operations. 4. Prepare or procure the preparation of follow -up performance and /or financial audits of audited entities as determined necessary by the Legislative Auditor. In December 2009, the Legislative Auditor's Office initiated its follow -up review of FY 2007 -2008 performance audit recommendations related to Department of Public Works' construction contract change orders and professional service contract supplements, which included the implementation of internal controls to ensure compliance with procurement laws; the improvement of project scoping and contract management procedures; and the facilitation of cost - effective and timely delivery of capital improvement projects. 5. Prepare or procure the preparation of performance and /or financial audits of County funds, agencies, and programs as may be requested by the Council by resolution. In the first half of FY 2009 -2010, the Council did not request by resolution the preparation or procurement of additional performance and /or financial audits for consideration in the Legislative Auditor's annual audit plan. Six Month Progress Report on Program Objectives for FY 2009 -10 6 COUNTY COUNCIL/CLERK COUNCIL/CLERK Clerk's Office- Council and Committee Services Sections 1. Assist the Council in fulfilling legal notice requirements for all Council and Committee meetings, including preparation of meeting agenda and posting and publication of written meeting notices. Objective achieved. 2. Provide an accurate reflection of Council and Committee meetings and votes taken by preparing verbatim transcripts of each meeting in accordance with law. Objective is being achieved, as amended. Verbatim transcripts have been replaced with summarized or condensed minutes. 3. Provide public records to Council and Clerk documents in accordance with the time frame required by law. Objective achieved. 4. Enhance public access to records by providing text versions of bills and resolutions on the County's website. Objective achieved. 5. Explore, select and implement a new clerk's records management system to scan, index and retrieve public documents that is also webpage friendly. Objective is being achieved. 6. Assist in the evaluation and implementation of the new layout and design of the Council - Clerk's Office. Objective achieved. 7. Enhance services to educate the public on matters relating to legislative business and divisional operations. Objective achieved. Due to our document imaging system (laserfiche) various documents are readily available for viewing or use. Final Status Report on Program Objectives for FY 2008 -09 1 COUNTY COUNCIL/CLERK COUNCIL/CLERK 8. Transition to a more efficient, technically advanced digital audio recording system to archive all Council and Committee meeting proceedings. Objective achieved. Support Service (Reprographics Division) 1. Process all documents submitted by departments for duplication within two business days. Objective achieved. 2. Process all pieces of mail that are delivered no later than 2:30 p.m. by departments to the Machine Room on the same day. Objective achieved, as amended. All pieces of mail that are received by Support Service are processed no later than 3:30 p.m. on the same day. (Objective amended as post office delivery schedule was modified.) 3. Distribute incoming postal mail at 101 Aupuni Center within two hours from receipt. Objective achieved. 4. Assist departments to comply with USPS regulations. Objective achieved. Training in efficient posting of mail and rate changes to County departments were conducted. Final Status Report on Program Objectives for FY 2008 -09 2 COUNTY COUNCIL/CLERK COUNCIL/CLERK Legislative Research Branch 1. Prepare semi -annual supplements to the County Code for distribution within eight weeks of receipt of the final adopted ordinances. Objective achieved. Supplement 7 was completed and distributed in February 2009. Supplement 8 was started within the fiscal year 2008 -09, and then completed and distributed in August 2009. 2. Complete review of legislation initiated by a council member as to its proper form within two weeks of receipt depending upon its complexity. More complex or comprehensive legislation will take longer. Objective achieved. From July 1, 2008 through June 30, 2009, LRB staff reviewed the following: Bills - 94 Resolutions - 278 3. Monitor Council and Committee meetings to provide research and advisory support for decision - makers on proposed legislative initiatives. Objective achieved. LRB staff monitored all committee and council meetings and provided informational support and drafting services during meetings, when required. 4. Prepare the annual report for the Council- County Clerk Office (in comprehensive and highlight formats) within designated timelines. Objective achieved. The report was prepared and submitted prior to the deadline. 5. Update the County Council- County Clerk's website to include new legislative information. Objective achieved. Added revised 2008 Edition of the Hawaii County Charter on -line. Removed bills and resolutions that were no longer relevant. Added budgets (Operating and Capital Improvement) for the current fiscal year (2009 -10), past fiscal year (2008- 09) and retained budgets for the fiscal year (2007 -08). The addition of Laserfiche has provided the public with a better avenue to council - related documents. The LRB maintains a Laserfiche Helpline to assist users in their search for documents. Final Status Report on Program Objectives for FY 2008 -09 3 COUNTY COUNCIL/CLERK COUNCIL/CLERK 6. Prepare and publish an updated "Guide to County Government" for distribution for the public. Objective achieved. More than 1,000 copies have been ordered and printed by a variety of county departments and the legislative branch. Three hundred copies were distributed to branch public libraries island -wide. The guide is offered to citizens at all Committee and Council meetings, as well as at the front desk of the County Clerk's Office. II Final Status Report on Program Objectives for FY 2008 -09 4 COUNTY COUNCIL/CLERK ELECTIONS DIVISION 1. To increase high school participation in the Young Voter Registration Program by 100 percent. Objective achieved. 2. To post a Candidate History Report on the County web site. Objective achieved. 3. To respond to all absentee mail ballot requests within 24 hours. Objective achieved. 4. To consolidate supply and equipment deliveries to all precincts. Objective achieved. 5. To increase contact with non - profit organizations to assist with precinct recruitment. Objective achieved. I 1 Final Status Report on Program Objectives for FY 2008 -09 5 COUNTY COUNCIL LEGISLATIVE AUDITOR 1. Assist in ensuring completion of the County's independent annual post -audit by December 31, 2008. In September 2008, external auditor KPMG LLP notified the Legislative Auditor's Office (LAO) that it would be necessary to increase the number of programs reviewed in its single audit of federal financial assistance programs to comply with U.S. Office of Management Circular No. A -133 (Audits of States, Local Governments, and Non - Profit Organizations). In November 2008, the Council approved an expanded contract engagement. As of June 30, 2009, KPMG LLP completed the FY 2007 -2008 County-wide Single Audit Report and Department of Water Supply's Financial Audit Report. KPMG LLP advises that it will complete the FY 2007 -2008 Landfill Assurance Report and Real Estate Assessment Center Report as well as its audit of the County's FY 2007 -2008 Comprehensive Annual Financial Report (CAFR) by September 2009. The LAO is coordinating with the Purchasing Division on a new procurement for an external auditor to conduct independent annual financial audits of the County's financial transactions for four fiscal years from July 1, 2009 through June 30, 2013. 2. Assist with and monitor budget and program review sessions as may be requested by the Council. Objective was met. In the first half of FY 2008 -2009, the LAO funded a Budget Analyst to assist the Council in developing regional and island -wide budget priorities for inclusion in the County's operating and capital budgets. Budget process recommendations included completion of a cost - benefit analysis for capital improvement projects; development of a capital improvement project status report and asset maintenance schedule; selection of performance indicators to measure progress towards goals set forth in the County General Plan; and public strategic planning meetings with Council members and the Administration. Final Status Report on Program Objectives for FY 2008 -09 6 COUNTY COUNCIL LEGISLATIVE AUDITOR 3. Prepare or procure the preparation of special studies, performance reviews, financial reviews, and program audits as may be requested by the Council by resolution. Objective was met. At the request of the Public Works and Intergovernmental Relations Committee, the LAO assisted the Council with review of the Department of Public Works' responses to FY 2007 -2008 performance audit recommendations related to construction and professional services contracts, specifically implementation of internal controls to improve project scoping and documentation, information and contract management, and resource planning for capital improvement projects. 4. Initiate the preparation or procurement of special studies, performance reviews, financial reviews, and program audits as determined necessary by the Legislative Auditor. Objective was met. In continuation of its FY 2007 -2008 annual audit plan, the LAO completed a Follow -up Review of the 2006 Audit of the Department of Environmental Management's Recycling and Diversion Grant Program to determine whether action plans had been implemented to address program deficiencies and management issues identified in a FY 2006 -2007 performance audit. Summarized results include: • Significant improvement noted in procurement practices, contract language, file organization, and program documentation. • Significant deficiencies continuing in the following areas: o Risk of abuse or fraud remains high due to continued failure to include or enforce contract provisions and internal controls relating to contractor tonnage claims for commodities being hauled or diverted. o Risk of liability and financial loss remains high due to the practice of permitting contractors to commence work or deliver services prior to contract execution and /or with accounts receivable outstanding to the County. Final Status Report on Program Objectives for FY 2008 -09 7 COUNTY COUNCIL LEGISLATIVE AUDITOR o Risk of mismanagement and financial loss remains high due to insufficient and ineffective program reporting of relevant, timely, and accurate data that would permit proactive management of contractor performance and assessment of departmental controls. • The full report can be found on the Legislative Auditor's webpage at: http: / /co.hawaii.hi.us/la/ reports /DEM %20followup %20032509.pdf In addition, the LAO completed audit fieldwork and commenced report writing for a Limited Scope Performance Audit of the Highway Fund, specifically examining the utilization of the Highway Fund by the Highway Maintenance and Traffic Divisions of the Department of Public Works, including operational tasks for road maintenance and traffic control, budget prioritization and program planning, contractor outsourcing, and material and equipment procurement. In November 2008, voters approved a Hawaii County Charter amendment that reorganized the Office of the County Clerk- Council to establish an independent audit function within the Legislative Branch through the Legislative Auditor's Office. i Final Status Report on Program Objectives for FY 2008 -09 8 COUNTY PHYSICIANS COUNTY PHYSICIANS COUNTY PHYSICIANS 1. Continue to serve the County diligently as in the past. This is ongoing. Six Month Progress Report on Program Objectives for FY 2009 -10 1 COUNTY PHYSICIANS COUNTY PHYSICIANS 1. Continue to serve the County diligently as in the past. This is ongoing. Final Status Report on Program Objectives for FY 2008 -09 6 DATA SYSTEMS DATA SYSTEMS DATA SYSTEMS 1. Expand the County of Hawaii Local Area Network and Wide Area Network utilizing telecommunication services. • Expanded fiber backbone to Kona Mayor's office. • As part of the County Building move -in, implemented modifications to enhance network performance, diagnostics and management. 2. Enhance employee technical skills and knowledge through training classes. • Continue to offer Microsoft Office and other technology training. • Prepared user and analyst training materials for the document management system upgrade. 3. Continue with the development and improvement of the Document Management System. • Installed and configured the new document management system server in preparation for version upgrade and department expansion in January 2010. • Worked with document management system vendor planning the implementation and training. 4. Create and maintain a secure internet zone for public access. • Completed. 5. Expand the email service to include browser -based access to county email. • Planned for January - June 2010. 6. Develop departmental Strategic Plan. Collaborate with county management to develop a consolidated information technology strategic plan that includes accountability metrics for evaluating the use of information technology in support of the county's mission, goals and objectives. • Data Systems is developing an internal information technology strategic plan and is documenting planning strategies to include when working with county departments in a comprehensive planning process. • Established quarterly IT meetings with county departments that have identified IT support. The meetings discuss collaboration strategies and develop short- and long -range network plans. Six Month Progress Report on Program Objectives for FY 2009 -10 1 DATA SYSTEMS DATA SYSTEMS 7. Constant review and improvement of Data System's Customer support and services. • Developing short- and long -range plan to implement ITIL principles to enhance the department's services and implement continuous improvement. Six Month Progress Report on Program Objectives for FY 2009 -10 2 DATA SYSTEMS DATA SYSTEMS 1. Expand the County of Hawaii Local Area Network and Wide Area Network utilizing telecommunication services. East/West Hawaii County Fiber Installation Project Status: r Fiber ' COH Connections' Activate `' - Location Installation ' and Testing [`Connection Laupahoehoe Police and Fire Departments completed completed completed Honaka'a Police and Fire Departments completed completed completed Waimea Police and Fire Departments completed completed completed Kealakehe Police Deeartment on hold - Hanama Place completed completed completed Kona Center (Mayor and Other Offices) Oct 2009 Oct 2009 Dec 2009 Kealakekua Prosecutin• Attorne ) completed - - Sun Sun Lau com.leted completed com 2. Enhance employee technical skills and knowledge through training classes. The following classes were offered by Data Systems for Fiscal Year 08 -09: Word 2003 Level 1 Hilo August 5 -6, 2008 Excel 2003 Level 1 Hilo August 19 -20, 2008 Excel 2003 Level 2 Hilo August 26 -27, 2008 Intro to Computers Hilo September 3 -4, 2008 Excel 2003 Level 1 Hilo September 9 -10, 2008 Word 2003 Level 2 Hilo September 16 -17, 2008 Excel 2003 Level 2 Hilo September 23 -24, 2008 Real Property Class Hilo September 30, 2008 Real Property Class Hilo October 1, 2008 Real Property Class Hilo October 7, 2008 Real Property Class Hilo October 8, 2008 Planning Kona Class Kona October 14, 2008 Planning Kona Class Kona October 14, 2008 Planning Kona Class Kona October 15, 2008 Planning Kona Class Kona October 15, 2008 Intro to Outlook 2003 Hilo October 21 -22, 2008 Excel 2003 Level 1 Hilo October 28 -29, 2008 Word 2003 Level 1 Hilo November 12 -13, 2008 Excel 2003 Level 2 Hilo November 18 -19, 2008 PowerPoint 2003 Level 1 Hilo December 2 -3, 2008 Word 2003 Level 2 Hilo December 9 -10, 2008 PowerPoint 2003 Level 2 Hilo December 16 -17, 2008 Excel 2003 Level I Kona April 7, 2009 PowerPoint 2003 Level 1 Kona April 7, 2009 Excel 2003 Level 2 Kona April 8, 2009 Word 2003 Level 2 Kona April 8, 2009 Intro to Computers Hilo April 28 -29, 2009 PowerPoint 2003 Level 1 Hilo May 19 -20, 2009 Word 2003 Level I Hilo June 23 -24, 2009 Final Status Report on Program Objectives for FY 2008 -09 DATA SYSTEMS DATA SYSTEMS 3. Continue with the development and improvement of the Document Management System. Phase II includes consolidation of the county Laserfiche maintenance agreements and migrating to Laserfiche corporate as the maintenance provider. Data Systems is in the preliminary stages of a version upgrade of the Laserfiche scheduled for January 2010 and is working with the departments that currently use Laserfiche to establish training schedules in the new version's functions. After the upgrade is complete, expansion to these additional departments are planned: • Liquor Civil Service Civil Defense Mayor Treasury 4. Create and maintain a secure internet zone for public access. The DMZ server is implemented and is currently being utilized to allow public access to Hawaii County Council documents. Expansion of the DMZ to allow public access to GIS resources is planned. S. Expand the email service to include browser -based access to County of Hawaii email. Internet browser -based access to County of Hawaii email is still in development. 6. Develop departmental Strategic Plan. The strategic planning process includes two phases. The first phase involves developing business continuity plans for county departments as they relate to Data Systems. This process will provide a baseline for equipment and human resources. Data Systems is presently administering a survey instrument to select departments. The result of this process will be a refined survey and business continuity database that Data Systems and all departments can use and update as their needs change. The second phase of the strategic planning involves working with departments to establish a three to five year view of how they plan to work and use technology. The results of these meetings will provide a compiled, collated view of county technology that can be developed into annual operational plans. Final Status Report on Program Objectives for FY 2008 -09 2 DATA SYSTEMS DATA SYSTEMS 7. Constant review and improvement of the Departments Customer support and services. Data Systems is currently testing Help Desk software and plans to use this system to augment customer support. The goal is to enhance the Data System's services. Calls to the Help Desk will be logged in a support ticket system which will assist the tracking of requests and provide a knowledgebase which will help to streamline troubleshooting and support of County of Hawaii computer users. Data Systems will use the ticket system's data to apply ITIL principles and improve processes and customer service. i Final Status Report on Program Objectives for FY 2008 -09 3 ELDERLY ACTIVITIES it ELDERLY ACTIVITIES COORDINATED SERVICES UNIT • The CSE staff will strive to promote maximum independence, optimum health, personal dignity and self - enrichment by: 1. Providing Information and Assistance Services to 3,500 older adults. Objective is being achieved. Served 2,177 seniors, or 62% of the established objective of 3,500. 2. Providing Outreach Services to 900 adults. Objective is being achieved. Served 384 seniors or 43% of the established objective of 900 older adults. 3. Providing Transportation Services to 1,100 older adults and accomplishing 33,000 trips annually. Objective is being achieved. Provided Transportation services for 836 seniors or 76% of the established objectives of 1,100 older adults and completed 18,284 trips or 49% of the 37,000 trips annually. 4. Providing Transportation Services to 40 individuals under 60 years of age with disabilities and accomplishing 600 trips annually. Objective is being achieved. Provided Transportation services for 20 individuals under 60 yrs. of age or 50% of the established objectives of 40 individuals & or 64% of the 600 trips annually. 384 trips o . p y 5. Providing and completing 2,000 Referrals. Objective is being achieved. Completed 1,614 referrals or 81% of the established objective of 2,000. 6. Providing 34 individuals with disabilities /older adults with 3,456 hours of chore services annually. Objective is being achieved. Provided 30 seniors or 88% of the established objective of 34 individuals with 1568.5 hours of chore services or 45% of the established objective of 3,456.00 hours. Six Month Progress Report on Program Objectives for FY 2009 -10 1 ELDERLY ACTIVITIES RETIRED AND SENIOR VOLUNTEER PROGRAM Enhance the overall quality of life, i.e., maximum independence, optimum health, personal dignity, and self - enrichment of persons 55 years and older by: 1. Providing diverse and meaningful volunteer opportunities to 1,200 persons 55 years and older. Objective achieved. 1,809 RSVP volunteers served in volunteer assignments. 2. Assisting significantly in meeting community needs by providing 150,000 hours of volunteer service in a minimum of 175 volunteer stations. Objective is being achieved. RSVP volunteers provided 76,420 hours of volunteer service through 217 volunteer stations. 3. Providing 125 volunteers to assist in Food Basket's Senior Farmers' market Nutrition Program. Objective achieved. 191 RSVP volunteers assisted in Food Basket's Senior Farmers' Market Nutrition Program. 4. Providing 400 volunteers to enable Hawai`i County Nutrition Program to carry out its congregate meals program. Objective achieved. 498 volunteers served in the Hawaii County Nutrition Program's congregate meals program. Six Month Progress Report on Program Objectives for FY 2009 -10 2 ELDERLY ACTIVITIES NUTRITION PROGRAM Congregate Nutrition Services 1. To provide 82,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 1,000 older individuals, aged 60 and older, at fifteen congregate nutrition sites throughout Hawai`i County by June 30, 2010. Objective is being achieved. 39,900 meals have been served to 1,226 seniors. This is 48% of our objective for meals, and 122% of our objective for seniors served. Home Delivered Meal Service (Meals on Wheels1 1. To deliver 68,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 400 frail, homebound older individuals, aged 60 and older, throughout Hawai`i County by June 30, 2010. Objective is being achieved. 38,054 meals were served to 347 seniors. This is ° for meals, and 86 /o of our objective for seniors served. ob 56 /o of our objective o � Six Month Progress Report on Program Objectives for FY 2009 -10 3 ELDERLY ACTIVITIES SENIOR COMMUNITY SERVICES EMPLOYMENT 1. Place 7 enrollees into unsubsidized jobs by FY's end. Objective is being achieved. As of 12/31/09 3 enrollees have been placed in unsubsidized jobs. 2. Provide services to a cumulative total of 55 enrollees by FY's end. Objective is being achieved. As of 12/31/09 46 enrollees have been provided services. 3. Visit each enrollee at his/her work site twice a year. Conduct 80 work site visits by FY's end. Objective is being achieved. As of 12/31/09 55 work site visits have been conducted. Six Month Progress Report on Program Objectives for FY 2009 -10 4 ELDERLY ACTIVITIES COORDINATED SERVICES UNIT The CSE staff will strive to promote maximum independence, optimum health, personal dignity and self - enrichment by: 1. Providing Information and Assistance Services to 3,500 older adults. Objective Achieved. Served 3,931 seniors, or 112% of the established objective of 3,500. 2. Providing Outreach Services to 900 adults. Objective Achieved. Served 902 seniors or 100% of the established objective of 900 older adults. 3. Providing Transportation Services to 1,100 older adults and accomplishing 33,000 trips annually. Objective Achieved. Provided Transportation services for 1,142 seniors or 104% of the established objectives of 1,100 older adults and completed 38,187 trips or 103% of the 37,000 trips annually. 4. Providing Transportation Services to 40 individuals under 60 years of age with disabilities and accomplishing 600 trips annually. Objective Achieved. Provided Transportation services for 38 individuals under 60 yrs. of age or 95% of the established objectives of 40 individuals & completed 828 trips or 138% of the 600 trips annually. 5. Providing and completing 2,000 Referrals. Objective Achieved. Completed 3,039 referrals or 151% of the established objective of 2,000. 6. Providing 34 individuals with disabilities /older adults with 3,456 hours of chore services annually. Objective not achieved. Provided 28 seniors or 83% of the established objective of 34 individuals 3,514.50 hours of chore services or 102% of the established objective of 3,456.00 hours. Final Status Report on Program Objectives for FY 2008 -09 ELDERLY ACTIVITIES RETIRED AND SENIOR VOLUNTEER PROGRAM Enhance the overall quality of life, i.e., maximum independence, optimum health, personal dignity, and self - enrichment of persons 55 years and older by: 1. Providing diverse and meaningful volunteer opportunities to 1,200 persons 55 years and older. Objective achieved. 1,871 RSVP volunteers served in volunteer assignments. 2. Assisting significantly in meeting community needs by providing 150,000 hours of volunteer service in a minimum of 175 volunteer stations. Objective achieved. RSVP volunteers provided 155,225 hours of volunteer service through 217 volunteer stations. 3. Providing 50 volunteers in elementary schools to tutor children who are reading below grade level. Objective achieved. 50 RSVP volunteers served as reading tutors in elementary schools. 4. Providing 400 volunteers to enable Hawai`i County Nutrition Program to carry out its congregate meals program. Objective achieved. 519 volunteers served in the Hawaii County Nutrition Program's congregate meals program. I I Final Status Report on Program Objectives for FY 2008 -09 2 ELDERLY ACTIVITIES NUTRITION PROGRAM Congregate Nutrition Services 1. To provide 82,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 1,000 older individuals, aged 60 and older, at fifteen congregate nutrition sites throughout Hawai`i County by June 30, 2009. Objective not achieved. 81,314 meals were served to 1,468 seniors. This is 99% of our objective for meals, and 146% of our objective for seniors served. This year, we received urgent requests for our Meals on Wheels program, and used some of our congregate meals budget (Federal funds) to purchase additional home delivered meals. This resulted in meeting only 99% of our congregate meals objective. Home Delivered Meal Service (Meals on Wheels) 1. To deliver 68,000 nutritious meals, ea s, each containing 1/3 of the U.S. RDA, to 400 frail, homebound older individuals, aged 60 and older, throughout Hawaii County b g g Y Y June 30, 2009. Objective achieved. 75,695 meals were served to 433 seniors. This is 111% of our objective for meals, and 108% of our objective for seniors served. Final Status Report on Program Objectives for FY 2008 -09 3 ELDERLY ACTIVITIES SENIOR COMMUNITY SERVICES EMPLOYMENT 1. Place 8 enrollees into unsubsidized jobs by FY's end. J Y Objective not achieved. Placed 4 enrollees into an unsubsidized jobs. 2. Provide services to a cumulative total of 59 enrollees by FY's end. Objective achieved. Provided services to a cumulative total of 71 enrollees. 3. Visit each enrollee at his/her work site twice a year. Conduct 84 work site visits by FY's end. Objective achieved. Conducted 118 work site visits. Final Status Report on Program Ob for FY 2008 -09 P &' Objectives 4 ENVIRONMENTAL MANAGEMENT ENVIRONMENTAL MANAGEMENT ADMINISTRATION 1. Maintain Sewer fees at a level to cover expenses of operations, repairs and maintenance, and replacements. For FY09 -10 we were able to cover all planned expenses of operations, repairs and maintenance, though there are several significant equipment replacement and repair projects that need to be completed in the upcoming years. The last sewer fee rate increase was in 2002. Operation, repair and maintenance costs have increased along with staff size. We have procured a consultant in FY07 -08 who is assisting in revenue requirement analysis, an updated user fee rate and schedule of increases. The consultant will also assist with Council and community presentations for these increases. 2. Maintain vehicle disposal fee system to assure financial self - sufficiency for vehicle recycling program. The Vehicle Disposal Fund and the fees collected with the annual registration of vehicles are insufficient to maintain current operating expenses this fiscal year, and it is estimated that the fund may be exhausted this fiscal year. Due to budget considerations, the derelict vehicle amnesty program was temporarily suspended and the West Hawaii Abandoned Vehicle Coordinator position will remain vacant. In order to address revenue shortfalls due to lower than average vehicle registrations and increased operating expenses, a vehicle registration fee increase will be pursued. 3. Proactively work towards compliance of EPA mandate to close all Large Capacity Cesspools by the year 2010. The Department continues to work proactively towards the compliance goal of closing Large Capacity Cesspools (LCC) at Komohana Heights, Queen Liliuokalani Village and Honokaa. The Komohana Heights LCCs were closed in December 2009, while both the Queen Liliuokalani Village and Honokaa LCC Replacement projects are currently underway. It is anticipated that the Queen Liliuokalani Village LCCs will be closed after the prescribed U.S. Environmental Protection Agency (EPA) closure date of June 1, 2010 and that the Honokaa LCCs will be closed prior to the September 1, 2010 EPA closure date. Six Month Progress Report on Program Objectives for FY 2009 -10 1 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 4. Continually work on planning sewer infrastructure in North Kona in conjunction with the Growth Opportunity Areas represented in the August 2006 Kona Community Development Plan. Work is ongoing on the Master Plan to upgrade the Kealakehe Wastewater Treatment Plant. 5. Establish a system to divert construction and demolition debris from our landfills. The Department is working with various partners, including Recycle Hawaii to establish construction reuse facilities. Laulima Hana (operated by the Are of Hilo) accepts a wide variety of building materials, including lumber, plywood, and sheetrock and provides these materials for local contractors. Aggregate reuse is being accomplished by the private sector. The Department will pursue the feasibility of operating a construction and demolition waste processing facility as part of a larger study to determine the feasibility of a new landfill located within the quarry adjacent to the South Hilo Sanitary Landfill. Additionally, the Department will investigate opportunities to develop construction and demolition processing facility as part of a Master Plan for the West Hawaii Sanitary Landfill. 6. Improve the status of Wastewater accounts receivable. Reduce the average number of days in receivables to 81 days which represents a 10% decrease from the FY07 -08 actual of 90 days. Reduce the percentage of balances over 90 days past due to 50% of total receivables, which represents a 10% decrease from the FY07 -08 actual of 55 %. The average number of days in receivables for Wastewater has increased to 100 days and the percentage of balances over 90 days past due has increased to 59 %. We are continuing to work towards reducing the past due receivables and plan to fill the newly created Credit and Collection Clerk position in the upcoming months to help improve the status of our collections. Additionally, the Department is reviewing debt collection policies and opportunities to further reduce outstanding balances. Six Month Progress Report on Program Objectives for FY 2009 -10 2 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 7. Improve the status of Solid Waste accounts receivable. Reduce the average number of days in receivables to 101 days which represents a 10% decrease from the FY07- 08 actual of 112 days. Reduce the percentage of balances over 90 days past due to 38% of total receivables, which represents a 10% decrease from the FY07 -08 actual of 42 %. The average number of days in receivables for Solid Waste has decreased to 107 days. The percentage of balances over 90 days past due has decreased to 47 %. We are continuing to work towards reducing the past due receivables and plan to fill the newly created Credit and Collection Clerk position in the upcoming months to help improve the status of our collections. Additionally, the Department is reviewing debt collection policies and further opportunities to reduce outstanding balances, including restrictions on disposal permit applications for accounts 90 days past due. Six Month Progress Report on Program Objectives for FY 2009 -10 3 ENVIRONMENTAL MANAGEMENT TECHNICAL SERVICES SECTION 1. Have construction underway on the Komohana Heights Large Capacity Cesspool Replacement Project. 2. Initiate construction on the Queen Liliuokalani Large Capacity Cesspool Replacement Project if funding is available. 3. Have construction underway on the sewer collection system portion of Honokaa Large Capacity Cesspool Replacement Project which will serve the business community, numerous state facilities, and schools in Honokaa Town. 4. Complete the design for the treatment/disposal portion of the new sewer system for the Honokaa Large Capacity Cesspool Replacement Project and initiate the construction bid process. 5. Complete the design of the Naalehu community sewer collection and treatment/disposal system and initiate the construction bid process. 6. Complete the design of the sewer collection and treatment/disposal system for the Pahala community. 7. Continue to make progress on the North Kona Sewer and Effluent Reuse Project. 8. Complete the design work for sludge removal from Kealakehe Wastewater Treatment Plant. 9. Complete the design work for upgrading the aeration system at the Kealakehe Wastewater Treatment Plant and initiate the construction bid process. 10. Complete the master plan for upgrading the Kealakehe Wastewater Treatment Plant to support the North Kona Effluent Reuse Project. NOTE: THE TECHNICAL SERVICES SECTION POSITIONS AND RESPONSIBILITIES WERE TRANSFERRED TO THE WASTEWATER DIVISION AND SOLID WASTE DIVISION AS OF JULY 1, 2009. Six Month Progress Report on Program Objectives for FY 2009 -10 4 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 1. Maintain Sewer fees at a level to cover expenses of operations, repairs and maintenance, and replacements. For FY08 -09 we were able to cover all planned expenses of operations, repairs and maintenance, though there are several significant equipment replacement and repair projects that need to be completed in the upcoming years. The last sewer fee rate increase was in 2002. Operation, repair and maintenance costs have increased along with staff size. We have procured a consultant in FY07 -08 who is assisting in revenue requirement analysis, an updated user fee rate and schedule of increases. The consultant will also assist with Council and community presentations for these increases. 2. Maintain vehicle disposal fee system to assure financial self - sufficiency for vehicle recycling program. The vehicle disposal fund and the fees collected with the annual registration of vehicles have kept in line with operating expenses this fiscal year, however, it is estimated that the fund may be exhausted in Fiscal Year 10 -11. Due to budget considerations, the derelict vehicle amnesty program was temporarily suspended and the West Hawaii Abandoned Vehicle Coordinator position will remain vacant. 3. Proactively work towards compliance of EPA mandate to close all Large Capacity Cesspools by the year 2010. We continue to work proactively towards the compliance goal of closing Large Capacity Cesspools at Komohana Heights, Queen Liliuokalani Village and Honokaa by the EPA closure dates of January 1, June 1, and September 1, 2010, respectively. 4. Continually work on planning sewer infrastructure in North Kona in conjunction with the Growth Opportunity Areas represented in the August 2006 Kona Community Development Plan. Work is ongoing on the Master Plan to upgrade the Kealakehe Wastewater Treatment Plant. Final Status Report on Program Objectives for FY 2008 -09 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 5. Establish a system to divert construction and demolition debris from our landfills. The Department is working with Recycle Hawaii to set up construction reuse facilities. Laulima Hana (operated by the Are of Hilo) accepts a wide variety of building materials, including lumber, plywood, and sheetrock and provides these materials for local contractors. Aggregate reuse is being accomplished by the private sector. 6. Improve the status of Wastewater accounts receivable. Reduce the average number of days in receivables to 79 days which represents a 10% decrease from the FY06 -07 actual of 88 days. Reduce the percentage of balances over 90 days past due to 50% of total receivables, which represents a 10% decrease from the FY06 -07 actual of 55 %. The average number of days in receivables for Wastewater has increased to 99 days and the percentage of balances over 90 days past due has increased to 57 %. We are continuing to work towards reducing the past due receivables and plan to fill the newly created Credit and Collection Clerk position in the upcoming months to help improve the status of our collections. Additionally, the Department is reviewing debt collection policies and opportunities to reduce outstanding balances. 7. Improve the status of Solid Waste accounts receivable. Reduce the average number of days in receivables to 65 days which represents a 10% decrease from the FY06 -07 actual of 72 days. Reduce the percentage of balances over 90 days past due to 32% of total receivables, which represents a 10% decrease from the FY06 -07 actual of 35 %. The average number of days in receivables for Solid Waste has increased to 131 days. The percentage of balances over 90 days past due has increased to 51 %. We are continuing to work towards reducing the past due receivables and plan to fill the newly created Credit and Collection Clerk position in the upcoming months to help improve the status of our collections. Additionally, the Department is reviewing debt collection policies and opportunities to reduce outstanding balances. Final Status Report on Program Objectives for FY 2008 -09 2 ENVIRONMENTAL MANAGEMENT TECHNICAL SERVICES SECTION 1. Begin construction on the Komohana Heights Large Capacity Cesspool Replacement Project which will connect the subdivision to existing County sewer and abandon the County -owned large capacity cesspools. Issued Notice to Proceed to construct a new sewer collection system to connect the Komohana Heights Subdivision to County sewer and close large capacity cesspools on the Komohana Heights Large Capacity Cesspool Replacement Project. The construction is to be funded by ARRA funds and is expected to break ground in October 2009. 2. Continue to make progress on the design for the Queen Liliuokalani Large Capacity Cesspool Replacement Project which will connect the subdivision to existing County sewer and abandon the County -owned large capacity cesspools. Completed the design plans to construct a new onsite and offsite sewer collection system to connect the Queen Lili'uokalani Village Subdivision to County sewer and closure of large capacity cesspools on the Queen Lili'uokalani Village Large Capacity Cesspool Replacement Project. The construction is to be funded by the State Revolving Fund Loan Program and ARRA funds. Bid opening for this project is anticipated in November 2009 with construction to begin in January 2010. 3. Begin construction of the sewer collection system portion of Honokaa Large Capacity Cesspool Replacement Project which will serve the business community, numerous state facilities, and schools in Honokaa Town. Completed the design plans to construct a new sewer collection system to connect Honoka'a Town to an existing wastewater treatment plant to be taken over by the County and closure of large capacity cesspools on the Honoka'a Large Capacity Cesspool Replacement Project. The construction is to be funded by a combination of ARRA and State Revolving Fund Loan Program funds. Bid opening for this project is anticipated in October 2009 with construction to begin in January 2010. Final Status Report on Program Objectives for FY 2008 -09 3 ENVIRONMENTAL MANAGEMENT TECHNICAL SERVICES SECTION 4. Execute the planning and design work for the treatment/disposal portion of the new sewer system for the Honokaa Large Capacity Cesspool Replacement Project. Collaborating with Hawai'i Healthcare Systems Corporation on terms and conditions for the transfer of access and sewer utility easements to the County. Planning and design work for the upgrade of the existing wastewater treatment plant to establish greater treatment capacity to serve additional users in Honoka'a Town will commence following MOU completion anticipated at year end 2009. 5. Continue to make progress on the design of the Naalehu community sewer collection and treatment/disposal system. ■ Design of the Na'alehu sewer collection and treatment /disposal system to serve the Naalehu Community continues to progress. The County is in the midst of cooperative negotiations for larger land area to accommodate a longer term solution for a wastewater treatment and disposal system which will benefit the County in the future. The construction is to be funded by a combination of federal grant monies and a State Revolving Fund Loan. Construction is anticipated to begin in July 2010. 6. Begin the planning and design of the sewer collection and treatment/disposal system for the Pahala community. Design of the Pahala sewer collection and treatment /disposal system will commence once land for a wastewater treatment and disposal system has been identified. Ongoing efforts are in force to identify potential lands sized to accommodate a treatment /disposal system that can effectively serve the Pahala Community. The construction is to be funded by a State Revolving Fund Loan. Construction is anticipated to begin in July 2011. 7. Continue to make progress on the North Kona Sewer and Effluent Reuse Project. Phase I of the North Kona Sewer and Effluent Reuse Project will be built under the State Department of Transportation's Design /Build Queen Ka'ahamanu Highway Widening Project. Phase I construction is being funded through the State Revolving Loan program. To date, the State has engaged a third round of Request for Proposals as a result of bid protests. Construction is anticipated to begin in September 2010. Final Status Report on Program Objectives for FY 2008 -09 4 ENVIRONMENTAL MANAGEMENT TECHNICAL SERVICES SECTION 8. Continue to make progress on the North Kona and Kilohana Improvement District Projects. The Implementation Study Report for North Kona Improvement District has been filed with County Council. The Report for Kilohana Improvement District will be filed with County Council before end of year 2009. 9. Begin the planning and design work for sludge removal from Kealakehe Wastewater Treatment Plant. The sludge removal work is expected to be completed prior to the aeration system upgrade. The work is to be funded by County General Obligation Bonds and construction start is anticipated in July 2010. 10. Begin the planning and design work for upgrading the aeration system at the Kealakehe Wastewater Treatment Plant. The Consultant continues to work on the design. Construction is expected to be funded by County General Obligation Bonds and construction start is anticipated in July 2010. 11. Begin the master plan for upgrading the Kealakehe Wastewater Treatment Plant to support the North Kona Effluent Reuse Project. The master planning is currently underway and completion is anticipated in mid -2010. 12. Continue to make progress on the Kapoho Wastewater System Feasibility Study. The Feasibility Study Report is anticipated to reach 100% completion before end of year 2009. Final Status Report on Program Objectives for FY 2008 -09 5 9 F11NANcE FINANCE ADMINISTRATION/BUDGET Administration 1. Continue to require divisions to review and update rules, policies and procedures to insure that applications are consistent throughout the County. Desired outcome is to realize efficiencies in financial practices. Divisions have continued to review documented procedures and make updates as required for compliance with new regulations or changes stemming from technological changes. 2. Conduct three training sessions for county financial personnel. Desired outcome is to provide a training media for financial support staff. One training session was conducted in the first half of the year. The focus was on the 2010 -2011 budget and the upcoming budget process. 3. Conduct informational sessions or distribute instructive materials to departmental managers, supervisors and/or staff at least four times per year, covering new or changing regulations, rules and procedures that affect employee relations or benefits. Two such training sessions or distribution of instructive materials were completed during the first half of the fiscal year. 4. Refer procurement protests to Corporation Counsel within three working days of receipt. After verification of validity of protest from Corporation Counsel, issue determination and/or decision within a week. There were 3 protests filed during the first half of this fiscal year. We met the deadlines as noted above. Six Month Progress Report on Program Objectives for FY 2009 -10 1 FINANCE ADMINISTRATION/BUDGET Budget 1. Prepare transmittal letters, resolutions, and /or bills for the appropriate approvals and signatures for all fully- completed requests for council action received three days prior to the County Council's submittal deadlines. All of the 67 request for council action forms received from the departments /agencies were processed and forwarded to the Finance Director in a timely manner (provided that all necessary departmental information was provided). 2. Provide guidance and assistance to departments /agencies to ensure the continued successful usage of the budget module within the FRESH system. For the preparation of the FY2010 -11 budget, the Budget Office continued to do the data entry of the department's /agencies' revenue and expenditure worksheets into FRESH budget module. Six Month Progress Report on Program Objectives for FY 2009 -10 2 FINANCE ACCOUNTS 1. Close FY 08 -09 books and issue final June 30 Budget Status Report by October 1, 2009, and determine the General Fund's fund balance by September 22, 2009. General Fund Balance and final June 30 Budget Status Report issued on January 20, 2010. 2. Obtain Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) for the County's June 30, 2009 Comprehensive Annual Financial Report. P P Certificate of Achievement is in the process of being obtained. 3. Close the books and have the monthly budget status reports available in FRESH within ten working days after the end of the month, except for June, July, August and September. Now that the books for Fiscal Year 2009 have been closed, the staff are working hard to close the months for Fiscal Year 2010. 4. Support the FRESH (Financial and Resource Enterprise Software for Hawaii County) system accounts payable, general ledger and payroll modules. This includes maintaining and keeping abreast of changes to the current modules that Accounts is responsible for, as well as, helping users and providing training when necessary. Support is being provided on a continuous basis. 5. Ensure that all claim payments made are proper and legal by preauditing 100% of payment requests for accuracy and propriety, returning items that are not accurate or proper to departments for correction. 100% of payment requests are being preaudited. 6. Provide certificate of the availability of funds on County contracts within three working days of the contract's submission to Accounts Division. Due to a vacant position, there have been delays in meeting this objective. However, the position should be filled shortly. Six Month Progress Report on Program Objectives for FY 2009 -10 3 FINANCE ACCOUNTS 7. Pay vendors promptly by issuing all warrants for claims within 7 working days of the receipt of the invoice by Accounts Division. All warrants for claims are being issued within 7 working days of the receipt of the invoice. 8. Ensure that all employees receive the correct amount of pay and related benefits by preauditing 100% of payroll claims for accuracy and compliance with legal and contractual requirements, and filing all required payroll tax forms and returns on time. 100% of payroll claims are being preaudited and all required payroll tax forms and returns are being filed on time. Six Month Progress Report on Program Objectives for FY 2009 -10 4 FINANCE PURCHASING 1. Continue to review all internal policies and procedures for conformance to procurement laws and revise as necessary. Revise and keep General Terms and Conditions for goods and services contracts updated to conform to current law and reflect needed changes. Ongoing program. 2. Maintain up -to -date purchasing manual and training as needed for all using agencies; including maintenance of current list of the individual most responsible for procurement matters within each department or agency and assure that he or she has a complete, up -to -date copy of administrative rules and purchasing manual. Review all policies, procedures and guidelines for applicability to FRESH system. Ongoing program. Purchasing Manual available on County intra -net, which is updated as necessary. 3. Process 98% of all routine documents (Invoice payment approvals, Contract, Change Order and Supplemental Agreement approvals) within two working days of receipt, including electronic approvals. During first six months of FY 09/10, approximately 99% of approximately 14,018 routine documents were processed within two days. 4. Complete purchasing process or issue written request for quotations for 95% of all requisitions below formal bidding limits within ten days of receipt (except for items generally combined at periodic intervals.). During first six months of FY 09/10, approximately 95% of approximately 1,873 electronic requisitions were processed within 10 working days 5. Complete draft specifications for 90% of all requisitions requiring formal advertised bidding (IFBs or RFPs) within 60 days of receipt or deadline for receipt of requisitions for combined purchases. During the first six months of FY 09/10, about 65 IFBs or RFPs have been initiated and are in various stages of completion. Approximately 95% of specification drafts have been completed within 60 days. Six Month Progress Report on Program Objectives for FY 2009 -10 5 FINANCE PURCHASING 6. Process 90% of bid award and contract documents within one week of receipt back from contractor and forward to next agency for review and signature. • During the first six months of FY 09/10, at least 90% of all bid award contract documents have been processed within one week of receipt. 7. Maintain list of professional services awards on Internet as required by law and post 95% of entries within one day of contract circulation. 56 Professional Services Contracts or significant amendments were posted to internet during the first six months of FY 09/10, all within seven (7) days of contract award as required per HRS 103D- 304(i). Amendments all posted within one day of receipt of contract. • Six Month Progress Report on Program Objectives for FY 2009 -10 6 FINANCE TREASURY 1. Invest 99 per cent of all funds in interest - bearing accounts or certificates. Through November, 99.7% of funds are invested in interest bearing accounts or certificates. 2. Maintain sufficient liquidity to meet cash requirements. All obligations were met including vendor payments, bond payments, and payroll expenses. 3. Maximize interest income by attaining budgeted projection while ensuring the safety of County funds. The interest earned at the midpoint is 55% of the annual goal. Interest earned, however, is skewed at the beginning of the fiscal year due to maturing bond fund investments. 4. Reconcile monthly statements within thirty days of receipt. Monthly statements through November have been reconciled on time. The December general fund statement will be reconciled shortly. Investment transactions in December have been more numerous and complex and is taking longer to sort out and post. Six Month Progress Report on Program Objectives for FY 2009 -10 7 FINANCE REAL PROPERTY 1. Maintain sales assessment mean ratio +/- 10% from the 100% assessment. • Prior to making any cost table adjustments the sales ratios for improved property were 1.02 for condominiums and 1.09 for single family residences. • Also before adjustments were inputted, the sales ratio for vacant land was 1.14. 2. Maintain a co- efficient of dispersion at +1- 15% of the mean ratio. • Because of the unadjusted assessed values, as shown the COD was 14.227 for condominiums, 16.475 for single family residences, and 23.158 for land. These numbers will drop once final land adjustments are processed and cost table adjustments are inputted for the buildings. • It is estimated that the final CODs will all be considerably below 15. 3. Conduct field inspections of 98% of all building permits issued or on file for all new construction. • The appraisers visited 100% of the parcels for which new building permits were issued between 1/1/09 and 7/1/09. • The appraisers visited 100% of incomplete building permits issued prior to 1/1/09. 4. Maintain an active educational and informational program on real property taxation. • All the dedication and exemption documents and forms were reviewed. Updates and changes were made to both hardcopies and electronic copies on our website. • Removed the Social Security Account Number fields from all our forms to better serve the public by reducing the risk for identity theft. • Provided multiple one -to -one educational/information sessions to taxpayers at our counter and over the telephone. 5. Initiate proceedings for two real property tax foreclosure sales to reduce the number of delinquent accounts and dollar amount of delinquent taxes owed to the County. • The first sale was held in October 2009 with a total of 42 parcels offered for sale. All the parcels sold for a total of $270,507. Of which $171,710 was for penalties, interest, and the costs of the sale. • The second sale is scheduled for June 2010. Six Month Progress Report on Program Objectives for FY 2009 -10 8 FINANCE RISK MANAGEMENT 1. Continue to develop the Risk Management Division so as to be able to respond to inquiries and requests for assistance within a reasonable time. The Division has become more active in responding to requests from Departments, Divisions and the Council in assessing risk concerns and providing recommendations where appropriate. 2. Annually meet and collaborate with departments to discuss current risk issues, assess the policies and procedures in place and make necessary modifications to reduce risk and improve regulation compliance. The Division has been involved on a regular basis with all Departments through an inspection process to better prepare for regulatory enforcement. 3. Annually review the County's self - insurance program and research insurance industry products to determine the most advantageous program to reduce potential financial loss. Since June, 2009, Police fleet property coverage has been renewed as well as Mass Transit Policy. Insurance industry has been closely monitored to be able to help assist Departments in their budgeting process as it pertains to insurance procurement. 4. Meet every four months with Risk Management Committee to discuss activity and current risk issues. Risk Management Committee met in October, 2009, and in addition to discussing the Division activity, also added County accident trends to the agenda so as to give Department heads a better sense of their Department performance. 5. Meet semi - monthly with Safety Division Administrator to discuss areas of safety concern and schedule safety and training programs to minimize the impact of such concerns. Met regularly with Safety Division to discuss safety concerns island -wide and also attend and participate in the County Safety Committee learning the concerns of its members (which I am able to discuss at Risk Management Committee). Six Month Progress Report on Program Objectives for FY 2009 -10 9 FINANCE PROPERTY MANAGEMENT 1. Provide support for the Public Access, Open Space and Natural Resources Preservation Commission in meeting its requirement of submitting its annual update of prioritized lands to the Mayor by December 31, 2009. The annual report was delivered in December 2009. Ongoing monthly and bi- monthly support of commission meetings. 2. By December 2009, identify and initiate negotiations on the purchase of the next property pursuant to recommendations by the Public Access, Open Space and Natural Resources Preservation Commission, the Mayor and as authorized by the County Council. In December 2009, entered into a purchase agreement for 3 parcels known as Kaiholena North located in North Kohala for a purchase price of $6,541,680. Purchase closed Jan 28, 2010. 3. Provide support for the land management and right -of way acquisition needs for all County departments. In progress. 4. Provide administrative and fiscal management of all County leased properties and insure all leases are paid on time. In progress providing administrative and fiscal management to over a dozen leases for various County Departments. 5. Dispose of surplus real property as requested and authorized by the Mayor and the County Council. In progress preparing the sale of 16 County owned parcels located in Pa'auilo. 6. Maintain the fixed assets record system of County property and submit the annual fixed asset report to the County Council. In progress managing fixed assets with quarterly updates and preparing annual report. 7. Hold at least one public auction for the disposal of useable surplus County owned personal property. In October, 16 vehicles were sold for $24,205. Six Month Progress Report on Program Objectives for FY 2009 -10 10 FINANCE VEHICLE REGISTRATION AND LICENSING Vehicle Registration 1. Process mail within three days of receipt. All mail was processed within three days of receipt. 2. No complaints referred to the department level and above. All complaints were handled at the Division level. Licensing 1. Accommodate and complete processing 100% of requests for written driver's tests received. During the first half of FY 2009 -10, processed 6,341 out of 6,314 requests for written driver's tests received. 2. Accommodate and complete processing 100% of requests for driver road tests received. During the first half of FY 2009 -10, processed 100%, 1071 out of 1071 requests for driver road tests received. 3. Accommodate and complete processing 100% of requests for CDL written driver's tests received. During the first half of FY 2009 -10, processed 100 %, 460 out of 460 requests for CDL written driver's tests. Periodic Motor Vehicle Inspection 1. Conduct at least 400 inspections of stations issuing safety checks. Conducted 444 inspections, or 111 %, during the first six months. Six Month Progress Report on Program Objectives for FY 2009 -10 11 I , FINANCE ADMINISTRATION/BUDGET Administration 1. Continue to require divisions to review and update rules, policies and procedures to insure that applications are consistent throughout the County. Desired outcome is to realize efficiencies in financial practices. Divisions have continued to review documented procedures and make updates as required for compliance with new regulations or changes stemming from technological changes. Department rules were changed in October to reflect the addition of driver licensing functions to the department. All rules were also renumbered to improve the organization and ease of use. In February, the rules were again updated to reflect the Taxi rules which are now under Finance. 2. Conduct three training sessions for county financial personnel. Desired outcome is to provide a training media for financial support staff. One training session was conducted in the first half of the year. The focus was on the 2009 -10 budget and the upcoming budget process. Another training session was held during the second half of the year with the focus being on year end closing, as well as FRESH and procurement updates. 3. Continue review and reorganization of the Finance department and divisions to enhance efficiency and quality customer service. Vehicle Registration and Licensing Division became fully functional effective July 1, 2008. Progress continues on expanding their delivery of service to satellite offices. 4. Respond within three working days to inquiries and complaints from the Council and general public. The department continues to meet its objective of responding within three working days. 5. Refer procurement protests to Corporation Counsel within three working days of receipt. After verification of validity of protest from Corporation Counsel, issue determination and /or decision within a week. There was one protest filed during the fiscal year. We met the deadlines as noted above. Final Status Report on Program Objectives for FY 2008 -09 1 • FINANCE ADMINISTRATION/BUDGET Budget 1. Prepare transmittal letters, resolutions, and /or bills for the appropriate approvals and signatures for all fully - completed requests for council action received three days prior to the County Council's submittal deadlines. All of the 136 request for council action forms received from the departments /agencies were processed and forwarded to the Finance Director in a timely manner (provided that all necessary departmental information was provided). 2. Provide guidance and assistance to departments /agencies to ensure the continued successful usage of the budget module within the FRESH system. For the preparation of the FY2009 -10 budget, the Budget Office continued to do • the data entry of the department's /agencies' revenue and expenditure worksheets into FRESH budget module. Again, it was felt that the departments should be more concerned about putting together their budgets than worrying about how to do the data entry into FRESH. IC I Final Status Report on Program Objectives for FY 2008 -09 2 FINANCE ACCOUNTS 1. Close FY 07 -08 books and issue final June 30 Budget Status Report by September 22, 2008, and determine the General Fund's fund balance by September 15, 2008. All funds but the Solid Waste and Capital Projects Funds were closed on September 26, 2008 and the remaining funds closed in February and March 2009. The fund balance for the General Fund was determined on September 11, 2008. 2. Obtain Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) for the County's June 30, 2008 Comprehensive Annual Financial Report. Certificate of Achievement was obtained. 3. Close the books and have the monthly budget status reports available in FRESH within ten working days after the end of the month, except for June, July, August and September. Once the Fiscal Year 2008 books were closed, the accounting periods of Fiscal Year 2009, except for June, were closed shortly thereafter. 4. Support the FRESH (Financial and Resource Enterprise Software for Hawaii County) system accounts payable, general ledger and payroll modules. This includes maintaining and keeping abreast of changes to the current modules that Accounts is responsible for, as well as, helping users and providing training when necessary. Support was provided throughout the year. 5. Continue to review and implement changes to our current organization within our office so that our operations match the needs created by growth of the County and the FRESH system. Reviews and implementation of changes are done on a continuous basis as deemed necessary. 6. Ensure that all claim payments made are proper and legal by preauditing 100% of payment requests for accuracy and propriety, returning items that are not accurate or proper to departments for correction. 100% of payment requests were preaudited. Final Status Report on Program Objectives for FY 2008 -09 3 FINANCE ACCOUNTS 7. Provide certificate of the availability of funds on County contracts within three working days of the contract's submission to Accounts Division. This objective was achieved throughout the year. 8. Pay vendors promptly by issuing all warrants for claims within 7 working days of the receipt of the invoice by Accounts Division. Vendors were paid in accordance with this objective throughout the year. 9. Ensure that all employees receive the correct amount of pay and related benefits by preauditing 100% of payroll claims for accuracy and compliance with legal and contractual requirements, and filing all required payroll tax forms and returns on time. 100% of payroll claims were preaudited throughout the year and required payroll tax forms and returns were filed on time. Final Status Report on Program Objectives for FY 2008 -09 4 FINANCE PURCHASING 1. Continue to review all internal policies and procedures for conformance to procurement laws and revise as necessary. Revise and keep General Terms and Conditions for goods and services contracts updated to conform to current law and reflect needed changes. Ongoing program. 2. Maintain up -to -date purchasing manual and training as needed for all using agencies; including maintenance of current list of the individual most responsible for procurement matters within each department or agency and assure that he or she has a complete, up -to -date copy of administrative rules and purchasing manual. Review all policies, procedures and guidelines for applicability to FRESH system. Ongoing program. Purchasing Manual available on County intra -net, which is updated as necessary. 3. Process 98% of all routine documents (Invoice payment approvals, Contract, Change Order and Supplemental Agreement approvals) within two working days of receipt, including electronic approvals. Of 30,878 routine documents received during FY 08/09, approximately 30,650 were processed within two working days, for a 99.26% processing rate. 4. Complete purchasing process or issue written request for quotations for 95% of all requisitions below formal bidding limits within ten days of receipt (except for items generally combined at periodic intervals.). Of 2,941 requisitions below bidding limits received for FY 08/09, 2,915 were processed within ten working days of receipt for a 99.11% processing rate. 5. Complete draft specifications for 90% of all requisitions requiring formal advertised bidding (IFBs or RFPs) within 60 days of receipt or deadline for receipt of requisitions for combined purchases. Requisitions requiring formal advertised /posted bidding (IFBs and RFPs) generated 103 bids. Of the 103 bids, draft specifications for 98 were completed within 60 days of receipt or deadline for receipt of requisitions for a 95.14% processing rate. Final Status Report on Program Objectives for FY 2008 -09 5 FINANCE PURCHASING 6. Process 90% of bid award and contract documents within one week of receipt back from contractor and forward to next agency for review and signature. During FY 08/09, at least 90% of all bid award and contract documents were processed within one week and subsequently routed to the next point in the contract routing process. • 7. Maintain list of professional services awards on Internet as required by law and post 95% of entries within one day of contract circulation. 136 Professional Services Contracts or significant amendments were posted to internet during FY 08/09, all within seven (7) days of contract award as required per HRS 103D- 304(i). Amendments all posted within one day of receipt of contract. • • Final Status Report on Program Objectives for FY 2008 -09 6 FINANCE TREASURY 1. Invest 99 per cent of all funds in interest - bearing accounts or certificates. 99.8% of funds are invested in interest bearing accounts or certificates. 2. Maintain sufficient liquidity to meet cash requirements. All obligations were met including vendor payments, bond payments, and payroll expenses. 3. Maximize interest income by attaining budgeted projection while ensuring the safety of County funds. The actual interest earned exceeded the budgeted estimate by 4 %. 4. Reconcile monthly statements within thirty days of receipt. reconciled within thirty days statements are being a rty s of y receipt. I I 1 i, Final Status Report on Program Objectives for FY 2008 -09 7 FINANCE REAL PROPERTY 1. Maintain sales assessment mean ratio +/- 10% from the 100% assessment. • Sales ratio /assessment ratio is the ratio of an appraised (or assessed) value to the sale price or adjusted sale price of a property. The sales ratio study is conducted to fulfill the obligation to make property assessments uniform and equitable. The study functions as the assessor's yardstick in evaluating what is being done right, what is being done wrong, and what reappraisal activity is necessary. The county ordinance states that no taxpayer is deemed aggrieved by an assessment unless the assessment exceeds by more than 20% of market value. The goal of the division is to keep this percentage at 10% or lower. The higher the percentage, the further away the assessment is from market value. • The overall percentage for this reporting period was .97, or 3% below the ideal 100% assessment. The three ratios that contributed to this overall percentage were for vacant lands, .98 or 2% below the market, improved sales at .99, or 1% lower, and condominium sales at .95, or 5% lower. 2. Maintain a co- efficient of dispersion at +/- 15% of the mean ratio. • The coefficient of dispersion is the average deviation of a group of numbers from the median expressed as a percentage of the median. In ratio studies, this is the average percentage deviation from the median. Per the International Association of Assessing Officers, low CODs (15.0 or less) tend to be associated with good appraisal uniformity. The acceptable ratio for large rural counties is 20 %. The lower the ratio the better although ratios of less than 5.0 are rare. • The overall ratio for this reporting period was 16.2 %. The three ratios that contributed to this overall percentage were for vacant lands, 20.1 %, improved sales at 15.5 %, and condominium sales at 9.2 %. 3. Conduct field inspections of 98% of all building permits issued or on file for all new construction. • Field inspections for new permits were at 100 %. Final Status Report on Program Objectives for FY 2008 -09 8 FINANCE REAL PROPERTY 4. Maintain an active educational and informational program on real property taxation. • The information sheet was reviewed and updated to reflect current information. This sheet was included in the annual mailing of assessment notices in March. • Staff and public concerns were reviewed and incorporated when deemed to be relevant. • Website documents and forms are all reviewed and updated as necessary. • Newspaper advertising was placed in both Hawaii County daily papers notifying taxpayers of pending filing deadlines and how to obtain additional information. 5. Initiate proceedings for two real property tax foreclosure sales to reduce the number of delinquent accounts and dollar amount of delinquent taxes owed to the County. • A total of three tax foreclosure sales were held during the fiscal year with a total of 232 properties offered for sale. All but 4 properties were sold for a total of $739,591. Of this amount $158,031 was for penalties, interest, and the costs of the sales. I Final Status Report on Program Objectives for FY 2008 -09 9 FINANCE RISK MANAGEMENT 1. Continue to develop the Risk Management Division so as to be able to respond to inquiries and requests for assistance within a reasonable time. Division has been involved on a regular and continuous basis with all depts. and agencies timely addressing concerns voiced by employees, the public and Council. 2. Annually meet and collaborate with departments to discuss current risk issues, assess the policies and procedures in place and make necessary modifications to reduce risk and improve regulation compliance. Division has continued to view County facilities to assess risk issues. Priority of the viewings has been determined by specific requests of dept. /agency, accident occurrence, or public complaint. 3. Annually review the County's self - insurance program and research insurance industry products to determine the most advantageous program to reduce potential financial loss. Insurance season began in July, 2008, when property insurance was obtained for the new 18 police fleet vehicles. This is a new policy coverage obtained and will be increased in 2009 as 15 additional vehicles are expected to arrive. Mass Transit policy was renewed in December and although additional vehicles were added to the policy a savings over the previous year's premium was obtained. Property insurance was renewed in February and even though values of properties were increased, a savings of approximately $10,000 was realized in the premium. Police subsidy vehicle policy was renewed with a savings of 5119,000 compared to previous year's premium. Fire EMS policy was renewed at a slight increase (due to payments from a prior year claim) and Helicopter policy was renewed at a savings of $8500 compared to prior year premium. Secured hybrid liability insurance policy to cover Hokulia by -pass situation • pursuant to lease of roadway to improve traffic conditions in Kona. 4. Meet every four months with Risk Management Committee to discuss activity and current risk issues. Division conducted Risk Management Committee meetings in October 2008, February 2009 and June 2009. Information provided included update on insurance renewals, quake claims and recovery from AIG and FEMA, dept. concerns and potential remedies, loss activity, and Risk Management Division activities. Final Status Report on Program Objectives for FY 2008 -09 10 FINANCE RISK MANAGEMENT 5. Meet semi - monthly with Safety Division Administrator to discuss areas of safety concern and schedule safety and training programs to minimize the impact of such concerns. Division leader has met with safety officer to discuss safety concerns and on several occasions has accompanied her to meet with dept. personnel and view County facilities concerning safety issues. Division leader has attended County Safety Committee meetings bi- monthly to participate in county wide discussion with safety representatives from most departments. Final Status Report on Program Objectives for FY 2008 -09 11 i FINANCE PROPERTY MANAGEMENT 1. Provide support for the Public Access, Open Space and Natural Resources Preservation Commission in meeting its requirement of submitting its annual update of prioritized lands to the Mayor by December 31, 2008. The Property Management Division continues to support the Public Access, Open Space and Natural Resources Preservation Commission by providing administrative support for its monthly commission meetings held in Kona and Hilo. The list of prioritized lands was successfully completed and forwarded to Mayor William Kenoi for his review on December 31, 2008. 2. Complete purchase of properties at Kawa` a, Kau, Hawai`i as recommended by the Public Access, Open Space and Natural Resources Preservation Commission, the Mayor and as authorized by the County Council by the end of the 2008 -2009 fiscal year. There has been no progress on the County's second purchase at Kawa in Kau, Hawaii. Although we had an accepted offer to purchase agreement at $6 million, the offer was subject to obtaining grant funding from the State Legacy Land program, obtaining grant funding from the RLA Grant program of the United States Fish & Wildlife program and an acceptable independent appraisal meeting federal requirements. The County was successful in obtaining commitments for both State and Federal grants. However, the new independent appraisal of the subject properties concluded a market value of $3,760,000, far short of the $6,000,000 offered. As a result the property owner is willing to lower his sales price to $5,000,000. However this is above the market value appraisal. A second appraisal will be ordered to see if the 55,000,000 price can be achieved. 3. Maintain the fixed assets record system of County property and submit the annual fixed asset report to the County Council. The Property Management Division continues to maintain the fixed asset inventory for the County of Hawaii. The Property Management Division completed a physical inventory audit of the various County departments in connection with the change over in administrations as required by the County Code. Any discrepancies were addressed and corrections will be made to our fixed asset inventory during our end of fiscal year inventory adjustments. 4. Hold at least one personal property auction for the disposal of useable surplus County property. The Property Management Division conducted a vehicle auction and 32 vehicles were sold for $70,000. Final Status Report on Program Objectives for FY 2008 -09 12 FINANCE VEHICLE REGISTRATION AND LICENSING Vehicle Registration 1. Process mail within three days of receipt. All mail was processed within three days of receipt. 2. No complaints referred to the department level and above. A gentleman was attempting to change the name on a moped license to his name, whereas the listed owner had not signed over the moped. The gentleman was given a solution and told what to bring in to complete that solution. He chose to contact the Mayor's office at that point. The second complaint referred to the departmental level involved a gentleman who was attempting to pass the driver's licensing test and road test, but did not speak English. He proceeded to fail the road test in his car while making some very serious and obvious driving mistakes. His wife was upset he did not pass the road test and lodged a complaint Licensing 1. Accommodate and complete processing 100% of requests for written driver's tests received per day. During FY 2008 -09, processed 100% of the requests for written driver's tests received per day (total of 14,128 requests). 2. Accommodate and complete processing 100% of requests for driver road tests received per day. During FY 2008 -09, processed 100% of the requests for driver's road tests received per day (total of 6,559 requests). 3. Accommodate and complete processing 100% of requests for CDL written driver's tests received per day. During FY 2008 -09, processed 100% of the requests for CDL written driver's tests received per day (total of 1,132 requests). Periodic Motor Vehicle Inspection 1. Conduct at least 400 inspections of stations issuing safety checks. Conducted 773 inspections, or 193 %. Final Status Report on Program Objectives for FY 2008 -09 13 10 FIREN FIRE EMERGENCY OPERATIONS DIVISION 1. Continued pursuit of meeting recognized response time standards. This is an ongoing and perpetual goal. Continual and routine performance evaluation is ongoing and 50 percent complete based on present time mark in fiscal year. A year end evaluation will be completed concurrent with fiscal year termination. 2. Maintain annual review and evaluation of department's service delivery performance based on identified recognized fire protection service delivery standards as defined by but not limited to NFPA, Hawai`i Insurance Bureau, Insurance Services Office (ISO), OSHA, and United States Lifeguarding Association. This objective is 40 percent complete. Currently monitoring proposed ISO evaluation criteria modification and revision which may affect our performance evaluation process. 3. Continued pursuit of personnel and resource requirements for achievement of industry standards of fire protection service delivery. This will include the pursuit of meeting of personnel staffing levels in accordance with NFPA 1710 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments. The pursuit of meeting recognized personnel and resource standards will be established as a goal versus maintaining it as a Division objective as this should be the end result or goal and the process by which the goal is achieved over the course of one or more fiscal year periods established as the objectives. Therefore, based on current personnel resource allocation and distribution this current objective is approximately 75 percent complete. • 4. Maintain annual review and revision of all Mutual Aid Agreements, Memorandums of Understanding (MOU), and Memorandums of Agreement (MOA) to support interagency partnerships and operational effectiveness. Currently 40 percent complete. 5. Maintain annual review and identify recognized service delivery, training, and equipment standards as defined by various organizations as, but not limited to; State of Hawai`i Department of Health EMS Branch, Department of Transportation, etc. Currently 50 percent complete. 6. Maintain annual review of the Ocean Safety Program performance measures. Currently 40 percent complete. Six Month Progress Report on Program Objectives for FY 2009 -10 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 1. Implement revised Emergency Medical Services program organizational structure and developed recruitment and retention strategies. A draft Emergency Medical Services program revised organizational structure inclusive of a proposed Career Ladder and newly classified positions has been completed. In addition, a draft Supplemental Agreement has been developed to address the implementation of the proposed organizational restructuring and compensation adjustments. Based on these accomplishments and benchmarks, this objective is 80 percent complete. 2. Audit and revise annual EMS Bureau Quality Improvement Program including the implementation of personnel surveys to obtain and identify possible modification and new concept adoption. This objective is on target as annual and perpetual process and is 50 percent complete. 3. Continue to assess and evaluate possible avenues for "expanded scopes of practice" for the current EMS program. Based on current environmental issues or influences inclusive of the recent pandemic concerns, the roles and involvement of EMS first responders with regards to community prevention programs and mass casualty response are being evaluated. Therefore, presently this objective is on target and 50 percent complete. 4. Establish an effective and efficient EMS supply, equipment, and pharmaceuticals inventory and distribution system, and accountable inventory system of EMS supplies and medications. This objective is ongoing and 40 percent complete. 5. Develop and deploy a reserve medical response fleet to support effective EMS preparedness and response to disaster type incidents and to support effective vehicle transition associated with breakdowns and maintenance. Presently, this objective has attained an 80 percent completion rate with key resources inclusive of emergency response trailers and prime movers purchased and received. Most of the equipment and supplies for the trailers has also been acquired and presently awaiting allocation and proper storage in security in the trailers. Six Month Progress Report on Program Objectives for FY 2009 -10 2 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 6. Develop an emergency response plan for a Pandemic Flu outbreak — identify, train, educate and implement. This objective is 75 percent complete with a draft response plan completed and under review. Six Month Progress Report on Program Objectives for FY 2009 -10 3 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 1. Maintain annual review and revision of current Search and Rescue policies and procedures in accordance with recognized industry standards. Develop a recommended draft by December 2009. A revised draft Search and Rescue Operating Guidelines has been completed and is currently under review. This objective is 80 percent complete. 2. Develop and implement a TA/FRS Basic Training Course by December 2009. Objective is 90 percent complete as of December 2009 with a draft training syllabus currently under review. 3. Develop and implement a mandatory Rescue Specialist training and competency certification program by December 2009. This objective is behind schedule and currently 60 percent complete. Delays are attributed to reconsideration of training standards as it relates to the type of water safety certification that will be applicable and required and may require the amendment of class specifications. 4. Pursue and establish target manpower goals of six (6) rescue personnel per shift per rescue station by July 2012. This objective is currently being considered for establishment as a program goal given the long term nature of its planned attainment as well as no measurable progressive improvement within each fiscal year period. However, based on current personnel allocation and in comparison to the ultimate goal of 6 personnel per shift, this objective is currently 83 percent complete. 5. Development of a Resource Management Plan for all types of rescue disciplines by December 2009. Objective has not yet been initiated. 6. Identify and develop recommendations for training in response to marine vessel emergencies by July 2009. Objective is 20 percent complete with ongoing discussion and interagency coordination and collaboration on possible training opportunities. Six Month Progress Report on Program Objectives for FY 2009 -10 4 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 7. Plan and implement water rescue training with the Ocean Safety Lifeguards by July 2009. Objective has not yet been initiated. 8. Continue to implement Urban Search & Rescue (US &R) training for FF recruits. No progress as there has no Fire Recruit training conducted thus far in fiscal year. 9. Plan and implement US &R training for all line personnel by July 2010. Objective has not yet been initiated. 10. Research possible locations for rescues training sites by September 2009. Objective is 25 percent complete. 11. Continue review of training opportunities for the rescue personnel. Ongoing and on target at 50 percent completion. 12. Plan and implement a "Safety Tips While Visiting the Big Island" video to show to visitors, students, and part-time residents in partnership with the Visitor's Bureau, Parks Bureau, DNLR, USCG, DOE, and the University by July 2010. Preliminary discussions and conceptual plans developed. Objective is 30 percent complete. 13. Continue to be actively involved in procuring funds through grants and other alternative sources. Ongoing and on target at 50 percent completion. 14. Continue to support the State's US &R Task Force. 80 percent complete with planned reorganization of volunteer program coordination due to retirement of project coordinator. Six Month Progress Report on Program Objectives for FY 2009 -10 5 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 15. Continue support of all Ocean Safety events. Ongoing and on target for time period. 16. Continue review and revision of pre- emergency plans. Ongoing and on target. 50 percent complete. Six Month Progress Report on Program Objectives for FY 2009 -10 6 FIRE _, - - - -- EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 1. Implement a medical surveillance program for all certified Hazardous Materials Technicians of the Hawaii Fire Department by July 2009 as mandated under the Code of Federal Regulations (CFR), Occupational Health and Safety Administration (OSHA) 1910.120. Objective not yet initiated. 2. Complete the planned and initiated Fire/Hazardous Materials Specialist position reallocation project by September 2009. Reclassify Haztech personnel assigned to Hazmat stations from SR -17 to SR -19 by December 2009. Objective was completed as proposed. 100 percent complete. 3. Establish a mandatory Hazardous Materials Specialist training and competency maintenance program by July 2009. Objective is 80 percent complete. 4. Establish a Hazardous Materials equipment maintenance and replacement program by July 2009. Objective currently 25 percent complete. 5. Develop recommendations for staffing standards for designated Hazardous Materials response units/ companies by July 2010. Staffing standards have been identified based on current mission and operational guidelines. 6. Maintain annual review and revise current Hazmat policies, procedures and guidelines in accordance with OSHA, NIOSH, and NFPA. Develop a recommended revised draft by July 2009. Currently ongoing and 50 percent complete. 7. Continue to review training opportunities offered by Department of Homeland Security (DHS), 93 CST, State RAD Team, and other outside agencies. Ongoing and on target for current fiscal year time period. Six Month Progress Report on Program Objectives for FY 2009 -10 7 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 8. Develop a Resource Management Plan for Hazmat incidents by July 2009. Objective not yet initiated. 9. Procure funding for training and recertification through grants and other alternative sources by December 2009. Ongoing and on target for current fiscal year period. 10. Plan and implement training and certification of all fire line personnel to Hazmat Techs by December 2012. Objective is 25 percent complete. Six Month Progress Report on Program Objectives for FY 2009 -10 8 FIRE OCEAN SAFETY 1. Continue to provide year -round ocean safety services at designated and registered shoreline recreational areas with high - volume patronage, currently ten (10) County and one (1) State beach park. Ongoing and on target for fiscal year period. 2. To reach target manpower goals of providing a minimum of two (2) Water Safety Officers daily per tower in accordance with our operational schedule, and so strive to provide at least four (4) Water Safety Officers on site at Hapuna Beach State Park and four (4) Water Safety Officers at Kahalu'u Beach Park, and two (2) Water Safety Officers at each of the following: La'aloa Beach Park, Honoli'i Beach Park, Richardson's Ocean Park, Isaac Hale Beach Park and Ahalanui. Onekahakaha Beach Park, Carlsmith Beach Park, Leleiwi Beach Park and Spencer Beach Park will have at least two (2) Water Safety Officers on duty during weekends, holidays and summer and winter vacation. Manpower goals to be attained by July 2012. This objective is currently being considered for realignment as a program goal based on the long term nature of this issue and the need to possibly span multiple fiscal year periods. 3. To develop, implement and maintain an expansion of services to include the surrounding coastal areas, providing for rescue response for a 266 -mile range by July 2012. This objective is also being considered for establishment as a program goal. 4. Provide a minimum of four (4) United States Lifeguard Association (USLA) open water rescue training sessions to all Water Safety Officers on staff as follows: • Two (2) per year in West Hawaii: one (1) in May and one (1) in November. • Two (2) per year in East Hawaii: one (1) in May and one (1) in November. • • All new Water Safety Officer I hires during orientation. Training program for current WSOs to be implemented November 2008. Currently ongoing and on target. 50 percent complete. 5. Continued promotion of workplace safety in compliance with OSHA standards for all Water Safety Officers annually. Ongoing and on target. Six Month Progress Report on Program Objectives for FY 2009 -10 9 FIRE OCEAN SAFETY 6. Continue to co- sponsor with Hawaiian Lifeguard Association- Hawai`i (HLA- Hawaii) the Big Island Junior Lifeguard program at four (4) locations: Hilo, Puna, Kailua- Kona and Hapuna, to promote ocean safety through education and activities to youth age 13 -17. Programs to be implemented during the summer of each year. Not yet initiated as this is a summer event. 7. Sponsor and host Jr. Lifeguard Championships for the Island of Hawai`i at Hapuna Beach State Park annually during the month of August of each year. Not yet initiated. 8. Continue to provide major support to at least three (3) open water swim competitions on the Big Island throughout the year. Not yet initiated. 9. Sponsor two (2) open water swimming or paddling competitions, one on each side of the island to promote ocean activities and a healthy lifestyle by December 2009. The Ocean Safety division supported the Hapuna roughwater and King's swim in West Hawaii and the Richardson's roughwater swim in East Hawaii. This objective is 100% completed. 10. Complete beach hazard assessment for Kua Bay, initiated by the University of Hawaii at Manoa. Information will be used to justify providing lifeguards at Kua Bay by November 1, 2009. 100% complete 11. Conduct a feasibility assessment of placing lifeguards at Punaluu Beach by December 2009. 100% complete 12. Conduct a feasibility assessment of placing lifeguards at Kawaa Beach Park once the • County of Hawaii transfers it to the Department of Parks and Recreation by December 2010. At this point, we have not yet with the Department of Parks and Recreation and the Administration to determine if this property will move forward as a beach park. Six Month Progress Report on Program Objectives for FY 2009 -10 10 FIRE OCEAN SAFETY 13. In partnership with the Rescue personnel, plan and implement a "Safety Tips While Visiting the Big Island" video to show to visitors, students and part-time residents in partnership with the Visitor's Bureau, Parks Bureau, DNLR, USCG, DOE, and R &D by July 2010. This objective is not yet initiated. We are trying to identify proper an alternative funding source as this project is not budgeted in the County budget. 14. Plan and implement a watercraft (Jet Ski) training program by December 2009. This objective will be postponed until we can secure more resources and identify and develop all components and resource needs for all elements of program, inclusive of training, maintenance, storage, and operational guidelines and procedures. 15. Evaluate the ten (10) hour work day for WSO by July 2012. This objective not yet initiated. 16. Improve and increase lifeguarding services to beaches currently guarded only on weekends and holidays by July 2011. Will reassess the feasibility of this when the budget crisis situation improves. Six Month Progress Report on Program Objectives for FY 2009 -10 11 FIRE FIRE PREVENTION BUREAU 1. Maintain inter - agency partnerships to assist in addressing identified needs to include but not limited to: the State Fire Council, National Fire Academy (NFA), National Fire Protection Association (NFPA), Hawaii Chapter of the Society of Fire Protection Engineers (SFPE), and other county, state, and federal fire and law enforcement agencies. Ongoing and on target. 2. Maintain the support and direct participation in the review, modification, development, and adoption of the State Fire Code (2006 NFPA 1, Uniform Fire Code, including local County amendments). Ongoing and on target. State model Fire Code has been adopted and signed by the Governor and current efforts are focused on County adoption. 50 percent complete. 3. Develop recommendations for a fire prevention public education program designed to reach the recognized "target audience." Not yet initiated. 4. Maintain annual review of Hawaii Revised Statutes Chapter 132D (Fireworks) and as needed, develop and implement legislative proposals and strategies to more effectively regulate the importation, sale and use of consumer fireworks. Ongoing and on target. 50 percent complete. 5. Continue implementation of arson canine program. Ongoing. 6. Maintain minimum of 25% participation and completion annually of Fire Fighter Safety Guide. Objective attained for this fiscal year. 100 percent complete. 7. Through the State Fire Council, develop new standardized school inspection form. Revised school inspection form completed and currently being evaluated. 80 percent complete. Six Month Progress Report on Program Objectives for FY 2009 -10 12 FIRE FIRE PREVENTION BUREAU 8. Identify manhours required for plans review of businesses, residential, and other related occupancies. Ongoing evaluation. On target for current fiscal year. 9. Identify manhours required for inspection and acceptance testing of fire protection systems. Ongoing evaluation. On target for current fiscal year. Six Month Progress Report an Program Objectives for FY 2009 -10 13 FIRE AUXILIARY SERVICES BUREAU Fire Equipment Maintenance Section 1. Implement effective fleet management program utilizing computer based software and data management systems. Computer based management tool has been acquired and installed and in preliminary stages of implementation. 25 percent complete. 2. Implement an effective field vehicle preventive maintenance training program. Not yet initiated. Fire Communications Control Center 1. Maintain review and evaluation of the current Records Management System and submit proposals to support projected resource needs to include anticipated component upgrades and costs. Two new servers acquired in September 2009. Still waiting for key hardware equipment for upgrade of RMS to 4.4 version. Project is 25 percent complete. 2. Maintain participation in ongoing communications system modification to address current and projected system needs and regulatory requirements. In process of updating CAD system (40 percent completed), installation of Force Field Management System (100 percent completed); ProQA installed and awaiting final training (80 percent completed); EMDQ installed with training and management personnel completed —need to implement system (70 percent completed); and implementation of AR +MR into Fire Dispatch System is 100 percent completed. 3. Maintain annual certification for all communications section personnel inclusive of First Responder, CPR (Cardiopulmonary Resuscitation) and EMD (Emergency Medical Dispatching). All certifications maintained and subject to renewal as needed. Six Month Progress Report on Program Objectives for FY 2009 -10 14 FIRE AUXILIARY SERVICES BUREAU Fire Communications Control Center (continued) 4. Pursue and initiate installation and utilization of 4 new Radio Over Internet Protocol ROIP consoles in Fire Communications Control Center (FCCC). Bid sent out and accepted by Pacific Wireless Communications. Have received timeline for the installation of the dispatch consoles. Project is 30 percent completed. 5. Installation and utilization of new central air conditioner system in FCCC. In initial stages of project; 10 percent completion. Awaiting final approval and installation. Warehouse and Supply Section 1. Identify and maintain core and essential inventory of all emergency services equipment and supplies. Objective complete. We have established an inventory of core and essential supplies. 2. Establish an effective and standardized equipment and supply delivery schedule. Objective complete. Each worksite has access to order supplies monthly via e -mail. Delivery is scheduled on Thursdays to different districts around the island. 3. Maintain the pursuit and completion of the established secondary Personal Protective Equipment (PPE) project. Specifications for PPE completed; awaiting funding source. Project is 20 percent complete. Six Month Progress Report on Program Objectives for FY 2009 -10 15 FIRE TRAINING BUREAU 1. Maintain an annual review of Firefighter Recruit pre- employment evaluation and qualifications. Annual review of pre- employment evaluation being conducted to continue validation. This is an ongoing process. 2. Maintain review and research of alternative and supplemental funding resources for the Training Division. Exploring various funding opportunities to assist in Training Bureau. 3. Conduct Firefighter I /II training for new Fire Fighters. No new recruit classes during this reporting period; however, training being conducted for all recruit classes. 4. Certify all personnel according to NFPA Firefighter I /II qualifications. As of this reporting period, 306 of our 329 fire fighters, or 93 percent, have completed Firefighter I/II training. 5. Identify and develop training and certification curriculum for Rescue Specialist, Hazmat Technician, Fire Equipment Operator, and Company Officer. Ongoing process. Conceptual plan has been developed. 6. Evaluate and develop recommendations for modification of current Fire Fighter Recruit Physical Agility Test. The current Fire Fighter agility test is still being utilized; however, we are still looking at ways to improve or implement a new agility exam. Ongoing process. 7. Develop an annual physical evaluation program for all fire protection personnel. Currently in process of implementing a peer fitness training program that would entail a physical evaluation for every fire fighter with a development of an exercise program that would be tailored to his /her individual needs. 8. Review and maintain the department's Driver Competency Certification (DCC) program. Our DCC program is still current; however, we are still in the process of completing our biennial driver audits for all of our fire personnel. Six Month Progress Report on Program Objectives for FY 2009 -10 16 FIRE TRAINING BUREAU 9. Maintain program for personnel participation in the National Fire Academy (NFA) training programs. All of our personnel are still being afforded the opportunity to attend the NFA and many have been taking advantage of this opportunity. 10. Maintain partnership with a recognized institution of higher education (preferably the University of Hawaii system) for the review and support of a Fire Science degree program. We are continuing to partner with the Hawaii Community College and allowing our personnel to attend classes each semester. 11. Implement a Hazard mitigation program to address HIOSH /OSHA workplace mandates. We are in compliance with HIOSH and OSHA in regards to safety in the workplace. 12. Develop and maintain a safety committee, who would meet quarterly to address safety issues or concerns within the Fire Department. We have identified a safety committee, however, there have been no meetings as of yet. 13. Identify and /or assign a designated Incident Safety Officer (ISO) to be utilized at all major incidents. An Incident Command System (ICS) is implemented at all incidents and as such, a designated ISO is assigned. 14. Identify and /or assign a Health Safety Officer (HSO) to oversee and/or assist with the Peer Fitness program currently being implemented in the Fire Department. The training officer is the designated safety officer of the department and works with the person who oversees the peer fitness program as well as all of the peer fitness trainers. Six Month Progress Report on Program Objectives for FY 2009 -10 17 FIRE VOLUNTEER TRAINING SECTION 1. To maintain our current support of the 24 volunteer companies, which involves training and issuance of equipment. Objective completed. 2. Bridge the gaps between career and volunteer companies and personnel. Objective completed with collaborative training and quarterly meetings. 3. Coordinate outside training from industry resources. Objective completed with Haz -Mat pandemic flu class and electrical training using outside resources. 4. Completion of the Firefighter I /II certification program, which started in September 2007, by December 2010. Sixty percent completed; tentatively on target to complete by December 2010. 5. To have all volunteer drivers evaluated and certified in our Driver Competency Certification Program. Ninety percent completed. 6. Maintain quarterly Driver Training Records (DTR). Fifty percent completed. 7. On going scheduling of PUC appointments. Objective completed. 8. Develop guidelines and disseminate to all volunteer companies by December 2009. Completed and awaiting implementation. 9. Encourage Volunteer Chiefs to be more proactive in maintaining equipment and records in their respective companies. Continuing to encourage Volunteer Company Officers to be more independent; 60 percent completed. Six Month Progress Report on Program Objectives for FY 2009 -10 18 FIRE VOLUNTEER TRAINING SECTION 10. Incident Command System (ICS) at all incidents. Objective completed. 11. Ongoing recruitment of volunteer firefighters. Recruited 12 volunteer firefighters during this reporting period. 12. Establish and place into service Volunteer Co. 9 -B, Kanehoa. Kanehoa Co. 9 -B is established; they are 70 percent ready to go on line as a company. Target date is July 2010. 13. Complete the design and acquisition of a replacement tanker apparatus for the Kohala Coast Volunteer Company 14A. This objective is completed. 14. Complete the acquisition and assignment of a fire apparatus for volunteer companies 10 -D (Ainaloa) and 9 -B (Kanehoa). This objective has been completed. 15. Initiate the construction of apparatus garage facilities for volunteer companies 5 -C (Hawaiian Acres), 5 -D (Fern Forest), 11 -A (Pahala), and 11 -D (Naalehu). Fern Acres has completed the foundation (cement slab) and are awaitaing to erect the fire shed. Fern Forest project has been terminated. Pahala and Naalehu are now waiting for the completion of their blueprints which is being handled by Public Works. 16. Identify prospective sites for recommendation to establish volunteer apparatus garages for Milolii, Kona Paradise and Pa'auilo. No sites have been established at this time. Six Month Progress Report on Program Objectives for FY 2009 -10 19 Incident Type Response Summary by Station Date Ranpe: From 7/1/2009 To 12/31/2009 Station Selected: All Incident Type Selected: All Average Incident Tvpe Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss Total Value Station: 01 • Fire 19 19 00:08:27 $4,700.00 $525,300.00 Rupture/Explosion 1 1 00:07:27 $0.00 $0.00 EMS/Rescue 1,140 1,136 00:07:37 $0.00 $0.00 ' Hazardous Condition 12 12 00:08:49 $0.00 $0.00 Service Call 125 121 00:18:31 $0.00 $0.00 ' Good Intent 132 105 00:07:26 $0.00 $0.00 False Call 18 18 00:09:58 $0.00 $0.00 Severe Weather 3 3 00:22:02 $0.00 $0.00 Other 1 1 00:05:22 $0.00 $0.00 Totals: 1,451 1,416 00:08:37 $4,700.00 $525,300.00 Station: 02 Fire • 13 13 00:08:08 $12,520.00 $162,520.00 EMS/Rescue 384 380 00:06:43 $0.00 $0.00 Hazardous Condition 5 5 00:13:07 $0.00 $0.00 ' Service Call 38 34 00:12:06 $0.00 $0.00 Good Intent 78 63 00:08:20 $0.00 $0.00 False Call 2 2 00:06:17 $0.00 $0.00 Totals: 520 497 00:07:24 $12,520.00 5162,520.00 Station: 03 Fire 22 21 00:07:03 $233,200.00 $8,522,000.00 EMS/Rescue 754 752 00:07:06 $0.00 $0.00 Hazardous Condition 11 11 00:09:55 $0.00 $0.00 Service Call 48 46 00:09:29 $0.00 $0.00 Good Intent 86 56 00:08:18 $0.00 $0.00 False Call 10 10 00:07:55 $0.00 $0.00 Totals: 931 896 00:07:21 5233,200.00 $8,522,000.00 Station:_04 Fire 11 11 00:07:45 $108,650.00 $554,650.00 EMS/Rescue 411 408 00:09:06 $0.00 $0.00 Hazardous Condition 5 5 00:13:37 $0.00 $0.00 Service Call 29 27 00:13:19 $0.00 $0.00 Good Intent 43 22 00:12:32 $0.00 $0.00 False Call 5 5 00:10:29 $0.00 $0.00 Severe Weather 1 1 00:11:03 $0.00 $0.00 Other 1 1 00:15:47 $0.00 $0.00 Totals: 506 480 00:09:33 5108,650.00 5554,650.00 INC062 (300) Page 1 of 5 Printed- 02/02/2010 10:14:56 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill-1n Standby, No Arrival and Invalid Dates/Times. Average Incident Type Incident Used in Ave. Response Time Station ID Count Resp. IIII:MM:SS Total Loss Total Value Station: 05 Fire 27 27 00:18:04 $0.00 $0.00 EMS /Rescue 575 572 00:12:22 $0.00 $0.00 ' Hazardous Condition 10 9 00:16:45 $20.00 $40.00 Service Call 63 61 00:16:31 $0.00 $0.00 Good Intent 65 43 00:13:52 $0.00 $0.00 False Call 5 5 00:12:49 $0.00 $0.00 Severe Weather 2 1 00:12:17 $0.00 $0.00 Totals: 747 718 00:13:05 $20.00 $40.00 ' Station; 06 ' Fire 35 35 00:13:16 $151,000.00 $401,000.00 • EMS/Rescue 280 277 00:13:28 $0.00 $0.00 Hazardous Condition 6 6 00:13:24 $0.00 $0.00 Service Call 29 29 00:19:35 $0.00 $0.00 • Good Intent 64 46 00:13:47 $0.00 $0.00 • False Call 12 12 00:08:08 $0.00 $0.00 Severe Weather 1 1 00:09:05 $0.00 $0.00 Totals: 427 406 00:13:45 $151,000.00 $401,000.00 Station: 07 Fire - 54 53 00:11:10 $212,000.00 $782,000.00 EMS /Rescue 1,147 1,140 00:10:57 $0.00 $0.00 Hazardous Condition 12 11 00:09:20 $0.00 .$0.00 Service Call 119 115 00:12:36 $0.00 $0.00 Good Intent 287 210 00:10:21 $0.00 $0.00 False Call 43 43 00:12:54 $0.00 $0.00 Severe Weather 1 1 00:18:32 $0.00 $0.00 Totals: 1,663 1,573 00:11:03 $212,000.00 $782,000.00 Station: 08 Fire 8 8 00:11:42 $8,500.00 $213,500.00 EMS/Rescue 215 215 00:09:48 $0.00 $0.00 Hazardous Condition 5 5 00:14:13 $0.00 $0.00 Service Call 28 26 00:20:44 $0.00 $0.00 Good Intent 21 14 00:12:24 $0.00 $0.00 • Severe Weather 1 1 00:25:10 $0.00 $0.00 Other 1 1 00:07:11 $0.00 $0.00 Totals: 279 270 00:11:10 $8,500.00 $213,500.00 Station: 09 • Fire 15 15 00:09:46 $157,020.00 $686,520.00 ' Rupture /Explosion 2 2 00:09:49 $0.00 $0.00 EMS /Rescue 322 322 00:13:16 $0.00 $0.00 • Hazardous Condition 8 8 00:10:51 $0.00 $0.00 Service Call 34 32 00:21:43 $0.00 $0.00 Good Intent 46 28 00:10:28 $0.00 $0.00 False Call 15 15 00:11:23 $0.00 $0.00 • INC062 (3.00) Page 2 of 5 Printed: 02/02/2010 10:14:56 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times. Average Incident Type Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss Total Value Totals: 442 422 00:13:28 $157,020.00 $686,520.00 Station: 10 Fire 40 40 00:14:32 $322,520.00 $857,000.00 • EMS/Rescue 727 725 00:11:34 $0.00 $0.00 Hazardous Condition 22 21 00:14:53 $2,000.00 $180,000.00 Service Call 62 60 00:14:17 $0.00 $0.00 Good Intent 90 70 00:15:45 $0.00 $0.00 False Call 7 7 00:11:31 $0.00 $0.00 Severe Weather 6 5 00:14:23 $0.00 $0.00 Totals: 954 928 00:12:17 $324,520.00 $1,037,000.00 Station: 11 Fire 39 37 00:11:56 $53,575.00 $504,245.00 EMS /Rescue 181 181. 00:12:22 $0.00 $0.00 • Hazardous Condition 2 2 00:09:52 $0.00 $0.00 Service Call 23 20 00:21:17 $0.00 $0.00 Good Intent 34 26 00:16:16 $0.00 $0.00 False Call 2 2 00:07:03 $0.00 $0.00 ' Totals: 281 268 00:13:18 $53,575.00 $504,245.00 Station: 12 Fire 12 12 00:09:25 $170.00 $325,100.00 EMS/Rescue 322 321 00:09:58 $0.00 $0.00 ' Hazardous Condition 9 9 00:11:50 $0.00 $0.00 . Service Call 12 11 00:11:40 $0.00 $0.00 Good Intent 53 42 00:10:55 $0.00 $0.00 • False Call 13 13 00:14:47 $0.00 $0.00 Other 2 2 00:10:02 $0.00 $0.00 Totals: 423 410 00:10:17 $170.00 $325,100.00 Station:_1.4 Fire 14 12 00:11:48 $11,000.00 $11,000.00 Rupture/Explosion 1 1 00:06:26 $0.00 $0.00 EMS /Rescue , 291 291 00:12:26 $0.00 $0.00 ' Hazardous Condition 1 1 00:19:25 $0.00 $0.00 • Service Call 19 18 01:08:35 $0.00 $0.00 Good Intent 55 25 00:16:34 $0.00 $0.00 False Call . 22 22 00:16:57 $0.00 $0.00 Totals: 403 370 00:15:42 811,000.00 $11,000.00 Station: 15 ' Fire 7 7 00:10:26 $9,000.00 $9,000.00 EMS /Rescue 118 116 00:10:20 $0.00 $0.00 Hazardous Condition 1 1 00:09:16 $0.00 $0.00 Service Call 11 9 00:27:47 $0.00 $0.00 • Good Intent 24 17 00:11:31 $0.00 $0.00 False Call 3 3 00:09:26 $0.00 $0.00 INC062 (3.00) Page 3 of 5 Printed: 02/02/2010 10:14:56 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times. • Average Incident Type Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss Total Value Totals: 164 153 00:11:28 $9,000.00 $9,000.00 Station: 16 Fire 15 15 00:21:56 $330.00 $1,800,000.00 EMS /Rescue 126 123 00:09:19 $0.00 50.00 Service Call 17 16 00:13:17 $0.00 $0.00 Good Intent 38 27 00:11:00 $0.00 $0.00 False Call 6 6 00:10:18 $0.00 $0.00 Totals: 202 187 00:10:57 $330.00 $1,800,000.00 • Station: 17 • Fire 6 6 00:13:35 $7,000.00 $730,000.00 EMS/Rescue 68 68 00:11:54 $0.00 $0.00 Hazardous Condition 2 2 00:18:18 $0.00 $0.00 • Service Call 6 6 00:36:27 $0.00 $0.00 Good Intent 10 8 00:12:33 $0.00 $0.00 False Call 1 1 00:18:35 $0.00 $0.00 Severe Weather 1 1 00:16:24 $0.00 $0.00 Totals: 94 92 00:13:56 • $7,000.00 $730,000.00 Station: 18 Fire 29 28 00:08:58 $186,010.00 $874,000.00 Rupture/Explosion 1 1 00:12:21 $0.00 $0.00 EMS/Rescue 412 412 00:09:54 $0.00 $0.00 Hazardous Condition 7 7 00:10:28 $0.00 $0.00 Service Call 38 38 00:12:00 $0.00 $0.00 Good Intent 65 47 00:09:48 $0.00 $0.00 False Call 4 4 00:07:03 $0.00 $0.00 Severe Weather 5 5 00:07:18 $0.00 $0.00 Totals: 561 542 00:09:57 $186,010.00 $874,000.00 Station:_ 19 Fire 3 3 00:18:55 $6,500.00 5550,500.00 • EMS/Rescue 109 106 00:17:32 $0.00 $0.00 Hazardous Condition 3 2 00:13:01 $0.00 $0.00 Service Call 12 12 00:24:59 $0.00 $0.00 Good Intent 33 18 00:12:12 50.00 $0.00 False Call 2 2 00:06:59 $0.00 $0.00 Totals: 162 143 00:17:19 56,500.00 $550,500.00 Station: 20 Fire 15 15 00:27:45 $0.00 $0.00 EMS /Rescue 163 162 00:12:14 $0.00 $0.00 Hazardous Condition 1 1 00:26:02 $0.00 $0.00 • Service Call 8 8 00:16:53 $0.00 $0.00 Good Intent 13 7 00:26:29 $0.00 $0.00 • False Call 4 4 00:16:30 $0.00 $0.00 Totals: 204 197 00:14:16 $0.00 $0.00 INC062 (3.00) Page 4 of 5 Printed: 02/02/2010 10:14:56 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times. Average Incident Type Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss Total Value Station: AS ' EMS/Rescue 2 2 00:03:00 $0.00 $0.00 • Good Intent 3 2 00:05:18 $0.00 $0.00 • Totals: 5 4 00:04:09 $0.00 $0.00 Station: DM • EMS/Rescue 1 1 00:00:02 $0.00 $0.00 Totals: 1 1 00:00:02 $0.00 $0.00 • Station: ES EMS/Rescue 4 4 00:13:33 $0.00 $0.00 Hazardous Condition 1 1 00:14:36 $0.00 $0.00 ' Service Call 2 2 00:10:20 $0.00 $0.00 Good Intent 1 1 00:10:21 $0.00 $0.00 ' Totals: 8 8 00:12:29 $0.00 $0.00 Station: No Station Entered EMS /Rescue 8 8 00:13:29 $0.00 $0.00 Service Call 3 3 00:07:57 $0.00 $0.00 Good Intent 4 2 00:02:39 $0.00 $0.00 Blank or Invalid 7 $0.00 $0.00 Totals: 22 13 00:10:32 $0.00 $0.00 Total Incident Count: 10,450 $1,485,715.00 $17,688,375.00 • • • INC062 (3.00) Page 5 of 5 Printed: 02/02/2010 10:14:56 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times, FIRE DEPARTMENT SUMMARY Department Objectives 1. Utilizing the following mechanisms or processes, department goal attainment would be pursued and achieved by maximizing available resources: a. Pre - Incident Strategies and Tactics. This would include the consideration and possible implementation of prevention and public education programs focused on identified issues and target audiences, with the intent on taking proactive steps to preventing incidents and accidents thereby reducing losses and morbidity and disability. During the 2008 /09 fiscal year, the Hawaii Fire Department participated in a variety of public education and prevention programs and venues. These included individual association and organizational specific outreach programs to more global community outreach programs designed and intended to provide for hazard and risk awareness as well as self help and preparedness and mitigation training. Examples of the organizational forums included fire safety and prevention lectures in conjunction with fire extinguisher use training for various community groups and Federal, State, and County government offices. In addition to the fire prevention and safety training, department personnel participated in student safety presentations and education outreach with the University of Hawaii at Hilo campus to raise the awareness of new student population on the hazards and risks associated with many of the ocean, back country, and river activities on our island. Lastly, through large public forums and programs such as the annual Fire Prevention Week and Emergency Medical Services Week activities, more global public education and outreach has been successful. Based on our department's role and participation in the aforementioned programs and our accepting of every invitation to participate in such outreach activities, this objective has met with 100% success. Final Status Report on Program Objectives for FY 2008 -09 1 I I FIRE DEPARTMENT SUMMARY b. Preparedness and Capability Enhancement. Based on the respective missions and service delivery expectations, identify, adopt, and implement resource and training standards aimed at providing the highest quality of service. The current fiscal year activities reflected the continued pursuit of recognized resource allocation and performance standards, however also included the initial and preliminary realignment of various program goals and objectives as a result of internal personnel assignment modifications (retirements, transfers, and promotions). Many of these assignment modifications, specifically the retirement of key program coordinators, management officers and staff, and bureau and battalion commanders (19 total) were unanticipated and in reaction to legislative proposals targeting the health fund and retirement system benefits for prospective retirees. The impact of such staff and personnel attrition required an adjustment and reprioritization of goals and objectives. Energies and efforts in pursuit of improved resource allocation and the development and implementation of training standards were temporarily shifted to address more pressing needs. This objective will continue to be a priority and pursued, however, with the close of this fiscal year period reflects a 60% completion or success rate. c. Operational Tactics and Strategies. Concurrently with the support of preparedness and capability enhancement, identify, establish, and implement operational tactics and strategies that will maximize operational effectiveness and overall incident mitigation safety. This objective, although met with 100 percent completion rate for the present fiscal year, will remain as a perpetual objective for future budget development purposes. Among the benchmarks for FY 08/09 were the maintenance of partnerships and Memorandums of Understanding with key agencies and stakeholders in the emergency response and preparedness arena as well as the development of new partnerships to address critical issues such as wildfire tactics and strategies in areas of unexploded ordinance (UXO) and the evolution of the wildland urban interface associated with the foresting of eucalyptus. Final Status Report on Program Objectives for FY 2008 -09 2 FIRE DEPARTMENT SUMMARY d. Post Incident Analysis. This component of Objective Identification and Development is essential to and directly associated with the development of pre- incident strategies and tactics. Through the evaluation and analysis of mission performance as well as contributing factors or circumstances surrounding emergency incidents, other program measures or strategies can be identified and developed. This could include public education and awareness as • well as hazard and risk identification. The conducting of Post Incident Analysis (PIA) is recognized and acknowledged as an invaluable tool to evaluate performance and to identify both organizational and more specifically operational strengths and weaknesses. The most important aspect of a PIA is the reflection on and consideration for the safety of the public as well as the first responders. Presently, a PIA has been routinely conducted for large scale multiagency incidents however has not been as well utilized for single agency or less complex or moderately scaled incidents. Therefore, the success rate for this objective based on its intent and desired application has been estimated at 75 %. With the development and implementation of new and revised operational policies and guidelines to include mandatory PIA processes, the performance rate of this objective will improve. 2. Continue /maintain annual review of industry and g overnment standards for current mission and service delivery. Such standards may include, but are not limited to apparatus and equipment, staffing levels, training, response times, and service area demographics. Referenced recognized standards may include but are not limited to such organizations as: National Fire Protection Association (NFPA), Insurance Services Office (ISO), the Hawai`i Insurance Bureau, the State of Hawai`i Department of Health, and the United States Lifeguarding Association (USLA). The annual review of recognized industry standards has been completed and will be maintained as a perpetual objective. The basis for maintaining the annual review of such standards is justified and supported in that some if not many of these documents are subject to scheduled review and revision. For example, specific NFPA standards are reviewed and updated or revised every three (3) years. Therefore, it is imperative to maintain an annual review to insure the most current information and standards are being considered. Final Status Report on Program Objectives for FY 2008 -09 3 FIRE DEPARTMENT SUMMARY 3. Maintain annual review of department's ability to meet service delivery standards. With the close of fiscal year 2008/09, an annual comparative analysis and a performance assessment was conducted utilizing available data collected and archived in the department's Records Management System (RMS). This process affords the administration and program managers the opportunity to assess and evaluate incident response and activity data and measure the organizations ability to meet specified response time performance measures. 4. Identify specific resource, personnel, and training requirements to achieve recognized standards. This objective was completed and resource, personnel, and training requirements identified based on current missions and service delivery targets. However, with the experienced as well as forecasted and anticipated continued economic downturn, this objective will require further evaluation and reconsideration. Modifications to this objective may include limiting or restricting non - essential services and therefore a possible reduction of related resources and training needs. 5. Develop a financial report and budget projections required to implement reforms. This objective has been completed and is reflected in the development and initiation of a conservative program budget for FY 09/10. Given the current economic outlook and the forecasted continued global economic decline, an even more conservative budget planning process will be undertaken for FY 10/11. With a recent (six year) history of operating under a "status quo" budget directive, there has been relatively moderate growth in the department's operational budget with the most significant increases associated with negotiated wage increases and compensation. Other significant budget increases have been attributed to service responsibility transition (takeover of fire protection services in the Volcano area from the Department of the Army), and "catch up" and "keep up" initiatives such as the replacement of existing fleet and emergency apparatus inclusive of a search and rescue helicopter. Although additional resource and personnel needs have been identified, anticipated revenue shortfalls require continual budget review and reevaluation to identify potential budget reductions that will not adversely affect operations, delivery of services, and safety. Final Status Report on Program Objectives for FY 2008 -09 4 FIRE DEPARTMENT SUMMARY 6. Identify funding sources for proposed reforms to include alternative funding programs and inter - agency cost sharing or partnerships. This objective has been completed for the FY 08/09 period and all identified alternative funding opportunities explored or utilized. Historically, over the past seven years, the Hawaii Fire Department has been very successful with applying for and securing alternative funding and grants through state, federal, and private sources. With the forecasted fiscal constraints to be faced in subsequent fiscal years, this will become a critical objective. • l i Final Status Report on Program Objectives for FY 2008 -09 5 FIRE EMERGENCY OPERATIONS DIVISION 1. Continued pursuit of meeting recognized response time standards. Response times are recognized and revered as credible measures of organizational performance with regards to delivery of fire suppression and Emergency Medical Services (EMS). Utilizing collected data, annual assessments are conducted and with the 2008 /09 fiscal year reflecting average response times for fire suppression a 10 minutes 41 seconds and EMS response times reflecting an average of 8 minutes 28 seconds. The 2008 /09 fiscal year is also reflecting an 11.08% rate for meeting the NFPA respond time (4 minutes) measure for fire suppression and a 15.32% for EMS responses. 2. Maintain annual review and evaluation of department's service delivery performance based on identified recognized fire protection service delivery standards as defined by but not limited to NFPA, Hawai`i Insurance Bureau, Insurance Services Office (ISO), OSHA, and United States Lifeguarding Association. The annual review of the department's service delivery performance has been completed. As mentioned in Item 1 above, measuring the organization's performance against recognized standards has been conducted utilizing incident response data as well as in consideration of other criteria specific to other regulatory agencies such as the Hawaii Insurance Bureau and OSHA. 3. Continued pursuit of personnel and resource requirements for achievement of industry standards of fire protection service delivery. This will include the pursuit of meeting of personnel staffing levels in accordance with NFPA 1710 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments. Based on the NFPA 1710 standard, considerable increases in personnel and staffing would be required and necessary to meet this benchmark. The specifics of those resource increases have been communicated to the respective governing authorities, however, the present economic conditions cannot support the acquisition of those resources. Therefore, until such time that the acquisition of these resources can be supported fiscally, operational guidelines and policies will be modified to reflect current resource allocation and capabilities. Nonetheless this objective must remain as a critical objective in our program budget as it has a direct correlation to effective and safe operations. Final Status Report on Program Objectives for FY 2008 -09 6 FIRE EMERGENCY OPERATIONS DIVISION 4. Maintain annual review and revision of all Mutual Aid Agreements, Memorandums of Understanding (MOU), and Memorandums of Agreement (MOA) to support interagency partnerships and operational effectiveness. All current Memorandums of Understanding have been reviewed and those requiring revision or update have been addressed. New partnership agreements are currently being developed with target completion in FY09 /10. 5. Maintain annual review and revision of current Search and Rescue policies and procedures in accordance with recognized industry standards. The annual review of current Search and Rescue policies and procedures has been completed, however, due to an unanticipated change in key management and program coordination positions (retirement of Special Operations Battalion Chief in May 2009), and the promotion and assignment of four (4) new Fire Rescue Company Captains in June 2009, the revision process is ongoing and scheduled for completion in early FY 09/10. 6. Initiate the replacement of the current Search and Rescue helicopter with a target acquisition and deployment date of December 2009. This objective has been met and the purchase of a replacement search and rescue helicopter initiated. The current target date for delivery of the new aircraft is Summer/Fall 2010. 7. Maintain annual review and revision of current Hazardous Materials Response protocols and procedures. The same issues described in Item 5 above have impacted the completion of this objective. Both the retirement of the Special Operations Battalion Chief and the promotion and reassignment of three (Fire/Haz -Mat) Captains have delayed the revision of policies and procedures, however, this objective will be completed in FY 2009/10. 8. Maintain annual review and identify recognized service delivery, training, and equipment standards as defined by various organizations as, but not limited to; State of Hawai`i Department of Health EMS Branch, Department of Transportation, etc. The annual review all program standards related to the delivery of Emergency Medical Services has been completed. Final Status Report on Program Objectives for FY 2008 -09 7 FIRE EMERGENCY OPERATIONS DIVISION 9. Implement revised Emergency Medical Services program organizational structure and developed recruitment and retention strategies. This objective is 80 percent complete and all current and forecasted salary and wage increases for potentially affected employees provided to the Director of Human Resources for consideration. 10. Audit and revise annual EMS Bureau Quality Improvement Program including the implementation of personnel surveys to obtain and identify possible modification and P P Y YP new concept adoption. This objective has met with approximately 90 percent completion. 11. Continue to assess and evaluate possible avenues for "expanded scopes of practice" for the current EMS program. This objective has been met and completed for FY 08/09. 12. Maintain annual review of the Ocean Safety Program performance measures. This objective has been met and completed for FY 08/09. Final Status Report on Program Objectives for FY 2008 -09 8 FIRE OCEAN SAFETY 1. To provide year -round ocean safety services at designated and registered shoreline recreational areas with high - volume patronage, currently including nine (9) County and one (1) State beach park. Due to fiscal constraints, this objective was not attained and will remain incomplete. However, it shall continue to be considered as an ideal and optimal benchmark for the Ocean Safety Bureau. 2. To reach target manpower goals of providing a minimum of two (2) Water Safety Officers daily per tower in accordance with our operational schedule, and so strive to provide at least four (4) Water Safety Officers on site at Hapuna Beach State Park, and four (4) Water Safety Officers at Kahalu'u Beach Park, and two (2) Water Safety Officers at each of the following: La'aloa Beach Park, Spencer Beach Park, Honoli'i Beach Park, Richardson's Ocean Park, Ahalanui 100% of the time. As with other previously described objectives, due to the financial difficulties and constraints being faced, such idealistic objectives will require postponement until such time that they can be supported. 3. To develop, implement and maintain an expansion of services to include the surrounding coastal areas, providing for rescue response for a 266 -mile range. This objective was not pursued or initiated due to fiscal constraints and the focus on essential core services as a priority. 4. Provide a minimum of four (4) United States Lifeguard Association (USLA) open water rescue training sessions to all Water Safety Officers on staff as follows: • Two (2) per year in West Hawai`i: one (1) in May and one (1) in November. • Two (2) per year in East Hawaii: one (1) in May and one (1) in November. • All new Water Safety Officer I hires during orientation. We have completed this objective; performance rate is at 100 %. 5. Continued promotion of workplace safety in compliance with OSHA standards for all Water Safety Officers annually. This objective is perpetual and ongoing; we are attaining this objective. Final Status Report on Program Objectives for FY 2008 -09 9 FIRE OCEAN SAFETY 6. Co- sponsor with Hawaiian Lifeguard Association- Hawai`i (HLA- Hawaii) the Big Island Junior Lifeguard program at four (4) locations: Hilo, Puna, Kailua -Kona and Hapuna, to promote ocean safety through education and activities to youth age 13 -17. This objective was accomplished for FY 08/09 however may require reconsideration during FY 09/10 due to the fiscal constraints being anticipated. 7. Sponsor and host Jr. Lifeguard Championships for the Island of Hawai`i at Hapuna Beach State Park annually. This objective was attained and met with success. 8. Sponsor or provide major support to at least three (3) open water swim competitions, one on each side of the island. This objective achieved at 70% completion with two of three events supported. Due to limited resources and interest, the stand -up paddle board event was not held. Final Status Report on Program Objectives for FY 2008 -09 10 FIRE FIRE PREVENTION BUREAU 1. Maintain inter - agency partnerships to assist in addressing identified needs to include but not limited to; the State Fire Council, National Fire Academy (NFA), National Fire Protection Association (NFPA), Hawaii Chapter of the Society of Fire Protection Engineers (SFPE), and other county, state, and federal fire and law enforcement agencies. During the FY 08/09 period, this objective was met and completed. 2. Continue to pursue the adoption of the current State Model Fire Code. This objective has been supported and maintained during the FY 08/09 period with the continued progress of the adoption of the new State Model Fire Code. 3. Maintain the support and direct participation in the review, modification, development, and adoption of the 2006 NFPA 1 Uniform Fire Code. This objective was met and attained in FY 08/09. 4. Develop recommendations for a fire prevention public education program designed to reach the recognized "target audience ". This objective will continue to be a perpetual objective based on the value of prevention and education as well as our commitment to continue to support an annual public information forum in honor and recognition of Fire Prevention Week. This objective was completed and met with success. 5. Identify by fire district those occupancies and establishments that by statute require an annual fire inspection to determine the present occupancy inspection measures for the Prevention Bureau. This project remains in progress with delays attributed to unanticipated personnel resource changes (retirement of Fire Prevention Bureau Battalion Commander in May 2009). Process is ongoing and at 30 percent completion. Final Status Report on Program Objectives for FY 2008 -09 11 FIRE FIRE PREVENTION BUREAU 6. Develop and implement legislative proposals and strategies to more effectively regulate: a. Use of consumer fireworks b. Fire safe cigarettes c. Wildland Urban Interface development Although our objective was met and draft legislation submitted and supported, no bills or legislation was successful during the current session and will require reintroduction and submittal in 2010. Final Status Report on Program Objectives for FY 2008 -09 12 FIRE AUXILIARY SERVICES BUREAU Fire Equipment Maintenance Section 1. Implement fleet management software and data management programs. The 2008/09 FY concluded with this objective attaining a 70 percent completion. The project continues to be developed with the first phase (use by the Chief Mechanic for tracking work orders and shop activity) initiated. Subsequent phases or rollouts include the end use or vehicle operators performing data entry and reporting designed to help capture routine maintenance and apparatus activity as well as identify preventive maintenance and repairs. 2. Implement a field preventive maintenance training program. This objective is part of our strategic planning process and will remain as a critical objective to insure effective and safe operations. However, it is acknowledged that the attainment of this objective is dependent on part to the allocation of resources currently unavailable. Fire Communications Control Center 1. Maintain review and evaluation of the current Records Management System and submit proposals to support projected resource needs to include anticipated component upgrades and costs. The annual review and evaluation of our RMS has been completed and all applicable software updates installed. 2. Maintain participation in ongoing communications system modification to address current and projected system needs and regulatory requirements. Participation in all ongoing communications system planning efforts has been maintained and this objective has been fulfilled for the FY 2008/09. 3. Maintain annual certification for CPR (Cardiopulmonary Resuscitation) and EMD (Emergency Medical Dispatching). This objective has been met for all assigned and currently available employees. Gaps may be present due to employees on extended leaves. Objective 95 percent complete. Final Status Report on Program Objectives for FY 2008 -09 13 FIRE AUXILIARY SERVICES BUREAU Warehouse and Supply Section 1. Identify core and essential inventory of all emergency services equipment and supplies. This objective has been met for FY 08/09 with continued efforts in improving the supply and resource distribution system for the Fire Department in an effort to be more fiscally and operationally effective. Final Status Report on Program Objectives for FY 2008 -09 14 FIRE TRAINING BUREAU 1. Maintain annual review of Firefighter Recruit pre - employment testing and qualifications. This objective was met and completed in FY 08/09. 2. Maintain review and research of alternative and supplemental funding resources for the Training Bureau. This objective was met and completed in FY 08/09. 3. Conduct Firefighter 1 training for possible new hires. This objective continues to be met with 100 percent completion and success as all new hires are trained in accordance with the standards identified. 4. Certify all personnel according to NFPA Firefighter 1 qualifications. This objective has been fulfilled. 5. Identify and develop training and certification curriculum for Rescue Specialist, Apparatus Operator, and Company Officer. This objective is approximately 80 percent complete with curriculums identified and being reviewed to insure comprehensive training and testing as well as to incorporate any proprietary practices and procedures. 6. Evaluate and develop recommendations for modification of current Fire Fighter Recruit Physical Ability Test. We have not yet begun this objective, which would also require validation prior to implementation. I I Final Status Report on Program Objectives for FY 2008 -09 15 FIRE TRAINING BUREAU 7. Develop an annual physical ability testing and evaluation program for all fire protection personnel. During the FY08 /09 period, this objective met with 75 percent completion. Delays associated with procuring the required program health screening services as well as diagnostic lab testing were encountered. Nevertheless, this objective will be completed in FY 09/10. 8. Review and maintain the Department's Driver Competency Certification Program. This object met with 85 percent completion with final review and revision of current training program being developed for review and adoption. 9. Maintain program for personnel participation in National Fire Academy (NFA) training programs. This objective continues to be maintained at 100 percent. 10. Maintain partnership with a recognized institution of higher education (preferably the University of Hawai`i system) for the review and support of a Fire Science degree program. This objective continues to be maintained at 100 percent. 11. Implement a Hazard mitigation program to address HIOSH/OSHA workplace mandates. The Training Bureau is currently establishing a safety committee that would identify and address any safety concerns in the workplace. This objective is at 50 percent completion. Final Status Report on Program Objectives for FY 2008 -09 16 FIRE VOLUNTEER TRAINING SECTION 1. Maintain standardized training program based on defined roles and service needs. This objective continues to be supported and maintained. Although other subject matter and curriculum content continues to be interjected, the core of the Volunteer Fire training is comprised of the Essentials of Fire Fighting and insures a standardized training program. 2. Complete 50% delivery of Fire Fighter I curriculum for all Volunteer Companies by December 2008. As of June 30, 2009, we have delivered 7 out of 19 chapters of the curriculum. Currently as of November 2009, we have delivered 10 chapters (East Hawaii) and 9 chapters (West Hawaii). This objective was completed at 37 percent at the end of FY 2008/09. With confidence, ultimate goal will be met by December 2010. 3. Participate in the development of an annual physical ability testing and evaluation program for all fire protection personnel to be implemented for all paid and volunteer members. We are maintaining this objective and are currently up to date with annual testing as required by the Department of Transportation (PUC). 4. Complete a volunteer company resource and equipment inventory by December 2008. All volunteer company inventories in both East and West Hawaii have been completed. 5. Maintain review and implementation of established training plan and schedule. I I The training schedule is status quo, however will change. For example: skills training, driver training audits, and specialized training. 6. Maintain the Department's Driver Competency Certification Program. Presently, East Hawaii volunteer companies are at 13 out of 14 complete; West Hawaii is 9 out of 11 completed. Milolii, Discovery Harbour, and HOVE have completed the classroom and closed course training and are now trying to get 40 hours of road time to get their Driver Competency Certifications. We achieved 88% completion of this objective. Final Status Report on Program Objectives for FY 2008 -09 17 Incident Type Response Summary by Station Date Rance: From 7/1/2008 To 6/30/2009 Station Selected: All Incident Type Selected: All Average Incident Type Incident Used in Ave. Response Time • • Station ID Count Resp. IIH:MM:SS Total Loss Total Value Station: 01 Fire 61 59 00:08:36 $1,459,300.00 $16,672,000.00 Rupture /Explosion 2 2 00:13:58 $0.00 $0.00 i EMS /Rescue 2,182 2,177 00:08:02 $0.00 $0.00 Hazardous Condition 30 30 00:15:09 $0.00 $0.00 Service Call 178 170 00:14:16 $0.00 $0.00 Good Intent 248 180 00:07:57 $0.00 $0.00 False Call 34 34 00:08:01 $0.00 $0.00 Severe Weather 2 2 00:13:00 $0.00 $0.00 Other 1 1 00:05:00 $0.00 $0.00 Blank or Invalid 1 $0.00 $0.00 Totals: 2,739 2,655 00:08:32 $1,459,300.00 $16,672,000.00 Station: 02 Fire 39 39 00:07:47 $10,200.00 $10,200.00 EMS/Rescue 864 861 00:06:57 $0.00 $0.00 Hazardous Condition 14 11 00:08:05 $0.00 $0.00 Service Call 74 68 00:14:34 $0.00 $0.00 Good Intent 132 102 00:07:46 $150.00 $3,000,000.00 False Call 15 15 00:06:12 $0.00 $0.00 Severe Weather 1 1 00:10:04 $0.00 $0.00 Other 1 1 00:05:24 $0.00 $0.00 - Totals: 1,140 1,098 00:07:32 $10,350.00 $3,010,200.00 Station: 03 Fire 36 36 00:08:02 $331,100.00 $654,100.00 Rupture /Explosion 2 2 00:07:05 $0.00 $0.00 EMS /Rescue 1,496 - 1,493 00:07:27 $0.00 $0.00 Hazardous Condition 14 14 00:07:33 $0.00 $0.00 Service Call 61 59 00:16:17 $0.00 $0.00 Good Intent 181 134 00:07:52 $0.00 $0.00 False Call 27 27 00:07:20 $0.00 $0.00 Totals: 1,817 1,765 00:07:47 $331,100.00 $654,100.00 Station.: _04 Fire 29 28 01:02:43 $13,000.00 $631,500.00 EMS/Rescue 691 686 00:09:33 $0.00 $0.00 Hazardous Condition 11 10 00:09:59 $0.00 $0.00 Service Call 36 35 00:25:18 $0.00 $0.00 Good Intent 67 41 00:11:43 $0.00 $0.00 INC062 (3.00) Page 1 of 5 Printed: 01/25/2010 10:29:05 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times. Average Incident Type Incident Used in Ave. Response Time Station ID Count Resp. RII:MM:SS Total Loss Total Value False Call 16 16 00:06:31 $0.00 $0.00 Totals: 850 816 00:12:06 513,000.00 5631,500.00 Station: 05 Fire 64 63 00:13:12 $105,900.00 $194,900.00 EMS /Rescue 1,135 1,130 00:12:03 $0.00 50.00 Hazardous Condition 12 11 00:15:05 $0.00 $0.00 Service Call 94 84 00:15:11 $0.00 $0.00 Good Intent 119 72 00:13:51 $0.00 $0.00 ' False Call 15 15 00:10:40 $0.00 $0.00 Totals: 1,439 1,375 00:12:24 $105,900.00 $194,900.00 Station: 06 Fire 29 29 00:21:39 5245,000.00 5246,000.00 • EMS /Rescue 523 522 00:13:54 $0.00 $0.00 Hazardous Condition 11 10 00:19:17 $0.00 $0.00 Service Call 91 87 00:18:22 $0.00 $0.00 Good Intent 96 69 00:18:11 $0.00 $0.00 False Call 7 7 00:11:12 $0.00 $0.00 Other 1 1 00:17:11 $0.00 $0.00 1 Totals: 758 725 00:15:12 $245,000.00 $246,000.00 Station: 07 • Fire 86 83 00:10:41 $756,459.00 $42,342,934.00 • EMS /Rescue 2,198 2,187 00:10:02 $0.00 $0.00 Hazardous Condition 41 41 00:11:12 $200.00 $360,200.00 Service Call 228 208 00:15:01 $0.00 $0.00 Good Intent 555 423 00:10:13 $2,000.00 $6,000.00 False Call 76 76 00:10:13 $0.00 $0.00 Severe Weather 1 1 00:12:49 $0.00 $0.00 Other 5 5 00:11:19 $0.00 $0.00 Blank or Invalid 1 $0.00 $0.00 Totals: 3,191 3,024 00:10:26 5758,659.00 542,709,134.00 Station: 08 Fire 42 42 00:30:03 $167,400.00 $376,400.00 EMS /Rescue 424 424 00:10:32 $0.00 $0.00 Hazardous Condition 12 12 00:16:38 $0.00 $0.00 Service Call 31 27 00:39:32 $0.00 $0.00 Good Intent 46 29 00:14:15 $0.00 $0.00 False Call 9 9 00:10:46 $0.00 $0.00 Severe Weather 2 2 00:10:00 $0.00 $0.00 Totals: 566 545 00:13:48 $167,400.00 $376,400.00 Station:_09 Fire 29 28 00:12:08 $264,200.00 $1,268,700.00 EMS/Rescue 621 619 00:12:21 $0.00 $25,000.00 Hazardous Condition 10 10 00:18:54 $0.00 $0.00 Service Call 54 49 00:20:02 $0.00 $0.00 INCObz (3.00) Page 2 of 5 Printed: 01/252010 10:29 :05 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/rimes. • Average Incident Tyne Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss Total Value Good Intent 107 79 00:09:44 $0.00 $0.00 False Call 14 14 00:11:27 $0.00 $0.00 Totals: 835 799 00:12:37 $264,200.00 $1,293,700.00 Station: 10 Fire 80 79 00:16:27 $514,800.00 $827,100.00 Rupture/Explosion 2 2 00:13:48 $0.00 $0.00 EMS/Rescue 1,440 1,436 00:11:55 $0.00 $0.00 Hazardous Condition 20 19 00:16:04 $0.00 $0.00 Service Call 119 114 00:15:14 $0.00 $0.00 Good Intent 164 121 00:16:58 $0.00 $0.00 False Call 12 12 00:11:06 $0.00 $0.00 Totals: 1,837 1,783 00:12:43 $514,800.00 $827,100.00 Station: 11 Fire 54 53 00:14:08 $300,800.00 $1,545,800.00 EMS /Rescue 291 288 00:14:07 $0.00 $0.00 Hazardous Condition 12 12 00:14:17 $0.00 . $0.00 Service Call 26 22 00:17:33 $0.00 $0.00 Good Intent 55 32 00:12:14 $0.00 $0.00 False Call 8 8 00:09:20 $0.00 $0.00 Severe Weather 1 1 00:05:54 $0.00 $0.00 Totals: 447 416 00:14:03 $300,800.00 $1,545,800.00 Station: IIA EMS /Rescue 8 8 00:20:21 $0.00 $0.00 Service Call 2 2 00:20:49 $0.00 $0.00 • Good Intent 1 1 00:27:57 $0.00 $0.00 Totals: 11 11 00:21:07 $0.00 50.00 Station: 12 Fire 23 22 00:11:21 $249,075.00 $602,075.00 Rupture/Explosion 2 2 00:13:46 $0.00 $0.00 EMS /Rescue 609 599 00:10:36 $0.00 $0.00 Hazardous Condition 11 11 00:11:38 $0.00 $0.00 ServiceCall 43 39 00:17:23 $0.00 $0.00 Good Intent 114 74 00:10:49 $0.00 $10,500.00 False Call 25 24 00:11:04 $0.00 $0.00 Severe Weather 1 1 00:01:18 $0.00 $0.00 Totals: 828 772 00:11:00 $249,075.00 $612,575.00 Station: 14 Fire 24 21 00:22:43 $57,400.00 $1,421,600.00 EMS /Rescue 554 550 00:12:35 $0.00 $0.00 Fazardous Condition 5 5 00:09:53 $0.00 $0.00 Service Call 40 37 00:22:02 $0.00 $0.00 Good Intent 92 47 00:16:52 $0.00 $0.00 False Call 33 33 00:15:39 $0.00 $0.00 Blank or Invalid 1 $0.00 $0.00 INCObz (3.00) Page 3 of 5 Printed. 01/25/2010 10:29:05 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times. Average Incident Type Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss ' Total Value Totals: 749 693 00:13:49 $57,400.00 $1,421,600.00 • Station: 15 Fire 14 14 00:12:31 $34,500.00 $1,287,000.00 Rupture /Explosion 1 I 00:10:47 $0.00 $0.00 EMS /Rescue 218 213 00:14:48 $10,000.00 $10,000.00 • Hazardous Condition 4 4 00:11:03 $0.00 $0.00 Service Call 25 22 00:10:57 $0.00 $500,000.00 Good Intent 72 50 00:12:37 $0.00 $0.00 False Call 4 4 00:16:58 $0.00 $0.00 Totals: 338 308 00:14:02 $44,500.00 $1,797,000.00 I Station: 16 Fire 13 13 00:09:56 $25.00 $700,000.00 • ' Rupture /Explosion 1 1 00:12:33 $0.00 $0.00 EMS /Rescue 301 300 00:09:02 $0.00 $0.00 Hazardous Condition 3 3 00:13:11 $0.00 $0.00 Service Call 22 21 00:19:38 $0.00 $0.00 Good Intent 70 59 00:09:54 $0.00 $0.00 False Call 7 7 00:08:39 $0.00 $0.00 Severe Weather 1 1 00:04:33 $0.00 $0.00 Totals: 418 405 00:09:46 525.00 $700,000.00 Station: 17 Fire 11 10 00:17:06 $16,100.00 $16,100.00 • EMS/Rescue 158 158 00:10:36 $0.00 $0.00 Hazardous Condition 5 5 00:14:58 $0.00 $0.00 Service Call 9 7 00:10:43 $0.00 $0.00 Good Intent 16 10 00:16:45 $0.00 $0.00 False Call 2 2 00:14:24 $0.00 $0.00 Totals: 201 192 00:11:25 $16,100.00 $16,100.00 • I Station: 18 Fire 64 64 00:09:56 $959,500.00 $1,854,700.00 Rupture/Explosion 1 1 00:14:24 $0.00 $0.00 EMS /Rescue 791 791 00:09:56 $0.00 $0.00 Hazardous Condition 18 18 00:08:42 $0.00 50.00 Service Call 42 41 00:10:44 $0.00 $0.00 Good Intent 120 89 00:10:49 $0.00 $0.00 False Call 11 11 00:11:11 $0.00 $0.00 Severe Weather 1 1 00:01:55 $0.00 $0.00 Totals: 1,048 1,016 00:10:02 $959,500.00 51,854,700.00 Station: 19 Fire 6 6 00:19:07 $0.00 $0.00 Rupture /Explosion I 1 00:19:28 $0.00 $0.00 EMS/Rescue 211 195 00:20:14 $0.00 $0.00 Hazardous Condition 4 . 4 00:09:41 $0.00 $0.00 Service Call 30 27 00:28:35 $0.00 $0.00 INC062 (3.00) Page 4 of 5 Rimed' 01/25/2010 10.29:05 Note: The incident count used in averages does not include the following'. Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/rimes. Average Incident Tyne Incident Used in Ave. Response Time Station ID Count Resp. HH:MM:SS Total Loss Total Value • Good Intent 53 36 00:12:33 $0.00 $0.00 False Call 5 5 00:11:35 $0.00 $0.00 Totals: 310 274 00:19:43 $0.00 50.00 • Station: 20 Fire 47 47 00:35:22 $340,000.00 $1,010,700.00 EMS /Rescue 383 383 00:15:32 $0.00 $0.00 Hazardous Condition 2 2 00:19:31 $0.00 $0.00 Service Call 27 27 00:18:10 $0.00 $0.00 Good Intent 39 27 00:14:39 $0.00 $0.00 False Call 3 3 00:11:13 $0.00 $0.00 Totals: 501 489 00:17:32 $340,000.00 $1,010,700.00 Station: No Station Entered EMS /Rescue 1 1 00:06:38 $0.00 $0.00 Service Call 1 1 00:49:37 $0.00 $0.00 Totals: 2 2 00:28:07 50.00 $0.00 Total Incident Count: 20,025 55,837,109.00 $75,573,509.00 INC062 (3.00) Page 5 of 5 • Printed: 01/25/2010 10:29:05 Note: The incident count used in averages does not include the following: Not Completed incidents, Mutual Aid Given, Other Aid Given, Cancelled in Route, Not Priority, Fill -In Standby, No Arrival and Invalid Dates/Times. 11 HUMAN RESOUR HUMAN RESOURCES HUMAN RESOURCES Classification and Pay 1. Review and process position redescription reviews within five workdays of receipt. One hundred seventy -two redescription review requests were processed. Of these, one hundred seventy -one were processed within five workdays of receipt. One position redescription was processed as part of a classification review. 2. Review and process reallocations for recruitment within 20 workdays of receipt. Eighty-seven reallocation requests for recruitment purposes were received and all were processed within 20 workdays of receipt. Labor Relations 1. Hear and respond to employer -level grievances within 60 days from receipt. Received 11 grievances during this reporting period. Action was taken on all cases within 60 days. 2. Develop and deliver contract interpretations, advisories, and procedures on a quarterly basis. Objective was not achieved for the first two quarters due to focus on other projects and assignments. 3. Answer all written departmental inquiries relating to the administration and interpretation of all collective bargaining agreements and executive orders within 14 days from date of request if it does not require inter jurisdictional action, 30 days if it does. Received 36 e-mail inquiries regarding contract interpretations. All were responded to within the 14 -day limitation. 4. Provide background and other technical information required by the Corporation Counsel's Office for the arbitration of grievances within 14 days from the date of request. Corporation Counsel's Office requested information and assistance on 2 grievances that were pending arbitration. Requests were responded to within the 14 -day limitation. Six Month Progress Report on Program Objectives for FY 2009 -10 1 HUMAN RESOURCES HUMAN RESOURCES Personnel and Organizational Development 1. By June 30, 2010, complete Supervisory Skills training for 90 supervisors. A total of 63 supervisors from various departments completed Supervisory Skills training. (Kona - 1 group; Hilo - 2 groups) March — September 2009 Training for 38 supervisors from the Police Department is currently being conducted. (Kona - 2 groups; Hilo - 2 groups) October 2009 — Apr 2010. 2. By June 30, 2010, conduct How to be a Great Employee training for at least 60 employees. Training was not conducted during the first half of the fiscal year due to an insufficient number of enrollees. 3. Conduct a New Hire Orientation class once a month. A total of five new hire orientation sessions were held: July 23, 2009 Police Department (New Recruits), Hilo July 28, 2009 Kona August 26, 2009 Hilo September 28, 2009 Police Department (Dispatch), Hilo October 28, 2009 Hilo New Hire Orientation for the months of November and December were not conducted due to an insufficient number of enrollees. 4. Conduct Violence at the Workplace training for at least 90 employees each quarter. Training was not conducted during the first quarter due to an insufficient number of enrollees. A total of 81 employees were trained during the second quarter. Training was conducted on 11/04/2009 (Kona — 2 sessions) and 11/19/2009 (Hilo - 2 sessions). 5. Issue the Fall 2009 Training Catalog by July 10, 2009; and the Spring 2010 Training Catalog by January 9, 2010. The Fall 2009 Training Catalog was issued on July 15, 2009. Six Month Progress Report on Program Objectives for FY 2009 -10 2 HUMAN RESOURCES HUMAN RESOURCES Personnel and Organizational Development (continued) 6. By June 30, 2010, hold the Annual Office Support Staff Conference. Planning for the conference will begin in February. 7. By September 30, 2009, hold the Pre - retirement Workshop. Objective achieved. The Pre - retirement Workshop was held at Aunty Sally's Luau Hale on September 16, 2009. A total of 147 State and County employees attended. 8. By June 30, 2010, conduct a Training Needs Assessment to identify the training needs of employees countywide. A Training Needs Assessment template was designed last fiscal year and presented to supervisors from various County departments for feedback. The feedback received was that it was too complex and time consuming. The template is therefore being re- designed. As a result, we need to postpone conducting the assessment until fiscal year 2010 -11. Administrative Services 1. Publish monthly County newsletter. The newsletter was published on the last workday of each month, July to December 2009. 2. Conduct two agency audits on personnel files, temporary assignment records, etc. each quarter. A total of four agencies were audited during the first half of the fiscal year. 1 quarter: Public Works, Fire 2"d quarter: Civil Defense, Prosecuting Attorney 3. Review and audit properly completed and submitted payroll certification forms, with the exception of mass pay adjustment transactions, within five workdays of receipt. Number of properly completed transactions: 2,380 Number of properly completed transactions that took longer than five workdays: 0 100% of properly completed forms were processed within five workdays. Six Month Progress Report on Program Objectives for FY 2009 -10 3 • HUMAN RESOURCES HUMAN RESOURCES Administrative Services (continued) 4. Review and audit mass pay adjustment payroll certification forms within two weeks of the last form received. There were no mass pay adjustment payroll certification forms to process during the first half of the fiscal year. 5. Review and act upon properly completed and submitted Flexible Spending Plan change in status forms within two workdays of receipt. Number of properly completed forms: 119 Number of properly completed forms that took longer than two workdays: 0 100% of properly completed forms were processed within two workdays. 6. By December 31, 2009, hold an annual employee awards program. Objective achieved. The 44` Annual Employee Recognition Program was held on October 2, 2009 at Nani Mau Gardens. 7. By June 30, 2010, drug test a minimum of 50% of all fire fighting personnel, 50% of employees with CDL covered under Federal DOT rules. 77 or 23.7% of our fire fighting personnel have been randomly drug tested; 38 or 22.0% of our employees with CDL have been randomly drug tested. 8. By June 30, 2010, alcohol test a minimum of 10% of all fire fighting personnel, 10% of employees with CDL covered under Federal DOT rules. 12 or 3.7% of our fire fighting personnel have been randomly tested for alcohol; while 6 or 3.5% of our employees with CDL have been randomly tested for alcohol. Six Month Progress Report on Program Objectives for FY 2009 -10 4 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination 1. Establish eligible lists to assist hiring departments fill their vacancies: • Within 3 -1/4 months for open- competitive recruitments requiring only a written examination, performance test, or a training and experience evaluation (T &E). We established 48 out of 53, or 91% of eligible lists within 3' months. 4 recruitments were open on a continuous basis due to their specialized job requirements; 1 recruitment received no qualified applicants. • Within 4 months for open- competitive recruitments requiring a written examination and a training and experience evaluation (T &E). No recruitments were conducted requiring a written examination and a training and experience evaluation (T &E). • Within 4 -1/2 months for open- competitive recruitments requiring a written examination or a training and experience evaluation (T &E) and a performance test. No recruitments were conducted requiring a written examination or a training and experience evaluation (T &E) and a performance test. 2. Certify (refer) names from available eligible lists to hiring departments within 5 workdays from receipt of the request for the list. 78 requests were received and for all 78 requests, we certified (referred) names to the hiring departments within 5 workdays. 3. By October 31, 2009, coordinate the placement of Cooperative Vocational Education (CVE) students within the County. Objective partially achieved. Out of a total of fifteen CVE positions, fourteen were filled by October 31, 2009. One position was not filled due to a department's request to hire later in the year. Six Month Progress Report on Program Objectives for FY 2009 -10 5 HUMAN RESOURCES HUMAN RESOURCES Health and Safety 1. Coordinate safety inspections of at least 6 County facilities. Conducted safety inspections of three County facilities: Water Department Baseyard (Kona) Public Works, Building Division Office and Carpenter Shop (Hilo) Parks & Recreation Maintenance Division Baseyard (Kona) 2. Coordinate /deliver requested safety training within two months of original request. As of December 31, 2009, 32 safety training requests were received and all were delivered within two months of original request. 3. For occupational safety & health training required by HIOSH, coordinate /deliver at least 8 training programs, 2 programs per quarter. As of December 31, 2009, delivered 12 training programs (29 sessions): Asbestos/Lead Awareness (1 Hilo, 1 Kona), FA /CPR (2 Kona, 6 Hilo, 1 Waimea, 1 Pahoa), Respiratory Protection (Kona), Hazard Communication (Hilo, Waimea), Hearing Conservation (Hilo, Waimea), Bloodborne Pathogens (Hilo, Waimea, Kona, Hilo), Personal Protective Equipment (Hilo, Waimea), Forklift (Waimea), Asbestos Awareness (Kona), Fire Extinguisher (Hilo), Hazard Communication (Hilo), LockOut/Tagout (Hilo, Kona) 4. Deliver at least 6 Defensive Driver Courses (DDC) to County employees during the fiscal year. As of December 31, 2009, three Defensive Driver Courses were conducted (2 Hilo, 1 Kona). Six Month Progress Report on Program Objectives for FY 2009 -10 6 HUMAN RESOURCES HUMAN RESOURCES Equal Opportunity 1. Respond to and resolve inquiries and complaints from the public and Hawaii County employees regarding various civil rights laws within 14 days from date received unless it requires extensive research/investigation or action/information from other departments. From July 1, 2009 to December 31, 2009, 138 complaints and inquiries were received. 127 (92 %) were closed within 14 days from date received. 4 (3 %) were closed within 30 days from date received because extensive research or consultation was necessary. 7 (5 %) are pending because other departments and agencies must take action to resolve these matters. 2. Develop and implement Request for Modification Procedures under Title II of the Americans with Disabilities Act by June 30, 2010. Objective achieved. The Request for Modification Procedures were developed and implemented. 3. Develop and implement Reasonable Accommodation Procedures under Title I of the Americans with Disabilities Act by June 30, 2010. Objective achieved. Procedures for Providing Reasonable Accommodation for Individuals with Disabilities were developed and implemented. 4. Provide non - supervisory Anti - Discrimination and Harassment training to at least 312 employees and supervisory Anti - Discrimination and Harassment training to at least 65 employees by June 30, 2010. Anti- Discrimination and Harassment training was provided to 190 non- ' supervisory and 44 supervisory employees. Six Month Progress Report on Program Objectives for FY 2009 -10 7 HUMAN RESOURCES HUMAN RESOURCES Classification and Pay 1. Review and process position redescription reviews within five workdays of receipt. Objective achieved. One hundred and fifty -six redescription review requests were received and all were processed within five workdays of receipt. 2. Review and process reallocations for recruitment within 20 workdays of receipt. Objective achieved. Two hundred and ten reallocation requests for recruitment purposes were received and all were processed within 20 workdays of receipt. Labor Relations 1. Hear and take action on all Step 3 grievances within 60 days from receipt of the Step 3 appeal. Objective achieved. Received 32 grievances during this reporting period. Action was taken on all cases within 60 days. 2. Develop and deliver contract interpretations, advisories, and procedures on a quarterly basis. Objective not achieved. The Human Resources Manager was not able to develop and deliver contract interpretations, advisories and /or procedures as work during the fiscal year was diverted to focus on: - Taking action upon an increased number of grievances - The development and delivery of a labor relations training module for the County's Supervisory Skills Program; and - Two complex internal administrative investigations 3. Answer all written departmental inquiries relating to the administration and interpretation of all collective bargaining agreements and executive orders within 14 days from date of request if it does not require inter jurisdictional action, 30 days if it does. Objective achieved. Received 62 e-mail inquiries regarding contract interpretations. All were responded to within the 14 -day limitation. Final Status Report on Program Objectives for FY 2008 -09 1 HUMAN RESOURCES HUMAN RESOURCES 4. Provide background and other technical information required by the Corporation Counsel's Office for the arbitration of grievances within 14 days from the date of request. Objective achieved. Corporation Counsel's Office requested information and assistance on three grievances that were pending arbitration. Request was responded to within the 14 -day limitation. Personnel and Organizational Development 1. By July 1, 2008, complete the design of a new Training Evaluation form for the County. Objective achieved. 2. By July 31, 2008, complete the design of a new Training Needs Assessment template. Objective not achieved. A new Training Needs Assessment template was presented to 38 supervisors from various County departments for feedback. The feedback received was that it was too complex and time consuming. The template is therefore being re- designed. 3. By August 31, 2008, complete the briefing on the new Training Needs Assessment format and the amendment of the Performance Appraisal Report to all parties concerned. Objective not achieved. This had to be postponed until the design of a new Training Needs Assessment template is completed. 4. By October 31, 2008, complete the Training Needs Assessment exercise for all County employees Objective not achieved. This had to be postponed until the design of a new Training Needs Assessment template is completed. 5. By November 30, 2008, co- conduct the Pre - retirement Workshop. Objective achieved. The Pre - retirement Workshop was conducted on September 17, 2008. A total of 108 State and County employees attended. Final Status Report on Program Objectives for FY 2008 -09 2 HUMAN RESOURCES HUMAN RESOURCES 6. By January 31, 2009, complete the collation of all identified training programs from the Training Needs Assessment exercise. Objective not achieved. This had to be postponed until the design of a new Training Needs Assessment template is completed. 7. By April 30, 2009, complete the design and development of a Supervisory Skills training program. Objective achieved. The Supervisory Skills training program design and development work was completed in August 2008. 8. By May 2009, conduct a monthly new -hire orientation program for all new hires. Objective partially achieved. A total of ten new hire orientation sessions were held: July 30, 2008 Kona August 27, 2008 Hilo September 24, 2008 Kona October 29, 2008 Hilo November 20, 2008 Kona December 17, 2008 Hilo February 25, 2009 Hilo April 29, 2009 Hilo May 27, 2009 Kona June 24, 2009 Hilo New Hire Orientation for the months of January and March 2009 were not conducted due to an insufficient number of enrollees. Sessions are conducted as long as a minimum of five new hires are enrolled. When there are less than five, new hires are enrolled in the next scheduled class. 9. By June 2009, conduct Presentation Skills training for all HR Representatives (and Assistants). Objective achieved. The Presentation Skills training was completed in June 2009. Final Status Report on Program Objectives for FY 2008 -09 3 HUMAN RESOURCES HUMAN RESOURCES Administrative Services 1. Publish monthly County newsletter. Objective achieved. The newsletter was published on the last workday of each month, July 2008 to June 2009. 2. Conduct agency audits on personnel files, temporary assignment records, etc. One audit within each 45 -day period. A total of eight agencies were audited during the fiscal year, however, audits did not occur within each 45 -day period. This was due to scheduling conflicts and audits erroneously being scheduled within quarterly periods instead of 45 -day periods. 7/1/08 — 8/15/08: Office of Management 8/16/08 — 9/30/08: No audit conducted 10/1/08 — 11/15/08: Human Resources 11/16/08 — 12/31/08: Police, Planning 1/1/09 - 2/15/09: P &R 2/16/09 — 4/2/09: No audit conducted 4/3/09 — 5/18/09: Environmental Management 5/19/09 — 7/3/09: Aging, Planning 3. Review and audit properly completed and submitted payroll certification forms within 5 workdays of receipt. Number of properly completed transactions: 6,066 Number of properly completed transactions that took longer than five workdays: 0 100% of properly completed forms were processed within five workdays. We reviewed and audited 1,668 transactions for mass pay adjustments. Final Status Report on Program Objectives for FY 2008 -09 4 HUMAN RESOURCES HUMAN RESOURCES 4. Review and act upon properly completed and submitted Flexible Spending Plan change in status forms within two workdays of receipt. Number of properly completed forms: 214 Number of properly completed forms that took longer than two workdays: 0 100% of properly completed forms were processed within two workdays. 5. By December 31, 2008, facilitate an annual employee awards program. • Objective achieved. The 43 Annual Employee Recognition Program was held on October 10, 2008 at Nani Mau Gardens. 6. Drug test a minimum of 50% of all fire fighting personnel, 50% of employees with CDL covered under Federal DOT rules. Objective partially achieved. 139 or 41.0% of our fire fighting personnel were randomly drug tested; 76 or 50.6% of our employees with CDL were randomly drug tested. Did not achieve 50% test rate for fire fighting personnel as we experienced instances where fire stations received emergency call out, which, under our testing policy for firefighters, results in the test being cancelled for those not yet tested at the time of the emergency call. 7. Alcohol test a minimum of 10% of all fire fighting personnel, 10% of employees with CDL covered under Federal DOT rules. Objective partially achieved. 54 or 15.9% of our fire fighting personnel have been randomly tested for alcohol; while 12 or 8.0% of our employees with CDL have been randomly tested for alcohol. Did not achieve 10% test rate for employees with CDL as we experienced instances where individuals selected for random tests were out on leave on the day of tests. Under federal guidelines, these employees would be tested if they returned to work during the designated testing period. Several employees did not return to work during the designated testing periods, and thus, weren't tested. i Final Status Report on Program Objectives for FY 2008 -09 5 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination 1. Establish eligible Lists as follows: • Within 3 -1/4 months for those recruitments requiring only a written examination or a training and experience evaluation (T &E). We established 69 out of 76, or 91% of eligible lists within 3'/e months. For the other seven (7) recruitments (which were conducted on a continuous basis), no qualified applicants were received during the reporting period despite frequent advertisements. • Within 4 months for those recruitments requiring a written examination and a training and experience evaluation (T &E). No recruitments were conducted requiring a written examination and a training and experience evaluation (T &E). • Within 4 -1/2 months for those recruitments requiring a written examination or a training and experience evaluation (T &E) and a performance test. Objective achieved. Two recruitments were conducted requiring these examination components. Both recruitments resulted in eligible lists being . established within 4 '/z months. 2. Certify (refer) names from available eligible lists to employing department within 5 workdays from receipt of the request for the list. Objective achieved. 356 requests were received and for all 356 requests, we certified (referred) names to the hiring departments within 5 workdays. 3. By October 31, 2008, coordinate the placement of CVE students within the County. Objective partially achieved. Out of a total of 15 CVE positions, 14 CVE positions were filled by October 31, 2008. One position was not filled because hiring department relinquished position in second half of the fiscal year. Final Status Report on Program Objectives for FY 2008 -09 6 HUMAN RESOURCES HUMAN RESOURCES Health and Safety 1. Coordinate safety inspections of at least 6 County facilities. Objective achieved. Conducted safety inspections of 13 County facilities as of June 30, 2009. 2. Coordinate /deliver requested safety training within two months of original request. Objective achieved. As of June 30, 2009, delivered 78 safety training requests within two months of original request. 3. Coordinate /deliver at least 6 (HIOSH) mandated occupational safety and health training sessions. Objective achieved. Delivered 28 HIOSH mandated occupational safety and health training sessions as of June 30, 2009. 4. Coordinate training for Defensive Drive Course Training (DDC) trainers within departments and deliver at least six Defensive Driving Courses. Objective achieved. Coordinated and funded Defensive Driver Instructor Training, certifying 17 employees as Defensive Driver Course Trainers. As of June 30, 2009, delivered 15 Defensive Driver Training Courses. Equal Opportunity 1. Respond to and resolve inquiries and complaints from the public and Hawai`i County employees regarding various civil rights laws within 14 days from date received if it does not require extensive research and investigation, 30 days if it does. Objective not achieved. For the period 07/01/08 — 06/30/09, 219 inquiries and complaints were received. 186 were closed in 14 days or less; 11 were closed in 15 - 30 days; 18 were closed beyond 30 days; and 4 are currently pending. Complaints and inquiries not responded to within 30 days (including the four currently pending) were because information and /or actions were requested of other County departments or the matter required extensive research. l i Final Status Report on Program Objectives for FY 2008 -09 7 HUMAN RESOURCES HUMAN RESOURCES 2. Develop Request for Modification Procedures under Title II of the Americans with Disabilities Act. Objective achieved. Request for Modification Procedures were finalized, distributed to departments and agencies, and posted on the Equal Opportunity page on the County's web site. 1 3. Develop a Reasonable Accommodation Policy and Procedure under Title I of the Americans with Disabilities Act. Objective achieved. "Procedures for Providing Reasonable Accommodation for Individuals with Disabilities" were finalized, distributed to departments and agencies, and posted on the Equal Opportunity page on the County's web site and the Intranet. 4. Conduct 4 non - supervisory Anti- Discrimination and Harassment classes and 2 supervisory Anti - Discrimination and Harassment classes. Objective achieved. Seven non - supervisory Anti - Discrimination and Harassment classes and four supervisory Anti - Discrimination and Harassment classes were conducted from July 1, 2008 — June 30, 2009. I II Final Status Report on Program Objectives for FY 2008 -09 8 2 LIQUOR CONTROL LIQUOR CONTROL LIQUOR CONTROL 1. To review legislative amendments affecting the liquor laws of the state or county and where applicable, to amend such rules and procedures. • Conducted review on draft amendments to Chapter 281 relating to liquor liability insurance and noise. 2. To participate with county liquor jurisdictions, liquor industry associations, licensees, staff, and government or community organizations in identifying areas of concerns and to amend rules or implement programs to seek resolution of such concerns. • Conducted review on proposed amendments to Rules of the Liquor Commissions with four county liquor administrations based on Acts 177, 184 and Act 25 (Special Session) effective July 2009. • Draft of rule amendments completed November 2009, for review by commission and Industry Advisory Committee in Spring 2010 • Participated in interagency meeting relating to zoning and building issues for licenses located in Coconut Grove Marketplace, Kailua -Kona. • Hawaii Fire Department assisted in several on -site visits of licensed premises to monitor occupancy with subsequent violations for action by the Liquor Control Adjudication Board. 3. To conduct inspections, investigations or special programs to promote compliance to liquor laws by liquor licensees. • Conducted 155 investigations. • Conducted in excess of 8,289 checks of licensed premises. • Continued special programs with Hawai'i Fire Department to consider issues related to overcrowding and methods to determine occupancy. 4. To issue citations for violations of law and forward such complaints to the Liquor Control Adjudication Board for its consideration. • Issued 27citations for adjudication. • Issued 22 warning citations. • 17 cases adjudicated. Six Month Progress Report on Program Objectives for FY 2009 -10 1 LIQUOR CONTROL LIQUOR CONTROL 5. To ensure that licensing information and procedures are amended and implemented in accordance to law. • Draft amendments to procedures for applications for liquor license completed in December 2009. • Conducted licensee survey related to liquor liability insurance. 6. To investigate applications for liquor license and any protest thereof to verify compliance to law and to report such findings to the Liquor Commission for its consideration. • Conducted 55 interviews with applicants for liquor licenses. • Processed 32 applications for liquor licenses; 31 Special licenses and 9 vessel licenses. • Conducted 31 site visits of applicant's premises. 7. To evaluate obligations and operations of the department and implement changes as necessary. • Posted Chapter 281 -HRS, Rules and Regulations, Wine Shippers Permit application and reports on webpage. Prepared more forms that will be made available on -line by end of FY. • Completed departmental Policy on Personal Information to address the elimination of unnecessary collection of Social Security Numbers. 8. To provide staff, commission and board members education via county, state or nationally sponsored programs. • Staff, Commission and Board: Hosted Annual Conference of State Liquor Administrators at Waikoloa, Hawai'i with training on bankruptcy and foreclosure proceedings as it impacts liquor licenses; • Staff attended County Government 101 presented by Corporation Counsel. • Western Region Conference of State Liquor Administrators. • NLLEA/OJJDP Nat'l Conference. • One staff and two commissioners completed re- certification as Trainers for TIPS server training. • Investigators: Hosted State Investigator Workshop • Certified investigators on Quest Meters. • Liquor Law training provided to new investigator trainees. • LC Investigator III - HR Supervisory classes. Six Month Progress Report on Program Objectives for FY 2009 -10 2 LIQUOR CONTROL LIQUOR CONTROL 9. To provide liquor law education and related information to licensees through scheduled classes and via newsletters or memorandums. • 17 classes to 540 employees of licensed establishments. 10. To support youth, public and enforcement programs which promote compliance to liquor laws. • Sponsored fifth annual Drug, Alcohol and Tobacco youth leadership seminar for 55 student - athletes representing 14 high schools. Six Month Progress Report on Program Objectives for FY 2009 -10 3 LIQUOR CONTROL LIQUOR CONTROL 1. To review legislative amendments affecting the liquor laws of the state or county and where applicable, to amend such rules and procedures. • Conducted review on draft amendments to Chapter 281 with four county liquor administrations. • Completed and submitted amendments for proposed Bills for an Act for 2009 470 /Act 184 enacted into law July session. SB y 2009 2. To participate with county liquor jurisdictions, liquor industry associations, licensees, staff, and government or community organizations in identifying areas of concerns and to amend rules or implement programs to seek resolution of such concerns. • Conducted review on proposed amendments to Rules of the Liquor Commissions with four county liquor administrations based on Act 168 effective June 2008 and SB605 (liquor liability insurance) /SB300 (dbC weight — noise) both enacted into law in July 2009. • Final draft of rule amendments completed and reviewed by Industry Advisory Committee in February 2009. • Participated in several meetings, conducted by former County Councilman Angel Pilago, with licensees in Coconut Grove Marketplace, Kailua -Kona concerning noise, fights; included Dept. of Liquor Control, Liquor Commission; Hawai'i Police Dept., Police Commission. • Sponsored class on Conflict Resolution for Coconut Grove Marketplace licensees. • Commission conducted two site visits at licensed premises in response to complaints related to noise and conduct of business. • Hawaii Fire Department assisted in several on -site visits of licensed premises to monitor occupancy. 3. To conduct inspections, investigations or special programs to promote compliance to liquor laws by liquor licensees. • Conducted and completed 194 regulatory retail compliance checks. • Conducted 400 investigations. • Conducted in excess of 12,000 checks of licensed premises. • Conducted special programs with Hawai'i Fire Department to consider issues related to overcrowding and methods to determine occupancy. • Conducted initial TIPS server training to East and West Hawai'i licensees. Final Status Report on Program Objectives for FY 2008 -09 LIQUOR CONTROL LIQUOR CONTROL 4. To issue citations for violations of law and forward such complaints to the Liquor Control Adjudication Board for its consideration. • Issued 58 citations for adjudication. • Issued 22 warning citations. • 39 cases adjudicated. 5. To ensure that licensing information and procedures are amended and implemented in accordance to law. • Amended liquor law study guide and examinations for on- premises and off- premises licensees and implemented in January 2009. • Completed amendments to form Guidelines for Protests and implemented in January 2009. 6. To investigate applications for liquor license and any protest thereof to verify compliance to law and to report such findings to the Liquor Commission for its consideration. • Conducted 104 interviews with applicants for liquor licenses. • Processed 78 applications for liquor licenses; 84 Special licenses and 262 vessel licenses. • Investigated protests by registered voters for four applications for liquor licenses. 7. To evaluate obligations and operations of the department and implement changes as necessary. • Converted Liquor Control Information System (LCIS) DOS application to Windows application using Access 2003. Refined reports by adding new fields which provides more capabilities for report criteria selections. • Created electronic template of license certificate and issued all new and renewal licenses electronically. • Hired investigator trainee to fill shortage in Kona. • Transferred Clerk position from Kona to Hilo and filled position with temporary transfer to handle clerical staff shortage. • Implemented electronic filing of Daily Worksheets. • Completed sound meter training for investigators Final Status Report on Program Objectives for FY 2008 -09 2 LIQUOR CONTROL LIQUOR CONTROL 8. To provide staff, commission and board members education via county, state or nationally sponsored programs. • Commission and Board: Annual Conference of State Liquor Administrators on Maui, Hawai'i. • Western Region Conference of State Liquor Administrators. • NLLEA/OJJDP Nat'l Conference. • One staff and two commissioners completed certification as Trainers for TIPS server training. • Investigators: State Investigator Workshop; Blood Borne Pathogens Training; Quest Meter Training. • Liquor Law training provided to new investigator trainees. • LC Investigator III - HR Supervisory classes. • Director sat on National Conference of State Liquor Administrators Best Practices committee to review programs conducted by various states relating to enforcement, education and licensing. 9. To provide liquor law education and related information to licensees through scheduled classes and via newsletters or memorandums. • 74 classes to 1,114 employees of licensed establishments. • Hosted Trade Practices Seminar for Industry Members and four county liquor jurisdictions. 10. To support youth, public and enforcement programs which promote compliance to liquor laws. • Sponsored fourth annual Drug, Alcohol and Tobacco youth leadership seminar for 51 BIIF student- athletes. DAT student - athletes conducted prevention of underage drinking curriculum to 1,000+ fifth- graders. • Awarded $25,000 TANF grant from the Department of Defense, State of Hawai'i for prevention of underage drinking programs including sponsorship of DAT youth leadership seminar; certification of 3 TIPS Trainers. • Provided to Hawai'i Community College Culinary Program with liquor law education related to the restaurant industry. Final Status Report on Program Objectives for FY 2008 -09 3 13 Mi Gam: E T MANAGEMENT ADMINISTRATION 1. Streamline county operations, making it more efficient, timely, and affordable by establishing one -stop service centers, consolidating similar functions, and utilizing performance measures. ONGOING. 2. Establish a new information and assistance section within the Office of Management using existing staff. ONGOING. 3. Respond to complaints and inquiries within 1 -7 days, depending on the complexity of the issue. ONGOING. 4. Work with departments to improve "customer service ". ONGOING. 5. Participate in monthly CIP meetings with major departments to plan, develop, and coordinate capital projects. ONGOING. 6. Fill vacancies on boards and commissions within 60 days. ONGOING. 7. Identify and pursue alternate funding sources and avenues to implement county government programs. ONGOING. 8. Involve the community in the planning process for county projects from the very earliest stages. ONGOING. 9. Build stronger partnerships between the council, legislature, congress, businesses, unions, and private organization through improved communication, coordination, and planning. ONGOING. Six Month Progress Report on Program Objectives for FY 2009 -10 1 MANAGEMENT CLERICAL SERVICES CENTER 1. Assist the clerical workload of the Mayor's Office, the Fire Commission, the Bicycle Pedestrian Advisory Committee, the Committee on the Status of Women, the Committee on People with Disabilities and County departments and agencies daily. ONGOING — July 1, 2009 — Dec. 31, 2009, received and completed approximately 243 assignments with a volume of approximately 1243. (These numbers do not reflect any work done for Boards and Commissions). 2. Process all applicants for Hawai'i County Boards and Commissions, keep data base of applicants and active members current. ONGOING — Objective being achieved. 3. Maintain a system for complaints for quick retrieval and follow -up within a maximum two -week turn around time. ONGOING — July 1, 2009 — Dec. 31, 2009, received 107 complaints. 4. Respond immediately and efficiently to citizens who walk in or call for information, direction and inquiries about various programs and services. ONGOING — Objective being achieved. 5. Perform daily issuance of disabled parking permits, maintain/update files with entry of data into the centralized statewide database. ONGOING — July 1, 2009 — Dec. 31, 2009, issued 2,371 placards. 6. Take reservations for Aupuni Center Conference Room, issue forms and keys, and maintain calendar of events. ONGOING — July 1, 2009 — Dec. 31, 2009, approximately 161 events held. Six Month Progress Report on Program Objectives for FY 2009 -10 2 MANAGEMENT COMMITTEE ON PEOPLE WITH DISABILITIES 1. Continue to improve accessibility of County facilities and programs for people with disabilities. Not achieved. The committee has not met. 2. Provide accessible information to all people with disabilities. Not achieved. The committee has not met. 3. Continue to advise administration on issues facing people with disabilities. Not achieved. The committee has not met. 4. Assist with implementation of Volunteer Accessible Parking Violations Program throughout the County. Not achieved. The committee has not met. Six Month Progress Report on Program Objectives for FY 2009 -10 3 MANAGEMENT COMMITTEE ON THE STATUS OF WOMEN 1. Participate in Women's Health Month by coordinating at least one event in East and West Hawaii. In lieu of participation in Women's Health Month activities, the committee participated in the Women's Health Fair held May 17, 2009 at Shipman Park in Keaau. 2. Sponsor an islandwide essay contest to educate our children on the accomplishments of women in Hawaii County for Women's History Month. In progress. Essays for the Real Women Creative Writing Competition were solicited from students in grades 5 through 12 6 from public, private, charter and immersion schools throughout the island. The awards luncheon is scheduled for March 21, 2010 to honor 11 awardees, their parents and the participating teachers from middle and high schools throughout the island. 3. Participate in local and /or out -of -state meetings by sending at least one representative. The purpose of which will be to share information with the committee members on current programs, legislation or issues that affect the status of women. The Hawaii Island representative to the State Commission on the Status of Women is an ex- officio member of the committee and provides regular updates on statewide issues and initiatives. 4. Host the Hawaii County "Women's Hall of Fame" dinner honoring up to six women from throughout Hawaii County for their accomplishments and for being positive role models to others. This raises awareness of women's worth and value in our communities while simultaneously building self- esteem and educating others regarding equality. The Hawai`i County Women's Hall of Fame event was held September 12, 2009 at the Hapuna Beach Prince Hotel. Recognized were Madeline Greene, Lily Inouye, Susan O'Neill and Shizuko Teshima. Matt Levi was master of ceremony and Melvecn Leed provided a special performance. 5. Continue to annually update and print the Urgent Services Directory for Families. The Urgent Services Directory for Families will be updated and will be available on the County of Hawaii website. In an effort to reduce expenses, printing will be suspended. Six Month Progress Report on Program Objectives for FY 2009 -10 4 MANAGEMENT COMMITTEE ON THE STATUS OF WOMEN 6. Hold rotating monthly meetings in East Hawaii and West Hawaii to better allow participation from the public. Meetings are being held in Hilo, Waimea and Kona on a rotating basis. 7. Conduct Teen Dating Violence Prevention/Education sessions. The committee will be distributing Dr. Jill Murray's books titled, Destructive Relationships, But He Never Hit Me, and But I Love Him and DVD copies of her presentation to middle and high schools throughout the island. Six Month Progress Report on Program Objectives for FY 2009 -10 5 MANAGEMENT ADMINISTRATION 1. Streamline county operations, making it more efficient, timely, and affordable by establishing one -stop service centers, consolidating similar functions, and utilizing performance measures. Ongoing. 2. Establish a new information and assistance section within the Office of Management using existing staff. Clerical Services Center /Office of Information and Complaints has changed its name to Clerical Services Center /Office of Information and Assistance. Assigned Executive Assistant to oversee functions. 3. Respond to complaints and inquiries within 1 -7 days, depending on the complexity of the issue. Mayor's Executive Assistants have been given access to Clerical Center Complaints folder on the server and can track all complaints. 4. Work with departments to improve "customer service ". Executive Assistants have all been assigned departments within the County to monitor follow -up. 5. Participate in monthly CIP meetings with major departments to plan, develop, and coordinate capital projects. Mayor's Office is represented at monthly CIP meetings by an Executive Assistant. 6. Fill vacancies on boards and commissions within 60 days. List of vacancies have been prioritized and are continued to be filled accordingly. Final Status Report on Program Objectives for FY 2008 -09 MANAGEMENT ADMINISTRATION 7. Identify and pursue alternate funding sources and avenues to implement county government programs. Submitted multiple requests to the state and federal government through the legislature and the proposed stimulus package. 8. Involve the community in the planning process for county projects from the very earliest stages. Continue to fund and staff CDP's. 9. Build stronger partnerships between the council, legislature, congress, businesses, unions, and private organization through improved communication, coordination, and planning. Ongoing through constant communication through Mayor's staff. Final Status Report on Program Objectives for FY 2008 -09 2 P � 1 MANAGEMENT CLERICAL SERVICES CENTER 1. Assist the clerical workload of the Mayor's Office, the Fire Commission, the Bicycle Pedestrian Advisory Committee, the Committee on the Status of Women, the Committee on People with Disabilities and County departments and agencies daily. OBJECTIVE ACHIEVED - July 1, 2008 — June 30, 2009, received and completed approximately 438 assignments with a volume of approximately 1940. (These numbers do not reflect any work done for Boards and Commissions). 2. Process all applicants for Hawai'i County Boards and Commissions, keep data base of applicants and active members current. OBJECTIVE ACHIEVED — July 1, 2008 — June 30, 2009, received and processed 116 applications. 3. Maintain a system for complaints for quick retrieval and follow -up within a maximum two -week turn around time. OBJECTIVE ACHIEVED — July 1, 2008 — June 30. 2009, received and processed 119 complaints. 4. Respond immediately and efficiently to citizens who walk in or call for information, direction and inquiries about various programs and services. OBJECTIVE ACHIEVED. 5. Perform daily issuance of disabled parking permits, maintain/update files with entry of data into the centralized statewide database. OBJECTIVE ACHIEVED — July 1, 2008 — June 30, 2009, issued 4,576 placards. 6. Take reservations for Aupuni Center Conference Room, issue forms and keys, and maintain calendar of events. OBJECTIVE ACHIEVED — July 1, 2008 — June 30, 2009 approximately 381 events held. I I Final Status Report on Program Objectives for FY 2008 -09 3 MANAGEMENT COMMITTEE ON PEOPLE WITH DISABILITIES 1. Continue to improve accessibility of County facilities and programs for people with disabilities. Ongoing. 2. Provide accessible information to all people with disabilities. Ongoing. 3. Continue to advise administration on issues facing people with disabilities. Ongoing. 4. Assist with implementation of Volunteer Accessible Parking Violations Program throughout the County. The MCPD continues to monitor the implementation of the Volunteer Accessible Parking Violations Program. Final Status Report on Program Objectives for FY 2008 -09 4 MANAGEMENT COMMITTEE ON THE STATUS OF WOMEN I. Participate in Women's Health Month by coordinating at least one event in East and West Hawaii in Hawaii County and coordinate publicity for community organizations Women's Health Month events. The first annual Women and Family Wellness Day was held on Sept 13, 2008 in Hilo in conjunction with Hilo Medical Center and other community agencies. In addition, the committee supported and participated in the East Hawai`i Local Area Consortium Community Health Fair for Women held May 17, 2009 in Keaau. 2. Continue the sponsoring of an essay contest to educate our children on the accomplishments of women in Hawaii County for Women's History Month. In celebration of Women's History Month, the committee coordinated the annual Real Women Essay Contest for students to recognize a significant woman in their life. 85 essays from students in grades 5 through 12` from public, private, charter and immersion schools were submitted by teachers for judging. An awards luncheon was held on March 22, 2009 to honor 12 awardees, their parents and the participating teachers from 14 schools. 3. Participate in local and/or out -of -state meetings by sending at least one representative. The purpose of which will be to share information with the committee members on current programs, legislation and issues that affect the status of women. One of our committee members attended the International Women's Leadership Conference held on September 24, 2008 at the Sheraton Waikiki Hotel and Resort on Oahu and reported back to the committee. The committee receives regular updates from the Hawaii County representative to the Hawaii State Commission on the Status of Women. 4. Host Hawaii County "Women's Hall of Fame" dinner honoring six women as role models to others from all over Hawaii County. This raises awareness of women's worth and value in our communities while simultaneously building self- esteem and educating regarding equality. The Women's Hall of Fame was held on September 6, 2008 at the Hilton Waikoloa Village, Water's Edge Ballroom. Recognized were Clara Alvarez, Sherry Bracken, Mary Huebner, and Diane Quitiquit. Jade Moon was master of ceremonies and Melveen Leed provided a special performance. Final Status Report on Program Objectives for FY 2008 -09 5 MANAGEMENT COMMITTEE ON THE STATUS OF WOMEN 5. Continue to annually update and print the Urgent Services Directory for Families. The urgent services directory was updated in June 2009. 15,000 copies were printed for dissemination in the community through public and human service agencies islandwide. 6. Hold rotating monthly meetings in East Hawaii and West Hawaii to better allow participation from the public. A total of 12 meetings were held on a rotating basis in Hilo, Waimea, and Kona. Focus of the meetings were to plan and report on committee activities. 7. Conduct Teen Dating Violence Prevention Peer Education Conference for public and private high schools in the County of Hawaii. With funding from Council persons Emily Naeole and Brenda Ford, the committee coordinated Teen Dating Violence presentations in April 2009 at 7 public, private, charter and immersion schools throughout the island. A total of 1717 students attended. In addition, 214 adults attended 5 community sessions in East and West Hawaii. Final Status Report on Program Objectives for FY 2008 -09 6 14 MASS TRANSIT AGENCY MASS TRANSIT AGENCY MASS TRANSIT AGENCY 1. Increase system ridership from FY 2008 -09. Ridership from July — December, is 21 percent higher than the same period in FY 2008 -09. Ridership amounted to 491,966 passenger trips from July — December, 2009. 2. Resolve and follow -up on all complaints within two weeks. All complaints are followed up on within two weeks. A total of 57 official complaints were received. 3. Implement expanded bus service in Puna, Kona, and Hilo. Implementation of expanded service will commence in early 2010, with delivery of additional buses. 4. Continue expansion of official bus stop program Initial bus stop implementation plan is complete and in progress. Six Month Progress Report on Program Objectives for FY 2009 -10 1 MASS TRANSIT AGENCY MASS TRANSIT AGENCY 1. Increase system ridership from FY 2007 -08. FY 2008 -09 ridership of 908,651 passenger trips was 33 percent higher than FY 2007 -08. 2. Resolve and follow -up on all complaints within two weeks. All complaints are followed up on within two weeks. A total of 127 official complaints were received. 3. Implement expanded bus service in Kau, Volcano, and Ocean View. Additional services in these districts, as well as others around the island were implemented on February 17, 2009. 4. Continue expansion of official bus stop program Island -wide bus stop plan completed in September, 2009. Implementation of plan has begun. Final Status Report on Program Objectives for FY 2008 -09 15 M 1 r/ / r U. MISCELLANEOUS ANIMAL CONTROL 1. 90% of vicious dog calls will be responded to within 2 hours. Of 30 vicious /dangerous dog calls received where the dog was not contained and posed a potential and ongoing threat, responded to 29 calls within Two (2) hours, or 96% of calls. 2. 90% of loose animal posing a public safety hazard calls will be responded to within 2 hours. Of 93 animals posing a public safety hazard calls received, responded to 92 calls • within Two (2) hours, or 98.92% of calls. 3. 90% of injured animal - related calls will be responded to within 2 hours. Of 56 injured animal - related calls received, responded to 56 calls within Two (2) hours, or 100% of calls. 4. 90% of calls for animal control assistance by the police will be responded to within 3 hours. Of 68 animal control assistance calls received by the police, responded to 68 calls within Three (3) hours, or 100% of calls. 5. 90% of animal cruelty and neglect cases will be responded to in 24 hours and resolved in 14 working days. Of 263 animal cruelty and neglect cases received, responded to 256 calls within 24 hours. 245 of those cases were resolved in 14 working days, or 93.15 %. 6. 90% of license, loose dog, and any non - cruelty /neglect cases will be responded to in 48 hours and resolved in 5 working days. Of 817 of license, loose dog, and any non - cruelty/neglect calls received, responded to 815 calls within 48 hours, or 99.75 %. Of 406 cases that were opened as a result of those calls, 389 were resolved cases in Five (5) working days, or 95.81 % of cases. 7. 70 Sweeps of problem communities per year. Conducted 970 sweeps exceeding 1,316% of goal. Six Month Progress Report on Program Objectives for FY 2009 -10 1 MISCELLANEOUS ANIMAL CONTROL 1. 90% of vicious dog calls will be responded to within 2 hours. Of 67 vicious /dangerous dog calls received where the dog was not contained and posed a potential and ongoing threat, responded to 64 calls within 2 hours, or 96% of calls. 2. 90% of loose animal posing a public safety hazard calls will be responded to within 2 hours. in a public safety hazard calls received responded 181 animal posing p ty � onded to 180 p calls within 2 hours, or 99% of calls. 3. 90% of injured animal related calls will be responded to within 2 hours. Of 208 injured animal related calls received, responded to 207 calls within 2 hours, or 99% of calls. 4. 90% of calls for animal control assistance by the police will be responded to within 3 hours. Of 188 animal control assistance by the police calls received, responded to 188 calls within 3 hours, or 100% of calls. 5. 90% of animal cruelty and neglect cases will be responded to in 24 hours and resolved in 14 working days. Of 526 animal cruelty and neglect cases received, responded to 523 calls within 24 hours. 524 of those cases were resolved in 14 working days, or 99 %. 6. 90% of license, loose dog and any non - cruelty /neglect cases will be responded to in 48 hours and resolved in 5 working days. Of 1,468 of license, loose dog and any non - cruelty /neglect calls received, responded to 1,467 calls within 48 hours, or 99 %. Of 641 cases that were opened as a result of those calls, 597 were resolved cases in 5 working days, or 93% of cases. 7. 70 Sweeps of problem communities per year. Conducted 705 sweeps exceeding 100% of goal. Final Progress Report on Program Objectives for FY 2008 -09 1 16 PARKS & RECREATION PARKS & RECREATION 'ALAE CEMETERY 1. Conduct maintenance and repair activities. Objective is being achieved. Parks Maintenance crews have maintained cemetery grounds and pavilion through 12/31/09 and will continue to do so. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PARKS & RECREATION VETERANS CEMETERIES - EAST AND WEST HAWAII 1. Continue to seek community assistance in beautifying the cemeteries. Work with Sons and Daughters of Veterans for a project per year. Objective is not being achieved. No Sons and Daughters of Veterans project has been done or has been scheduled as of 12/31/09. 2. Continue to coordinate development of the East and West Hawai`i Veterans Cemeteries with the Veterans Advisory Committee and the Department of Defense. Objective achieved. Parks & Recreation Director has met with Veterans Advisory Committee on a monthly basis and has shared status reports on cemetery development. Parks Maintenance has addressed concerns brought forth by the committee. 3. Continue maintenance of cemetery grounds. Objective is being achieved. Maintenance is ongoing. 3. Assign and record all burials. Objective is being achieved. Six Month Progress Report on Program Objectives for FY 2009 -10 2 PARKS & RECREATION RURAL CEMETERIES 1. Continue maintenance of cemetery grounds. Objective is being achieved. Maintenance is ongoing. 2. Assign' and record all burials. Objective is being achieved. Six Month Progress Report on Program Objectives for FY 2009 -10 3 PARKS & RECREATION HAWAII COUNTY BAND 1. Provide musical services for the island residents and visitors by working with community organizations and providing 40 musical services annually (e.g. parades, ceremonies, festivals, concerts and special events.). Objective is being achieved. Provided 28 performance services during the first half of FY 2009 -10. These services include parades, concerts, patriotic ceremonies and special events in Hilo, Volcano, Pahoa, Kea'au, and Kona. 2. Provide 11 monthly Mo`oheau Bandstand concerts that are entertaining, educational, musically challenging, and historically significant. Objective is being achieved. Provided 6 monthly Mo'oheau Park concerts during July, August, September, October, November, and December. All concerts very well attended and well received by the crowd in attendance. A brief history of the Hawai'i County Band is presented to the audience at concerts to inform the public of the band's cultural and historical significance. In addition, program notes on selections being performed, are presented to the audience in order to help the audience better understand each work. To insure that the band plays a variety of quality music, pieces are chosen from selected national lists such as the National Band Association, Music Educators National Conference, The Instrumentalist, and the College Band Directors National Association. Every monthly concert tries to incorporate either a featured solo or popular selection. 3. Sponsor the Intermediate and High School Concert Band Festival, which showcases school bands from the Big Island and elsewhere. Objective is being achieved. The Big Island Band Festival is scheduled for Saturday May 08 at the Afook - Chinen Civic Auditorium. I have been in contact with the Big Island Band Directors as well as some from Oahu and we should have 10 -14 bands participating this year. 4. Feature at least two young musicians as soloists at the April or May Mo'oheau Bandstand Concert, which provides musically educating opportunities for the young people of the County of Hawai`i, annually. Objective is being achieved. Three students have been contacted and all three are interested in performing with the Hawai'i County Band. Six Month Progress Report on Program Objectives for FY 2009 -10 4 PARKS & RECREATION HAWAI'I COUNTY BAND 5. Introduce 20 new musical pieces per year to provide musical challenges to the band members. Objective is being achieved. 12 new pieces have been performed as of 12/31/09. Six Month Progress Report on Program Objectives for FY 2009 -10 5 PARKS & RECREATION WEST HAWAII BAND 1. Provide musical services for island residents and visitors by working with community organizations and providing 20 — 25 musical services annually. (eg. Parades, ceramonies, festivals, concerts, and special events) Objective is being achieved. Provided 10 performance services during the first half of FY 2009 -10 including: Fourth of July Parade, Hulihe'e Palace Concerts, International Billfish Tournament Parade & Ceremony, Veteran's Day, Waimea and Kailua Christmas Parade. 2. Provide 6 monthly concerts that are entertaining, educational, musically challenging and historically significant. 2 concerts have been performed as of 12/31/09. 3. Feature a young musician as soloist at the March or May monthly concert, to provide music education opportunities for the young musicians of Hawai'i County. A qualified candidate has not been identified as of 12/31/09. We will continue working on achieving this objective. 4. Introduce 20 new pieces per year to provide musical challenges for the band. Objective is not being achieved. 5 new pieces have been introduced either for sight reading, rehearsal, or performance purposes. Six Month Progress Report on Program Objectives for FY 2009 -10 6 PARKS & RECREATION ADMINISTRATION I. Continue to distribute P &R Service survey at all staffed facilities and activities /events conducted by the department. Objective is being achieved. Survey results are compiled quarterly and shared with all employees. 2. Continue to update information for Divisions and Sections on the County of Hawai`i website on a timely basis. Objective is being achieved. Our Departmental Data Processing Coordinator continues to update the website with quarterly program guides, special events information and departmental rules and regulations. 3. Continue implementation of the transition plan for accessibility to public facilities during the fiscal year. Objective is being achieved and implementation of the transition plan is steadily progressing. To date the department has completed 38 accessibility improvement projects island -wide, four are currently in construction, and 25 are in various stages of design. The department is also working on consultant selections and contract negotiations for all remaining transition plan projects. 4. Continue implementation of the transition plan for program accessibility during the fiscal year. Objective is being achieved. The ADA Recreation Specialist has completed transition plan report and submitted to DCAB for approval. The specialist also continues to work with divisions to ensure programs are accessible. 5. Continue implementation of the transition plan for playground safety and accessibility during the fiscal year. Objective is being achieved and implementation of the transition pan is steadily progressing. Construction of the playgrounds at W.H. Shipman Park, Volcano Park, Pahoa Neighborhood Facility and Lunalilo Playground have been completed. The projects at playground repair and enhancement effort at Kamakoa Playground in Higashihara Park and the new playground at Waikoloa Ho'oko Park, which were both volunteer and in -house staff collaborative efforts were completed. Much needed repairs to the playgrounds at Kamehameha Park, Mohouli Park, Carvalho Park and Pana`ewa Park have been budgeted and volunteer groups are being identified to assist with the installations. Six Month Progress Report on Program Objectives for FY 2009 -10 7 PARKS & RECREATION ADMINISTRATION 6. Maximize resources by encouraging the "Friends of the Park" program and identify a minimum of five community service projects that focus on maintenance and /or improvements to park facilities. Objective is being achieved. Volunteers have organized to work with the Department of Parks and Recreation to repair and enhance playgrounds at Higashihara Park and Ho'oko Park. Friends of the Park agreements are also being pursued for several other parks projects. Agreements should be in place by year end. 7. Provide at least one technical job specific training for 50% of administrative staff. • Objective achieved. As of December 31, 2009, at least one job specific training was provided for 57% of the administrative staff (12/21 employees). Six Month Progress Report on Program Objectives for FY 2009 -10 8 PARKS & RECREATION PARKS MAINTENANCE 1. Maintain completion range of 3000 -3400 work orders on an annual basis. Objective is being achieved. Of the 1,502 work orders received during first 6 months of FY 09 -10, 1,177 were completed, rendering an overall completion rate of 7836 %. 2. Undertake two parks improvements projects per district (18). • One of which supervisor to work with a community group to improve the parks — 1 park per district minimum. Objective is being achieved Summary of Activities: South Hilo Crew A. - Painted Vets 1 restrooms and pavilion Community Group Project: -No community group projects completed this quarter. Crew B. - Spread mulch around Vietnam Memorial flowerbeds. - Repainted Canoe Area Comfort Station. - Kealoha BP- Spread mulch around rocky areas. Community Group Projects: • - Waiolena BP- Lion's Club repainted Pavilion I, II, III tables. - ROP Ponds- Friends of Leleiwi- cleanup of pond area. - Carlsmith BP- Leleiwi Community Association- cleanup of the Lokoaka Trial. - Moku'ola- Lions Club- Care of Milo Tree plated for Japan's Emperor - Kealoha BP- University of Hawaii Students- Beach Cleanup - Bayfront /Canoe Area- Kam Schools Wahine Soccer Team- Beach Cleanup Crew C. - Re- striped parking lot lines at Kamana Elderly Center. Community Group Project: -No community group projects completed this quarter. Six Month Progress Report on Program Objectives for FY 2009 -10 9 PARKS & RECREATION PARKS MAINTENANCE Puna District Crew: - Glenwood Park- Painted pavilion and restrooms. - Shipman Park- Painted umpire stand and cable pillars. -Pahoa Neighborhood Park- Planted Hibiscus plants. -Pahoa Neighborhood Facility- Painted dugout. Community Group Projects: - No community group projects completed this quarter. Kau District Crew: - Punaluu BP- Repainting Pavilion I's roof, kitchen, and inside walls. Installed new lights. - Whittington BP- Upgraded lights fixtures in Pavilions 1, 2, 3. Naalehu CC- Painted interior walls of meeting room and kitchen cabinets. Community Group Project: - Kahuku- Friends of the Park- Painted mural on Kona side of pavilion. - Whittington BP- Boys and Girls Club- Spread wood chips around trees. North Hilo Crew: - Kolekole BP- Painted safety lines- stairs and pavilions. - Hakalau Ball Field- Prepped and painted white fence. Community Group Project: - Honomu Ball Field- Installed fencing around the perimeter of the ball field. South Kohala/Hamakua Crew: -Puu Nui Park- Painted picnic tables. Community Group Project: - Haina Park - Hamakua Coast Senior Softball League- Painted picnic tables and bleachers. Six Month Progress Report on Program Objectives for FY 2009 -10 10 PARKS & RECREATION PARKS MAINTENANCE SIN Kona Crew: -No crew projects completed this quarter. Short staffed. Community Group Project: - Higashihara Park- Mr. Bob Lovin- Painted all picnic tables and pavilion benches. - Milolii BP- Summer Work Force Group- Painted restrooms and pavilion. North Kohala Crew: -Kam Park- Painted safety lines- new sidewalks and steps. Community Group Project: - No community group projects completed this quarter. 3. Monitor complaints filed for strategic planning purposes for maintenance and services improvements. • Record type, number, district, etc. of complaints and implement necessary maintenance procedures, standards, training, discipline, etc. for corrections. Objective is being achieved. 25 complaints were recorded. Follow -up for corrections were made. • Make annual inspections of facilities with responsible supervisor. (9 districts) Analyze and discuss methods of improvements. Objective Achieved. Inspections of facilities were made randomly. Discussions with supervisors were conducted as needed for corrections. 4. Provide for safe facilities and grounds. • Conduct safety inspections of facilities: Weekly by supervisors (52 per supervisor = 468 total inspections /year). Superintendent to conduct safety inspections on all facilities on a semi- . annual basis. • Correct hazards on a timely basis. Objective is being achieved. 28 weekly safety inspections were conducted by supervisors for each of the nine districts. Corrections were made in a complete and timely manner. Inspection reports were audited randomly by the Superintendent of Parks Maintenance. Six Month Progress Report on Program Objectives for FY 2009 -10 11 PARKS & RECREATION PARKS MAINTENANCE 5. Provide for a safe working environment. • Participate with department safety committee and discuss and evaluate accident reports. • Correct any hazardous conditions or practices. • Provide a minimum of one safety instructional sessions per crew each month. • Review and upgrade Park Maintenance Safety and Health Program to include required written safety programs and HIOSH safety training documentation. Full implementation and HIOSH compliance of Parks Maintenance Hazcom, Respirator, and Bloodborne Pathogen Safety Programs 31 Dec 2009. Objective is being achieved. The Parks Maintenance Division completed a total of 90 safety talks /training classes as of 12/31/09. 6. Continue to perform random checks of facilities. Objective is being achieved. Conducted onsite park inspections in each district. Six Month Progress Report on Program Objectives for FY 2009 -10 12 PARKS & RECREATION RECREATION 1. Provide introductory instruction in all recreational facilities in at least 4 of the following sports (basketball, baseball, volleyball, track and field, tennis, flag football, badminton) for children and adults, one or more in each respective season (i.e. Fall — basketball; Winter — baseball and track/field; Spring — volleyball; summer — tennis/flag football). Objective is being achieved. The following instructional sports were offered at various recreational facilities islandwide during the past 6 months. Hilo District: Beginning Tennis, Beginning Badminton, Beginning Archery, Beginners Judo, Instructional Volleyball for children 12 years old & under, Advanced Volleyball Training for youths 14 years old & under, Instructional Basketball for youths 8 -14 years old. Hamakua District: 8 years old & under Basketball Clinic, Beginning Basketball Skills & Drills for ages 9 -14 years old, Basketball Clinic for Grades 7` -12 Plyometrics for ages 14 years & above, Beginning Badminton, Beginner Weight Training. Puna/Kau District: Track & Field Instructions, Flag Football, Instructional Basketball for children ages 5 -8 years old, Instructional Volleyball for youths ages 14 years old & under, Coach Pitch ages 8 -9 years old, T -ball ages 6 -7 years old. West Hawaii District (N /S Kona & N/S Kohala): Age Group Basketball Clinic for youths ages 8 -14 years old, Coach Pitch ages 8- 9 years old, T -ball Clinic ages 6 -7 years old, Archery Class, Bowling Class, Instructional Basketball for ages 5 -8 years old, Beginning Basketball for ages 9- 14 years old 2. Provide at Least six seasonal arts and craft activities for children and adults in all recreational facilities (i.e. Fall — Halloween/Thanksgiving /Christmas craft activities; Winter — Valentines /St. Patrick/Easter activities; etc.). Objective is being achieved. The following are seasonal art and craft activities that were offered at various recreational facilities islandwide during the past 6 months. Six Month Progress Report on Program Objectives for FY 2009 -10 13 • PARKS & RECREATION RECREATION Hilo District Sites Seasonal Craft Activities: Fourth of July Craft, Paper Airplanes, Fall Colored Leaves Craft, Nature Prints Photo, Halloween Pumpkin Making Craft, Halloween Mask Making, Halloween Decorations, Thanksgiving Craft, Thanksgiving Cards, Trick or Treat Bags, Christmas Wreath Making, Christmas Ornament Making, Christmas Card Making, Temari Japanese Thread Ball Ornament. Hamakua District Sites Seasonal Craft Activities: 4 of July Craft, Paper Gift Boxes, Halloween Craft, Thanksgiving Craft, Christmas Craft, Thanksgiving Christmas Coloring Contest, Halloweenies Craft, Sugar Cone Christmas Tree. Puna/Kau District Sites Seasonal Craft Activities: 1St Day of Fall Art, Grandparent's Day Craft, Watercolor Art, Admission's Day Hawaiian Craft, Hispanic Heritage Month Craft, Halloween Craft, Thanksgiving Craft, Holidays Craft, Columbus Day Craft, Halloween Spookiness Craft, Christmas Decorating, Painting Christmas Wood Ornaments, Christmas Coloring, Christmas Craft Activities, Christmas Ornament Craft, Little Gingerbread Houses. West Hawaii District (N /S Kohala & N/S Kona): Halloween Arts & Crafts, Thanksgiving Crafts, Christmas Crafts, Christmas Wreath Class, Beginners Hawaiian Quilting, Glass Etching. 3. Maintain a safe facility, free of hazards for all activities, patrons and employees by conducting daily safety inspections and remitting work orders as necessary to correct unsafe conditions. A comprehensive safety inspection to be conducted on a quarterly basis. Objective is being achieved with quarterly reports being sent to P &R Administration. 4. Plan, organize and implement a minimum of two district -wide events in each respective district that is responsive to the respective community's needs and interests (i.e. Hilo District — The Biggest Easter Egg Celebration; Hamakua District — Hamakua Fun Day; etc.). Objective is being achieved Six Month Progress Report on Program Objectives for FY 2009 -10 14 PARKS & RECREATION RECREATION Hilo District: 1) Zoo Boo Halloween Program at Panaewa Zoo 2) Halloween Program at Prince Kuhio Plaza 3) Jimmy Yagi's Basketball Clinic at Waiakea Uka Gym 4) Pee Wee Basketball Clinic at Waiakea Uka Gym Hamakua District: 1) Ohana Fishing Tournament 2) Super Saturdays' Basketball League 3) Hamakua Santa's Giftshop 4) Kulaimano Celebrating Families Drug Free Bash Puna/Kau District: 1) Vulcan Baseball Clinic 2) Pahoa Halloween Program 3) Vulcan Basketball Clinic 4) Ohana Fun Day at Hawaiian Beaches Park West Hawaii District (N /S Kohala & N/S Kona): 1) Ohana Fishing Tournament 2) Super Saturdays' Basketball League 3) World Youth Basketball Tournament 4) Kekuaokalani Gym Halloween Program 5. Develop a minimum of six partnerships with other recreation providers as well as community organizations to maximize service and activities to the public (i.e. summer camping program in partnership with the YMCA). Objective is being achieved. Hilo District: 1) Zoo Boo Halloween Program at Panaewa Zoo. Partnered with P &R Panaewa Zoo staff. 2) Halloween Program at Prince Kuhio Plaza. Partnered with General Growth Properties. 3) Jimmy Yagi's Basketball Clinic at Waiakea Uka Gym. Partnered with Jimmy Yagi. Six Month Progress Report on Program Objectives for FY 2009 -10 15 PARKS & RECREATION l i RECREATION Hamakua District: 1) Ohana Fishing Tournament. Partnered with West Hawai'i Recreation staff and Community volunteers. 2) Super Saturdays' Basketball League. Partnered with West Hawai'i Recreation staff and Community volunteers. 3) Hamakua Santa's Workshop. Partnered with Koaniani Community Association. 4) Celebrating Families Drug Free Bash. Partnered with HI -PAL. Puna/Kau District: 1) Vulcan Baseball Clinic. Partnered with UH Vulcan Baseball staff. 2) Pahoa Halloween Program. Partnered with Puna Lions, Salvation Army, MainStreet Pahoa, Pahoa Weed -n -Seed, Hawai'i Academy of Arts & Sciences, HPD CPO's, Nanawale Community Association, Malama Market. 3) Vulcan Basketball Clinic. Partnered with UH Vulcan Basketball staff. 4) Ohana Fun Day at Hawaiian Beaches Park. Partnered with YES Committee, DLNR, HI -PAL, HPD CPO's, PCAT Committee, QLCC, Salvation Army, Fred Blas, Hawaiian Beaches Action Team. West Hawaii District (N /S Kohala & N/S Kona): 1) Ohana Fishing Tournament. Partnered with Hamakua Recreation staff and Community volunteers. 2) Kalae Iki Baseball Clinic. Partnered with Jack Gifford & Betty Kanuha Foundations. 3) Super Saturdays' Basketball League. Partnered with Hamakua Recreation staff and Community volunteers. 4) World Youth Basketball Tournament. Partnered with Christy Gladstone. 5) Kekuaokalani Gym Halloween Program. Partnered with Solid Rock Ministries. 6. Provide quarterly training for the P &R staff on various issues, ADA concerns, safety issues, self - improvement /enhancement, etc. Objective is being achieved. 7/24/09 In- Service Training First Aid /CPR with Ryan Chong, Instructor. 9/11/09 In- Service Training Beginners Plyometrics, New Zealand Poi Ball Craft. 10/16/09 In- Service Training Review of Recreation Division Rules and How to Create Lesson Plans Six Month Progress Report on Program Objectives for FY 2009 -10 16 PARKS & RECREATION RECREATION 7. Provide the Department with at least two ADA training sessions. Objective is being achieved. EAD Nutrition Program: 8/10/09 Demonstrated assistive listening equipment for Nutrition Program Staff for improved program access. Follow -up training and distribution of assistive listening equipment: 9/2 Keaau Nutrition, 9/10 & 11 Aunty Sally's Nutrition Program, and 9/30 Pahoa Nutrition Programs. 8/13/09 & 9/10/09 EAD Coordinated Services staff training for TTY TRS (telephone relay system), Sorenson Videophone, and other telecommunication techniques for deaf patrons. Aquatics Division: 10/13/09 Chair lift demo and practice for new Hoyer Style Lift for staff and patron North Kohala Pool. 12/14/09 ADA Briefing and Introduction of new inclusion brochure for Aquatics Staff Meeting. 8. Provide complete fingerprinting background checks on all new employees, temporary hires and volunteers who work in close proximity to children. Objective is being achieved. Fingerprint background checks were done for temporary Winter Intersession hire, Furlough Friday hire and Recreation program volunteers. Summer Fun temporary hires will be fingerprinted in May /June 2010. 9. ADA Specialist to update language on registration forms, parent handbook and other printed materials for the public. Objective is being achieved. ADA specialist is currently updating information for 2010 Summer Fun/Intersession handbook. Six Month Progress Report on Program Objectives for FY 2009 -10 17 PARKS & RECREATION SUMMER AND INTER - SESSION PROGRAM 1. Conduct a minimum of 20 Summer Fun programs island -wide. Program starts June 2010. 2. Continue to conduct longer programs hours at majority of the sites. Program starts June 2010. 3. Form partnerships with Pana`ewa and Keaukaha Community Associations in which they provide scholarships for their youngsters i.e., $60 for an all -day program, community association subsidizes $30 for each community members' children. Program starts June 2010. 4. Work in partnership with the DOE or HCEOC to sponsor free lunch program for the following sites: Yano Hall, Kohala, Hilo Armory, Pana`ewa, Kawananakoa, Carvalho, Waiakea Recreation Center, Papa`ikou, Papa`aloa, Honoka`a, Pahoa, Kea'au, Mt. View, HOVE, Pahala, Hawaiian Beaches Park and Na`alehu. Program starts June 2010. 5. Supplement the regular Summer Fun program with various enrichment -type programs for those willing to pay the higher fee: • Develop and implement a teen -scene programs at Pu'u'eo Community Center in East Hawaii and at Hale Halawai in Kona, teaching life's skills with emphasis on leadership training. This will run for six weeks from 8 a.m. to 3 p.m., targeting teens 12 — 17 years old, at a cost of $160er teen. • Conduct an all -day Summer Fun Academy at Hilo Armory to run for six weeks and target children in grades 1 — 4, at a cost of $160 per child. Program starts June 2010. 6. Develop a minimum of fifteen (15) Inter - Session Activities during Spring, Fall and Winter breaks. Objective is being achieved. Fall Break 10/5 -9/09. Sites that adjusted their hours to better service the children in their communities: 1) Honomu Gym — 10:00 am -6:00 pm. 2) Paauilo Gym — 10:00-6:00 pm. 3) Wainaku Gym — 8:00 am -4:00 pm. 4) Hale Halawai — 10:00 am -6:00 pm. Six Month Progress Report on Program Objectives for FY 2009 -10 18 PARKS & RECREATION SUMMER AND INTER - SESSION PROGRAM Winter Intersession Program 12/21- 12/31/09. 1) Waiakea Uka Gym — 65 children registered ($30.00 per child Program fee) 2) Wainaku Gym — 53 children registered ($30.00 plus $5.00 activity fee) 3) Kawananakoa Gym — 33 children registered ($30.00 plus $7.00 activity fee) 7. Integrate children with disabilities into the summer and inter - session programs wherever possible, through the assistance of the Therapeutic Specialist. No ADA accommodations were requested during Fall Break and Winter Intersession. Summer Fun to begin June 2010. • Six Month Progress Report on Program Objectives for FY 2009 -10 19 PARKS & RECREATION HO'OLULU PARK COMPLEX 1. Provide clean, safe and well - maintained facilities: a. Close each facility once per year for general clean up and minor repairs. Objective is being achieved. Civic was completed in November, 2009; Wong Stadium and Walter Victor in December, 2009; Aunty Sally's Lu'au Hale will be done in February, 2010 and E. K. Multi- Purpose Stadium will be done in March, 2010. b. Pressure wash each facility once every quarter. Objective is being achieved. Civic - August and December, 2009 (50 %) Wong Stadium - July and December, 2009 (50 %) Walter Victor Stadium — August and November, 2009 (50 %) E. K. Multi- Purpose Stadium - September and December, 2009 (50 %) Aunty Sally's Lu'au Hale - September and December, 2009 (50 %) c. Check on safety hazards daily. Objective is being achieved. Both day and night shift supervisors are required to fill out Daily Checklist forms which list all repairs and safety hazards. Repair worker checks list and completes all necessary repairs. d. Clean and sanitize facilities before and after events in 99% of the cases. Objective is being achieved. Facilities are cleaned 100% of the time. During the first two quarters we had 1,560 activities. Each was cleaned and sanitized before and after each activity. e. Work with Safety Committee to have courtesy safety inspection annually. Objective is being achieved. Inspection will be done in March, 2010. 2. Provide a well- manicured playing surface at all ballfields (Wong Stadium and Walter Victor Baseball Complex): a. Mow lawn weekly, weather permitting, 90% of the time. Objective is being achieved. 26 weeks (50 %) b. Close each ballfield at least one week annually for field renovations. Objective achieved. All fields were closed September, 2009 for field renovations. Six Month Progress Report on Program Objectives for FY 2009 -10 20 PARKS & RECREATION HO'OLULU PARK COMPLEX c. Aerate ballfields semi - annually. Objective achieved. Completed December, 2009 d. Fertilize ballfields quarterly. Objective is being achieved. Fertilized in July and December, 2009. 3. Provide training for staff: a. Conduct safety talks on different topics every month. Objective is being achieved (50 %): July, 2009 — MSDS August, 2009 — Back Safety September, 2009 — Head Protection October, 2009 — Proper Housekeeping November, 2009 — Eye Safety December, 2009 — Mower Safety b. Retrain employees on equipment use semi - annually. Objective being achieved - 50 %. Supervisors retrained employees in October, 2009 c. Have supervisors conduct equipment maintenance training and have equipment maintained weekly. Objective is being achieved - 50 %. Supervisors had training done in July, 2009 and equipment were maintained for 26 weeks during the first two quarters. Employees rotate equipment maintenance. d. Provide refresher course on Material Safety Data Sheet annually. Objective achieved - 100 %. Had refresher course with employees in July, 2009. 4. Enforce rules and educate sponsors: a. Comply with Federal ADA, State OSHA, County, Department and Complex rules and regulations. Objective is being achieved. Rules are discussed with users and distributed with all applications. Supervisors are trained to enforce all rules. Six Month Progress Report on Program Objectives for FY 2009 -10 21 PARKS & RECREATION HO'OLULU PARK COMPLEX HO'OLULU b. Revise rules annually. Objective is being achieved. Rules were reviewed in July, 2009 and revised as needed. c. Distribute rules with all applications. Objective is being achieved. Rules were distributed with all applications. 5. Work with Hilo Jaycees, Lehua Jaycees, Intake Service, schools and community groups for improvements to the Ho`olulu Complex: a. Complete one major improvement project. Objective achieved. The students under the guidance of Councilman Onishi painted all of the curbings E. K. in October, 2009. b. Do beautification/landscaping project for each facility annually. Objective is being achieved. Each facility had beautification/landscaping done during the first two quarters and is ongoing. All ball fields were re- sodded and manicured. 6. Maximize use of all facilities within the Ho`olulu Complex by accommodating an estimated 2,400 activities annually. Objective is being achieved. As of this period we accommodated 1,560 activities thus far. Six Month Progress Report on Program Objectives for FY 2009 -10 22 PARKS & RECREATION AQUATICS 1. Provide services at our nine (9) pool facilities with two (2) lifeguards on duty daily at Kona Community Aquatics Center and Sparky Kawamoto Swim Stadium and one lifeguard on duty daily at Pahoa Pool 95% of the time. Pahala, Kohala, Konawaena, Honoka`a, Laupahoehoe and NAS will have at least one lifeguard on duty Monday through Friday, 95% of the time. Objective not being met at Kawamoto due to staff leave. Not met at Pahoa due to staff leave and mechanical failures that caused closures. Not met at NAS pool due to extended medical leave of staff. Not met at Konawaena due to medical leave of staff and closures for repairs to facility. Objective was not met at Honoka'a due to closures for renovations in November 2009. 2. Offer recreational and lap swimming for approximately 700,000 patrons. Offer Learn-to -Swim and other water related courses to approximately 3,500 patrons at NAS Pool and Kona Community Aquatic Center 95% of the time year round and at least 8 weeks in the calendar year at all other pools. Objective is being achieved as of December 31, 2009. 3. Develop and distribute a quarterly brochure of County of Hawaii pool facilities highlighting recreational and adult lap swimming hours as well as swim lessons, special events and programs. This objective is met on an on -going basis. The Aquatic division quarterly program guide is produced and distributed every three months. The latest edition was issued December 1, 2009. 4. Initiate two (2) water safety instructor classes through American Red Cross instructor trainers for East and West Hawaii to increase the pool of candidates for Learn -to- Swim program instructors. This objective not being achieved due to the American Red Cross not offering this training. Aquatics must depend on the ARC for this training. 5. Conduct two (2) American Red Cross Lifeguard Training, two (2) CPR for the Professional Rescuer and two (2) First Aid and safety classes at each of our nine (9) pool facilities during the fiscal year. Objective is being achieved. The Aquatic division has a schedule of American Red Cross classes scheduled for the calendar year of 2010. The aforementioned classes are being taught at all facilities throughout the calendar year Six Month Progress Report on Program Objectives for FY 2009 -10 23 PARKS & RECREATION AQUATICS 6. Plan, promote and coordinate five (5) novice swim meets serving approximately 200 participants during August through November 2009. Objective achieved. The 2009 Novice season started in August and ended October 31 Five meets were held at Pahoa, Konawaena, NAS, Laupahoehoe and KCAC. 7. Sponsor or provide major support to at least two (2) open water swim competitions, one on each side of the island. Objective achieved. The Hapuna Roughwater swim took place on July 5, 2009 and the Richardsons Roughwater Swim took place on July 26, 2009. 8. Promote workplace safety for all staff by providing personal protective equipment and safety training such as Bloodborne Pathogens training and monthly safety talks for Aquatic Division supervisors. Objective is being achieved. January and February are the re- certification months for Aquatics in American Red Cross Blood Borne pathogens training. All staff is retrained during this period. Monthly safety training is also ongoing. 9. Replace or install lifeguard stands at all pool facilities offering lifeguards the best possible vantage point to survey patrons. Objective achieved at eight of the nine facilities. NAS does not require a Lifeguard stand as it is an instruction only facility. All other facilities have functioning Lifeguard stands. Six Month Progress Report on Program Objectives for FY 2009 -10 24 PARKS & RECREATION CULTURE & COMMUNITY ARTS 1. Provide 65 workshops and classroom instructions in various disciplines, music, dance, drama, arts, crafts, and natural sciences at established sites Countywide. Objective is being achieved. Conducted a total of 55 workshops and classroom instructions in various disciplines or 85% or projected goal as of 12/31/09. 2. Develop and conduct at least one Cultural /Community event per quarter to preserve ethnic traditions and heritage, encourage craftsmanship and cottage industry. Objective achieved. Developed and coordinated the Fourth of July 2009 "Blast" , the Hilo Bay BBQ Contest, Moku 0 Keawe Canoe Races, Paradise Cruise Car Show, County Band Concert and Lehua Jaycees Fireworks Exhibition, Pohoiki Surf Contest, Kau Fourth of July Parade and Hoolaulea, Hawaii Canoe Racing Association State Championship Regatta, Kona Farm Fair, 2009 Queen Lili'uokalani Festival, Veteran's Day Parade, Moku 0 Keawe International Festival, and County Christmas Wreath Exhibit. 3. Market programs by securing community involvement and financial support through six partnerships /sponsorships. Objective achieved. Programs and events were supported through partnerships and collaboration with the Hawaii Tourism Authority, State of Hawaii DLNR, Pacific Radio Group, Hawaii Ballroom Association, Blue Hawaiian Helicopters, Hawaii Tropical Flowers Association, Moku 0 Keawe Foundation, Lehua Jaycees and the Hawaii County Police and Fire Departments. 4. Advertise and promote the Cultural & Community Arts programs and activities through our quarterly "Arts Visions" newsletter and media such as radio, television, periodicals and newspapers. Objective is being achieved. Programs and projects were advertised through the Hawaii Tribune Herald, West Hawaii Today, Hawaii County Website, Pacific Radio Group, KWXX, Hawaiian Airlines, Travel Magazines, Tourist Magazines, Honolulu Advertiser, North Hawaii Newspaper, Current Events, Big Island Visitor's Bureau and the Big Island Magazine. Six Month Progress Report on Program Objectives for FY 2009 -10 25 PARKS & RECREATION ELDERLY ACTIVITIES EAD Administration The division will provide and /or facilitate a wide array of services and opportunities and evaluate the quality of services provided by: 1. Coordinating a service delivery system that addresses the needs and interests of older adults by providing comprehensive and coordinated services, represented by the division's six major programs, for over 9,555 seniors annually and conducting an annual evaluation on each program. Objective achieved. Provided services to 10,275 seniors, or 108% of the established objective of 9,555 seniors and conducted evaluations on 6 of the six (6) EAD programs or 100% of the objective of six (6). The division will ursue the help from persons and groups to improve and maintain P &R P P P g P P facilities and enhance programs /services /activities by: 2. Maintaining the EAD Advisory Council made up of representatives from the 25 senior citizen clubs, 15 nutrition sites and the RSVP Advisory Council by conducting at least one general meeting in January and six district meetings in July of each fiscal year servicing 40 presidents /chairpersons islandwide. Objective is being achieved. Arranged six (6) Advisory Council district meetings or 86% of the objective of seven annually. The division will provide regular facilities and safety inspections and training for staff by: 3. Maintaining an EAD Safety Committee with at least one representative of each program meeting quarterly to enforce safety procedures, improve unsafe conditions affecting staff and seniors and give feedback to the department safety committee, as needed, and conduct a safety on -site evaluation semi - annually (January and July) of 32 senior center facilities and conduct safety evaluations /training for 50 EAD staff by June 30, 2010. Objective is being achieved. Arranged two safety meetings or 50% of the established objective of four annually. Conducted one semi - annual safety facilities inspection of 32 senior center facilities and conducted 39 staff safety evaluations /training or 50% and 78% of the established objective of two semi- annual inspections of 32 facilities and 50 staff evaluations /training respectively. Six Month Progress Report on Program Objectives for FY 2009 -10 26 PARKS & RECREATION ELDERLY ACTIVITIES In order to keep the public informed of its activities the division will: 4. Produce at least one "Video Highlights" of the division's activities annually. Objective achieved. Produced one "Video Highlights" (Kupuna Hula Festival) of the division's activities or 100% of the objective of one. 5. Maintain the division's Kupuna News magazine by providing information on all EAD program activities and printing at least 2,800 copies for distribution to over 200 organizations quarterly. Objective is being achieved. Printed and distributed two issue of the Kupuna News magazine, or 50% of the objective of four issues. EAD Recreation 1. Provide and promote active and passive recreational, cultural and leisure opportunities to 2,500 unduplicated individuals 55 years and older at 25 senior centers islandwide by June 30, 2010. Objective achieved. Served 3,268 or 131% of the established objective of 2,500 seniors at 25 senior centers or 100% of the established goal of 25 senior centers. 2. Serve 1,025 older adults in recreational, educational, health - related and cultural classes at 25 senior centers by June 30, 2010. Objective achieved. Served 1,887 older adults or 105% of the established objective of 1,800 older adults in recreational, educational, health related and cultural classes at 25 senior centers or 100% of the established objective of 25 senior centers. 3. Provide at least eight districtwide activities for a total of 1,475 older adults in Puna/Ka`u, North and South Hilo, North and South Kona, North and South Kohala, and Hamakua by June 30, 2010. Objective achieved. Provided 15 district activities or 188% of the goal of eight activities for a total of 1,206 older adults or 82% of the goal of 1,475 older adults. Six Month Progress Report on Program Objectives for FY 2009 -10 27 PARKS & RECREATION ELDERLY ACTIVITIES EAD Special Program 1. Provide at least six countywide /state /national /international events for 1,300 older adults by June 30, 2010. Objective is being achieved. Provided four or 66% of the established objective of six events and served 1,755 or 135 % of the established objective of 1,300 older adults. 2. Serve a total of 800 older adults in at least four countywide special events and serve 200 older adults in one statewide event by June 30, 2010. Objective is being achieved. Countywide: Provided two or 50% of the established objective of four countywide events and served 888 or 111% of the established objective of 800 older adults. Statewide: Objective Achieved Provided two or 100% of two statewide events, and served 867 or 173% of the established objective of 500 older adults. 3. Provide one cultural event for 300 older individuals on a county /state /international level that will attract a total of 1,200 attendees by June 30, 2010. Objective achieved. Hawai'i Kupuna Hula Festival provided one or 100% of the established objective of one cultural event and served 446 or 149% of the established objective of 300 older adults. The festival attracted 1,870 or 156% of the established objective of 1,200 attendees. Six Month Progress Report on Program Objectives for FY 2009 -10 28 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 1. Continue focusing on the rainforest theme by acquiring 2 new animals. Objective achieved. In July 2009, we received an additional Cotton -Top Tamarin on loan to our zoo from Pacific Primate Sanctuary on Maui. Two Bearded Dragons and two Leopard Geckos were acquired from the Department of Agriculture. Two Golden Pheasant eggs were donated from a private donor. 2. Plan and implement three night activities at the Zoo by June 30, 2010. Objective is being achieved. The Zoo Information/Education Specialist will be planning a night activity for early Spring/ Early Summer 2010. We may be able to provide additional night activities in partnership with the Recreation Summer program. 3. Successfully breed two animal species for exhibit or to trade with other facilities. Objective achieved. On October 7, 2009, two new Binturong babies were born at the zoo. At 3 months of age, they're thriving and doing very well as we prepare to wean them from their mother and look for an appropriate facility to place them on loan. Two Golden Pheasants were successfully hatched out here at the zoo. We have Dwarf Goats for the petting zoo due to kid in early March. 4. Continue to work with community groups to help facilitate 21 projects for improvements at the Zoo and Equestrian Center. 3 projects were completed to date • Eagle Scout Michael Yagi for a total of 18 volunteer hours with 20 volunteers constructing a greenhouse for zoo use • Boy Scout Troop 49 put in 5 volunteer hours with 18 volunteers to beautify the landscape • Hawaii Academy of Arts & Science volunteered 7 hours with 35 volunteers on their landscape beautification project 5. Provide 45 educational guided tours of the Pana'ewa Rainforest Zoo and Gardens annually through Friends of the Zoo. Objective is being achieved. There have been 14 guided tours with 690 participants in the first half of this fiscal year. The bulk of school tours will occur towards the end of the school year. Six Month Progress Report on Program Objectives for FY 2009 -10 29 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 6. Continue to make information on the Pana`ewa Rainforest Zoo and Gardens available on the internet by working with Friends of the Zoo to maintain a Zoo web site. Objective is not being achieved. The Friends of the Zoo website continues to have accessibility issues and we are unable to recognize it as the zoo website at this time. We are hopeful that the website can be made ADA compliant in the future. 7. Continue to offer Friends of the Zoo docent training to assist with guided tours of the Zoo as well as outreach programs by providing at least 1 docent training session each year through Friends of the Zoo. Objective is being achieved. The Annual Zoo Docent Training Class is scheduled to begin on February 4, 2010, and will continue for six weeks. 8. Provide a well maintained Rodeo Arena, Racetrack and stables for the Equestrian community: a. replenish the Arena surface material annually The arena is in decent condition and will not be replenished this year due to budget restraints. b. inspect Arena and stables monthly and report to Department The arena and stables are inspected regularly by the complex maintenance employee. No formal report is generated unless it is requested. c. with the Rodeo community, host 3 rodeo events annually The upcoming Hawaii Horse Owners Association annual rodeo is scheduled for February 2010. d. with the Equestrian community, host 2 races or dressage events annually. The Hawaii Island Dressage and Combined Training Association has held one event and is planning an additional spring event. Six Month Progress Report on Program Objectives for FY 2009 -10 30 PARKS & RECREATION 'ALAE CEMETERY 1. Maintain cemetery grounds and pavilion to acceptable standards. Objective achieved. Maintenance is ongoing. 2. Assign and record all burials. Objective is being achieved. Location Number of Caskets Number of Urns Alae 30 17 Final Status Report on Program Objectives for FY 2008 -09 PARKS & RECREATION VETERANS CEMETERIES - EAST AND WEST HAWAII 1. Continue to seek community assistance in beautifying the cemeteries. Work with Sons and Daughters of Veterans for a project per year. Work with HCCC for clean- up preparation for special ceremonies and holidays. Work with Golf Course Superintendent's Association for Veterans #3 improvement. Objective not achieved. • No planting projects for Vets III were conducted by Veterans Cemetery Association. • No Sons and Daughters of Veterans project done to date • No HCCC assistance was solicited by Parks to date • Did not work with the Golf Course Superintendent's Association for Vet #3 improvements to date. 2. Continue to coordinate development of the East and West Hawai`i Veterans Cemetery with the Veterans Advisory Committee and the Department of Defense. Objective achieved. Parks & Recreation Director has met with Veterans Advisory Committee on a monthly basis and has shared status reports on cemetery development. Parks Maintenance has addressed concerns brought forth by the committee. Final Status Report on Program Objectives for FY 2008 -09 2 PARKS & RECREATION RURAL CEMETERIES 1. Continue maintenance of cemetery grounds. Objective achieved. Maintenance is ongoing. 2. Assign and record all burials. • Objective achieved. Location Number of Caskets Number of Urns Hawi 1 2 Honoka'a 1 1 Kainehe (aka Kukai'au) 0 0 Kukuihaele 1 0 Naalehu 12 2 Waimea 2 1 Final Status Report on Program Objectives for FY 2008 -09 3 PARKS & RECREATION HAWAII COUNTY BAND 1. Provide musical services for the island residents and visitors by working with community organizations and providing 40 musical services annually (e.g. parades, ceremonies, festivals, concerts and special events.). Objective achieved. Provided 40 performance services during FY 2008 -09. These services include parades, concerts, patriotic ceremonies and special events in Hilo,Volcano, Waimea, Honoka'a, Panaewa, Kona,and Kea'au. 2. Provide 11 monthly Mo`oheau Bandstand concerts that are entertaining, educational, musically challenging, and historically significant. Objective achieved. Provided 12 monthly Mo'oheau Park concerts during FY 2008 -09. All concerts very well attended and well received by the crowd in attendance. A brief history of the Hawai'i County Band is presented to the audience at concerts to inform the public of the band's cultural and historical significance. In addition, program notes on selections being performed are presented to the audience in order to help the audience better understand each work. To insure that the band plays a variety of quality music, pieces are chosen from selected national lists such as the National Band Association, Music Educators National Conference, The Instrumentalist, and the College Band Directors National Association. Every monthly concert tries to incorporate either a featured solo or popular selection. 3. Sponsor the Intermediate and High School Concert Band Festival, which showcases school bands from the Big Island and elsewhere. Objective achieved. The Big Island Band Festival was held on May 09 at the Afook - Chinnen Civic Auditorium. 8 bands from East Hawaii participated in this event. The Big Island Intermediate and High School Select Band was be held on March 1 at Kamehameha Schools. Students from Hilo, Waiakea, Kamehameha, and Kea'au, participated in this event. Students rehearsed for 4 weekends at Kamehameha Middles school and Waiakea High School. From all accounts the event was a huge success and great benefit to all the students who participated. Final Status Report on Program Objectives for FY 2008 -09 4 PARKS & RECREATION HAWAII COUNTY BAND 4. Feature at least two young musicians as soloists at the April or May Mo`oheau Bandstand Concert, which provides musically educating opportunities for the young people of the County of Hawai`i, annually. I I Objective achieved. We featured two young musicians in the Hawai'i County Band's May concert. Nathaniel Friday played "A Touch of Tuba" by Art Dedrick and Evan Sato conducted the "Hilo March ". 5. Introduce 20 new musical ieces per year to provide musical challenges to the band P P Y P g members. Objective achieved. 24 new pieces have been performed. Final Status Report on Program Objectives for FY 2008 -09 5 PARKS & RECREATION WEST HAWAI'I BAND l i 1. Provide musical services for island residents and visitors by working with community organizations and providing 20 — 25 musical services annually. (eg. Parades, ceremonies, festivals, concerts, and special events) Objective not achieved. Provided 14 performance services including: Fourth of July Parade, Hulihe'e Palace Concert, International Billfish Tournament Ceremony, Kona Coffee Parade, Iron Man Triathlon, and Kailua Christmas Parade. 2. Provide 6 monthly concerts that are entertaining, educational, musically challenging and historically significant. Objective not achieved. Provided 5 concert at Hulihe'e Palace 3. Feature a young musician as soloist at the March or May monthly concert, to provide music education opportunities for the young musicians of Hawai'i County. Objective not achieved. 4. Introduce 20 new pieces per year to provide musical challenges for the band. Objective achieved. 20 new pieces have been introduced either for sight reading, rehearsal or performance purposes. • Final Status Report on Program Objectives for FY 2008 -09 6 PARKS & RECREATION ADMINISTRATION 1. Continue to distribute P &R Service survey at all staffed facilities and activities /events conducted by the department. • Objective achieved. Survey results are compiled quarterly and shared with all employees. 2. Continue to update information for Divisions and Sections on the County of Hawaii website on a timely basis. Objective achieved. Our Departmental Data Processing Coordinator continues to update the website with quarterly program guides, special events information and departmental rules and regulations. 3. Continue implementation of the transition plan for accessibility to public facilities during the fiscal year. Objective is being achieved. Implementation of the Transition Plan is still steadily progressing. To date, the department has completed 36 accessibility improvement projects island -wide, seven are currently under construction, and 36 more are in various stages of design. The department is also in the process of negotiating design contracts and /or selecting consultants for 23 additional sites island -wide. A total of 50 park sites have been deferred by the Court. 4. Continue implementation of the transition plan for program accessibility during the fiscal year. Objective achieved. The ADA Recreation Specialist has completed transition plan report and submitted to DCAB for approval. The specialist also continues to work with divisions to ensure programs are accessible. 5. Continue implementation of the transition plan for playground safety and accessibility during the fiscal year. Objective achieved. New playgrounds have been completed at W.H. Shipman Park, Volcano Park, Pahoa Neighborhood Facility, Hawaiian Beaches Park and construction will commence shortly on William Charles Lunalilo Playground in Kailua. A volunteer project overhauled much of Kamakana Playground at Higashihara Park including the installation of new playground features as well as repairs to existing ones. We are also working on implementing major repairs at the playgrounds at Kamehameha Park, Pana`ewa Park, Mohouli Park, Keikilan and Lincoln Park. Final Status Report on Program Objectives for FY 2008 -09 7 PARKS & RECREATION ADMINISTRATION 6. Maximize resources by encouraging the "Friends of the Park" program and identify a minimum of five community service projects that focus on maintenance and /or improvements to park facilities. Objective not achieved. Volunteers have organized to work with the Department of Parks and Recreation to install a new scoreboard in Pana'ewa, for the renovation of the Pana'ewa Community/Family Center, and the repair of' Higashihara Park. 7. Provide at least one technical job specific training for 50% of administrative staff. Objective achieved. One job specific training was provided for 95% of the administrative staff (20/21 employees). Final Status Report on Program Objectives for FY 2008 -09 8 PARKS & RECREATION PARKS MAINTENANCE 1. Maintain completion range of 2400- 2600 work orders on an annual basis. Objective achieved. 2,631 work orders completed. 2. Undertake two parks improvements projects per district (18). • One of which supervisor to work with a community group to improve the parks — 1 park per district minimum. Objective achieved. Throughout the 9 districts, a total of 107 improvement projects were completed, 78 in- house, 29 by volunteers. 3. Monitor complaints filed for strategic planning purposes for maintenance and services improvements. • Record type, number, district, etc. of complaints and implement necessary maintenance procedures, standards, training, discipline, etc. for corrections. Objective achieved. 43 complaints were recorded. Follow -up for corrections were made. • Make annual inspections of facilities with responsible supervisor. (9 districts) Analyze and discuss methods of improvements. Objective Achieved. The Superintendent of Park Maintenance and the West Hawaii District Superintendent made comprehensive audits of all facilities within all districts. Formal audit reports were generated and discussed with supervisors. Corrected measures followed, ensuring compliance with Division standards. 4. Provide for safe facilities and grounds. • Conduct safety inspections of facilities: Weekly by supervisors (52 per supervisor = 468 total inspections /year). Superintendent to conduct safety inspections on all facilities on a semi- annual basis. • Correct hazards on a timely basis. Objective achieved. 52 weekly safety inspections were conducted for each of the nine districts during FY 2008 -09. Corrections were made in a complete and timely manner. Inspection reports were audited randomly by the Superintendent of Parks Maintenance. Final Status Report on Program Objectives for FY 2008 -09 9 PARKS & RECREATION PARKS MAINTENANCE 5. Provide for a safe working environment. • Participate with department safety committee and discuss and evaluate accident reports. • Correct any hazardous conditions or practices. • Provide a minimum of one safety instructional sessions per crew each month. • Review and upgrade Park Maintenance Safety and Health Program to include required written safety programs and HIOSH safety training documentation. Full implementation and HIOSH compliance of Parks Maintenance Hazcom, Respirator, and Bloodborne Pathogen Safety Programs 31 July 2008. Objective achieved. The Parks Maintenance Division sent a safety representative to the Department's monthly safety meetings. Supervisors facilitated a total of 150 plus safety talks /training classes. Also major reviews and program upgrades to many of the Division's individual safety programs were undertaken: Bloodborne Pathogen, Fall Protection, Hearing Conservation, Playground Safety, Facility Trip and Fall Hazard Mitigation, Respirator, Asbestos and Lead Abatement. Top -notch professional training was rendered to the rank and file by way of the County Safety Coordinator's Office and outsourced safety consulting firms. 6. Continue to perform random checks of facilities. Objective achieved. Superintendent of Parks conducts monthly onsite park inspections within each district. 7. Continue implementation of uniform maintenance standards for all facilities. Full implementation by 31 July 2010. Ongoing training of uniformed maintenance standards continued throughout the fiscal year. Full implementation date- July 31, 2010. Final Status Report on Program Objectives for FY 2008 -09 10 PARKS & RECREATION RECREATION 1. Provide introductory instruction in all recreational facilities in at least 4 of the following sports (basketball, baseball, volleyball, track and field, tennis, flag football, badminton) for children and adults, one or more in each respective season (i.e. Fall — basketball; Winter — baseball and track/field; Spring — volleyball; summer — tennis/flag football). Objective achieved. Several sites have fulfilled this objective during the Summer Fun program, Fall and Winter Inter- Session programs. 2. Provide at least six seasonal arts and craft activities for children and adults in all recreational facilities (i.e. Fall — Halloween /Thanksgiving/Christmas craft activities; Winter — Valentines /St. Patrick/Easter activities; etc.). Objective achieved. Arts and craft activities were offered at least twice during Summer Fun, Winter and Fall Inter - Session programs. 3. Maintain a safe facility, free of hazards for all activities, patrons and employees by conducting daily safety inspections and remitting work orders as necessary to correct unsafe conditions. A comprehensive safety inspection to be conducted on a quarterly basis. Objective achieved with quarterly reports being sent to Safety. 4. Plan, organize and implement a minimum of two district -wide events in each respective district that is responsive to the respective community's needs and interests (i.e. Hilo District — The Biggest Easter Egg Celebration; Hamakua District — Hamakua Fun Day; etc.). Objective achieved. Final Status Report on Program Objectives for FY 2008 -09 11 PARKS & RECREATION RECREATION HILO DISTRICT: 1) Halloween Pumpkin Patch at the Butler Building 2) Jimmy Yagi's Basketball Clinic 3) Vulcans Baseball Clinic 4) Vulcans Basketball Clinic 5) Biggest Easter Egg Hunt 6) Vulcans Softball Clinic 7) PeeWee Basketball Camp HAMAKUA DISTRICT: 1) Hamakua district officiating Clinic 2) Super Saturday Basketball League in conjunction with N/S Kohala district. 3) Ohana Fishing Tourney 4) Hamakua Santa's Workshop 5) Hamakua Keiki Fishing PUNA/KA'U DISTRICT: 1) Puna district Halloween Celebration 2) Pahala Halloween Party 3) P &R/UHH Baseball clinic in Pahoa 4) Jimmy Yagi clinic in Kau 5) Shipman Hiking program N/S KOHALA DISTRICT: 1) Super Saturday Baskeball League in Conjunction with Hamakua district 2) Ohana Fishing Tourney 3) P &R./UHH Softball Clinic in Waimea 4) N. Kohala Fall Hiking Expedition 5) N. Kohala Winter Hiking Expedition N/S KONA DISTRICT: 1) Jimmy Yagi/Sports Authority Basketball Clinic 2) Kalae ltd Baseball Clinic 5. Develop a minimum of six partnerships with other recreation providers as well as community organizations to maximize service and activities to the public (i.e. summer camping program in partnership with the YMCA). Objective achieved. Final Status Report on Program Objectives for FY 2008 -09 12 PARKS & RECREATION RECREATION HILO DISTRICT: 1) Halloween Pumpkin Patch at the Butler Building Partnered with Hilo Jaycees, Meadow Gold Dairies, Hilo High Key Club, Waiakea High Key Club, and Hilo Jaycees Boosters. 2) Jimmy Yagi's Basketball Clinic Partnered with Jimmy Yagi, Bill O'Rear, Don's Grill and Hawaiian Air. 3) Vulcan Baseball Clinic: Partnered with UHH Vulcan Baseball team 4) Vulcan Softball Clinic Partnered with UHH Vulcan Softball Team 5) Vulcan Basketball Clinic 1 Partnered with UHH Vulcan Basketball team 6) PeeWee Basketball Camp Partnered with Don's Grill, Meadow Gold, and Uka Community Association 7) Biggest Easter Egg Hunt Partnered with Hilo Jaycees, WHS Key Club, HIS Key Club, local businesses HAMAKUA DISTRICT: 1) Officiating Clinic.Partnered with BIIF Officials 2) Ohana Fishing Tourney. Partnered with various fishing stores islandwide (Dino's, Itsu's, Tokunaga, etc.) 3) Super Saturday Basketball League. Partnered with S. Kohala Recreation. 4) Hamakua Santa's Workshop. Partnered with Koaniani Community Association. 5) Hamakua Keiki Fishing. Partnered with Koaniani Community Association. PUNA/KA'U DISTRICT: 1) Puna district Halloween Celebration. Partnered with Puna Rotarians. 2) Pahala Halloween Party. Partnered with Pahala Community Association. 3) P &R/UHH Baseball clinic in Pahoa. Partnered with UHH Baseball team and Puna Lions. 4) Jimmy Yagi clinic in Kau. Partnered with Jimmy Yagi 5) Shipman Hiking program. Partnered with Shipman Industries Final Status Report on Program Objectives for FY 2008 -09 13 PARKS & RECREATION RECREATION N/S KOHALA DISTRICT: 1) Ohana Fishing Tourney Partnered with various fishing stores Islandwide (Dino's, Itsu's, Tokunaga, etc.) 2) Super Saturday Basketball League Partnered with Hamakua Recreation 3) P &R/UHH Vulcan Softball Clinic Partnered with UHH Vulcan Softball team And Waimea Deli 4) N. Kohala Fall Hiking Expedition. Partnered with Kohala Athletic Association. 5) N. Kohala Winter Hiking Expedition. Partnered with Kohala Cultural Center. N/S KONA DISTRICT: 1) Jimmy Yagi/Sports Authority Basketball Clinic. Partnered with Jimmy Yagi, Sports Authority and Councilpersons Onishi and Yagong 2) Kalae Iki Baseball Clinic Partnered with Betty Kanuha Foundation, Jack Gifford Foundation, WH PONY and HIPAL. 3) Hawaii Island Hoop. Featuring Luke Ridnour. 4) Halloween Funday (Candyland). Partnered with Solid Rock Ministries. 5) Basketball Clinic. Partnered with World Youth Basketball Tourney. 6) Basketball Clinic (grades 8 -12). Partnered with Makualani High School. Final Status Report on Program Objectives for FY 2008 -09 14 PARKS & RECREATION RECREATION 6. Provide quarterly training for the P &R staff on various issues, ADA concerns, safety issues, self - improvement /enhancement, etc. Objective achieved August 29 Professional Development: Tennis skills and Hiking September 19 Professional Development: Officiating October 10 ADA Training: Service Animals and Disability Issues November 14 Safety Video Training: Ladders and Bloodborne Pathogen January 9 Professional Development: QLCC provided arts and craft sessions January 30 Track and Field February 13 ADDH insights courtesy of HRPA March 30 Professional Development: Leadership and Motivation April 24 Professional Development: Sports Officiating May 1 ADA by Alisa Mitchener 7. Provide the Department with at least two ADA training sessions. Objective achieved. October 10 ADA Training on Service Animals and Disability Issues February — May Various ADA training/orientation for EAD and Aquatics 8. Finalize a strategic plan for the division by December, 2008. Objective not achieved. Draft still at Parks & Recreation administration office. Waiting instructions from new administration. 9. Provide complete fingerprinting background checks on all new employees, temporary hires and volunteers who work in close proximity to children. Objective achieved. Fingerprinted all temporary hires for Fall and Winter Inter - session and program volunteers. 10. ADA Specialist to update language on registration forms, parent handbook and other printed materials for the public. Objective achieved. ADA specialist continually updates language on all forms and handbooks. Final Status Report on Program Objectives for FY 2008 -09 15 PARKS & RECREATION _ w SUMMER AND INTER - SESSION PROGRAM 1. Conduct a minimum of 20 Summer Fun programs island -wide. Objective Achieved. 1) HOVE 8) Waiakea Uka 15) Papa'ikou 2) Na'alehu 9) Andrews 16) Papa'aloa 3) Pahala 10) Hilo Armory 17) Honoka'a 4) Shipman 11) Kawananakoa 18) Waimea 5) Pahoa 12) Wainaku 19) Kohala • 6) Yano Hall 13) Carvalho Park 20) Waikoloa 7) Kekuaokalani Gym 14) Kapi`olani School 21) OA Events Pavilion 22) Waiakea Rec Center 2. Continue to conduct longer programs hours at majority of the sites. Objective achieved: Sites that ran from 7:30 am — 5 pm 1) Andrews Gym 2) Waiakea Recreation Center Sites that ran from 7:45 am — 3 pm 1) Pahoa ' 8) Kohala 2) Papa'ikou 9) Waimea 3) Honoka'a 10) Waikoloa 4) Waiakea Uka 11) Wainaku 5) Hilo Armory 12) Kapi`olani 6) Carvalho 7) Kawananakoa Sites that ran from 7:45 am — 2 pm 1) Shipman 3) OA Events Pavilion 2) Yano Hall 4) Kekuaokalani Gym Sites that ran from 7:45 am — 1 pm 1) HOVE 3) Papa`aloa 2) Na'alehu 4) Pahala 3. Form partnerships with Pana`ewa and Keaukaha Community Associations in which they provide scholarships for their youngsters i.e., $60 for an all -day program, community association subsidizes $30 for each community members' children. Objective not achieved. Pana'ewa did not have a program since the facility is closed due to fire. Expected to open by the end of the year. Kawananakoa's attendance was very low and did not require any assistance. Final Status Report on Program Objectives for FY 2008 -09 16 PARKS & RECREATION SUMMER AND INTER - SESSION PROGRAM 4. Work in partnership with the DOE or HCEOC to sponsor free lunch program for the following sites: Yano Hall, Kohala, Waimea, Waiakea Uka, Hilo Armory, Pana`ewa, Kawananakoa, Carvalho, Waiakea Recreation Center, Papa'ikou, Papa`aloa, Honoka`a, Pahoa, Kea'au, Mt. View, HOVE, Pahala, Hawaiian Beaches Park and Na`alehu. Objective Achieved. DOE sponsored free lunches at: 1) Yano Hall 5) OA Events Pavilion 2) Kekuaokalani Gym 6) Kohala 3) Waimea 7) Pahala 4) Na alehu HCEOC sponsored lunches at 1) Pahoa 6) _ Carvalho 2) Shipman 7) Kapi`olani 3) Kawananakoa 8) Hilo Armory 4) Papa'ikou 9) PApa'aloa 5) Honoka'a 10) Waiakea Rec 5. Supplement the regular Summer Fun program with various enrichment -type programs for those willing to pay the higher fee: • Develop and implement a teen -scene programs at Pu'u'eo Community Center in East Hawaii and at Hale Halawai in Kona, teaching life's skills with emphasis on leadership training. This will run for six weeks from 8 a.m. to 3 p.m., targeting teens 12 — 17 years old, at a cost of $135 per teen. • Conduct an all -day Summer Fun Academy at Hilo Armory to run for six weeks and target children in grades 1 — 4, at a cost of $160 per child. Due to low enrollment, both teen programs had to be cancelled. However, in Kona, we opened up another SF site at OA Events Pavilion. Summer Fun Academy at Hilo Armory (at a cost of $160 /child) was filled to capacity within the first 2 days of registration. It was highly successful. 6. Develop a minimum of fifteen (15) Inter - Session Activities during Spring, Fall and Winter breaks. Objective achieved. Final Status Report on Program Objectives for FY 2008 -09 17 PARKS & RECREATION SUMMER AND INTER - SESSION PROGRAM Fall Inter - Session held at: 1) Waiakea Uka 2) Pahoa 3) Carvalho Park 4) Papaikou 5) Kohala 6) Kawananakoa 7) Wainaku Gym Winter Inter - Session held at: 8) Waiakea Uka 9) Carvalho 10) Kahuku Park 11) Kawananakoa 12) Wainaku 13) Honokaa 14) Kohala 15) Yano Hall 7. Integrate children with disabilities into the summer and inter- session programs wherever possible, through the assistance of the Therapeutic Specialist. Objective achieved for Fall and Winter Inter - Session programs and the Summer Fun program. Final Status Report on Program Objectives for FY 2008 -09 18 PARKS & RECREATION HO'OLULU PARK COMPLEX 1. Provide clean, safe and well- maintained facilities: a. Close each facility once per year for general clean up and minor repairs. Objective achieved. Civic was completed in November, 2008; Wong Stadium and Walter Victor in December, 2008; Aunty Sally's Lu'au Hale completed in February, 2009 and E. K. Multi- Purpose Stadium was completed in March, 2009. b. Pressure wash each facility once every quarter. Objective achieved. Civic - August and November, 2008 and March and June, 2009 Wong Stadium - July and December, 2008 and March and June, 2009 Walter Victor Stadium — August and November, 2008 and February and May, 2009 E. K. Multi- Purpose Stadium - September and December, 2008 and March and May, 2009 Aunty Sally's Lu'au Hale - September and December, 2008 and February and June, 2009 c. Check on safety hazards daily. Objective achieved. Both day and night shift supervisors are required to fill out Daily Checklist form which lists all repairs and safety hazards. Repair worker checks list and completes all necessary repairs. d. Clean and sanitize facilities before and after events in 99% of the cases. Objective achieved. Facilities are cleaned 100% of the time. Each was cleaned and sanitized before and after each activity. e. Work with Safety Committee to have courtesy safety inspection annually. Objective achieved. Inspection done in April, 2009. 2. Provide a well- manicured playing surface at all ballfields (Wong Stadium and Walter Victor Baseball Complex): a. Mow lawn weekly, weather permitting, 90% of the time. Objective achieved. 52 weeks (100 %) Final Status Report on Program Objectives for FY 2008 -09 19 PARKS & RECREATION HO'OLULU PARK COMPLEX b. Close each ballfield at least one week annually for field renovations. Objective achieved. All fields were closed September, 2008 for field renovations. c. Aerate ballfields semi - annually. Objective achieved. Ballfields aerated July and December, 2008 d. Fertilize ballfields quarterly. Objective achieved. Ballfields fertilized during July and December 2008 and March and June 2009. 3. Provide training for staff: a. Conduct safety talks on different topics every month. Objective achieved (100 %): July, 2008 — MSDS January, 2009 — Power Blower Safety August, 2008 — Proper Housekeeping February, 2009 — Electrical Safety September, 2008 — Back Safety March, 2009 — Hand Safety October, 2008 — Head Protection April, 2009 — Safety Inspections November, 2008 — Mower Safety May, 2009 — Hearing Protection December, 2008 — Eye Safety June, 2009 — String Trimmer Safety b. Retrain employees on equipment use semi - annually. Objective achieved. Supervisors retrained employees in October, 2008 and March 2009. c. Have supervisors conduct equipment maintenance training and have equipment maintained weekly. Objective achieved. Supervisors had training done in July, 2008, December, 2008 and March, 2009 and equipment were maintained for 52 weeks during the fiscal year. Employees rotate equipment maintenance. d. Provide refresher course on Material Safety Data Sheet annually. ally. Objective achieved. Had refresher course with employees in July, 2008. Final Status Report on Program Objectives for FY 2008 -09 20 PARKS & RECREATION HO'OLULU PARK COMPLEX 4. Enforce rules and educate sponsors: a. Comply with Federal ADA, State OSHA, County, Department and Complex rules and regulations. Objective achieved. Rules are discussed with users and distributed with all applications. Supervisors are trained to enforce all rules. b. Revise rules annually. Objective achieved. Rules were reviewed in July, 2008 and revised as needed. c. Distribute rules with all applications. Objective achieved. Rules were distributed with all applications. 5. Work with Hilo Jaycees, Lehua Jaycees, Intake Service, schools and community groups for improvements to the Ho`olulu Complex: a. Complete one major improvement project. Objective achieved. The Jehovah's Witnesses painted all of the curbings at Aunty Sally's and E. K. Also re- striped all parking stall lines at these facilities in October, 2008. b. Do beautification/landscaping project for each facility annually. Objective achieved. Each facility had beautification /landscaping done during the first two quarters and is ongoing. All ball fields were re- sodded and manicured. 6. Maximize use of all facilities within the Ho`olulu Complex by accommodating an estimated 2,400 activities annually. Objective achieved. 3,300 activities held during fiscal year 2008 -2009. Final Status Report on Program Objectives for FY 2008 -09 21 PARKS & RECREATION AQUATICS 1. Provide services at our nine (9) pool facilities with two (2) lifeguards on duty daily at Kona Community Aquatics Center and Sparky Kawamoto Swim Stadium and one lifeguard on duty daily at Pahoa Pool 95% of the time. Pahala, Kohala, Konawaena, Honoka`a, Laupahoehoe and NAS will have at least one lifeguard on duty Monday through Friday, 95% of the time. Objective achieved at all pool facilities. 2. Offer recreational and lap swimming for approximately 700,000 patrons. Offer Learn -to -Swim and other water related courses to approximately 3,500 patrons at NAS Pool and Kona Community Aquatic Center 95% of the time year round and at least 8 weeks in the calendar year at all other pools. Objective achieved for recreational and lap swimming. Objective not achieved for Learn to Swim. 3. Develop and distribute a quarterly brochure of County of Hawaii pool facilities highlighting recreational and adult lap swimming hours as well as swim lessons, special events and programs. Objective achieved. Quarterly program guide distributed June, September, December and March. 4. Initiate two (2) water safety instructor classes through American Red Cross instructor trainers for East and West Hawai`i to increase the pool of candidates for Learn-to- Swim program instructors. Objective achieved. Water Safety Instructor class conducted in Hilo (April) and Kona (August). 5. Conduct two (2) American Red Cross Lifeguard Training, two (2) CPR for the Professional Rescuer and two (2) First Aid and safety classes at each of our nine (9) pool facilities during the fiscal year. Objective achieved. Two Lifeguard, CPR & First Aid classes taught at all nine facilities throughout the year. 6. Plan, promote and coordinate five (5) novice swim meets serving approximately 200 participants during August through November 2008. Objective achieved. Final Status Report on Program Objectives for FY 2008 -09 22 PARKS & RECREATION AQUATICS 7. Sponsor or provide major support to at least two (2) open water swim competitions, one on each side of the island. Objective met for this fiscal year with the running of the Richardson and Hapuna Rough water swims in July. 8. Promote workplace safety for all staff by providing personal protective equipment and safety training such as Bloodborne Pathogens training and monthly safety talks for Aquatic Division supervisors. Objective achieved. Monthly safety talks conducted at Aquatics as part of monthly staff meetings. Bloodborne Pathogens training conducted for division during January. 9. Replace or install lifeguard stands at all pool facilities offering lifeguards the best possible vantage point to survey patrons. Objective achieved. All pool facilities have lifeguard stand and best possible vantage points. II Final Status Report on Program Objectives for FY 2008 -09 23 • PARKS & RECREATION CULTURE & COMMUNITY ARTS 1. Provide 65 workshops and classroom instructions in various disciplines, music, dance, drama, arts, crafts, and natural sciences at established sites Countywide. Objective achieved. Culture & Community Arts conducted a total of 90 workshops and classroom instruction or completed 100% of projected fiscal goal. 2. Develop and conduct at Least one Cultural /Community event per quarter to preserve ethnic traditions and heritage, encourage craftsmanship and cottage industry. Objective achieved. Developed and conducted the 4 of July Fest, the Queen Lili'uokalani Festival, assisted with the Moku 0 Keawe Festival, Veteran's Day Parade, Christmas Wreath Display, Te Ha'a Lehua Halau Workshop, 2"d Annual Hakalau Paka Aloha Aina, Kamehameham Day Celebration, Summer Art Day Camp, 2009 Ho'ea Youth Food Sovereignty Conference and the Maku'u Farmer's Association Summer Intersession. 3. Market programs by securing community involvement and financial support through six partnerships /sponsorships. Objective achieved. Programs and events are marketed and supported through partnerships and collaborations with the following organizations and agencies: Pacific Radio Group, Dept. of Research & Development, Hawaii Tourism Authority, Queen Lili'uokalani Children's Center, Halau Hula 0 Kau Lima Nani E, Hawaii Tropical Flowers Association, Moku 0 Keawe Foundation Lehua Jaycees, Blue Hawaiian Helicopters, Veteran's Committee, Lihikai Hawaiian Cultural Learning Center, and the Maku'u Farmer's Association. 4. Advertise and promote the Cultural & Community Arts programs and activities through our quarterly "Arts Visions" newsletter and media such as radio, television, periodicals and newspapers. Objective achieved. Advertised and promoted events and programs through our quarterly program guide, Hawaii Tribune Herald, Hawaii Tourism Authority, West Hawaii Today, Pacific Radio Group, Big Island Visitor's Bureau, KWXX, KPUA, KIPA, KWYI, Honolulu Advertiser, Star Bulletin and Hawaiian Airlines. Final Status Report on Program Objectives for FY 2008 -09 24 PARKS & RECREATION ELDERLY ACTIVITIES EAD Administration The division will provide and/or facilitate a wide array of services and opportunities and evaluate the quality of services provided by: 1. Coordinating a service delivery system that addresses the needs and interests of older adults by providing comprehensive and coordinated services, represented by the division's six major programs, for over 9,659 seniors annually and conducting an annual evaluation on each program. Objective Achieved: Provided services to 12,016 seniors, or 124% of the established objective of 9,659 seniors and conducted evaluations on 6 of the six (6) EAD programs or 100% of the objective of six (6). The division will pursue the help from persons and groups to improve and maintain P &R facilities and enhance programs /services /activities by: 2. Maintaining the EAD Advisory Council made up of representatives from the 25 senior citizen clubs, 15 nutrition sites and the RSVP Advisory Council by conducting at least one general meeting in January and six district meetings in July of each fiscal year servicing 40 presidents /chairpersons islandwide. Objective Achieved: Arranged seven (7) Advisory Council district meetings or 100% of the objective of seven annually. The division will provide regular facilities and safety inspections and training for staff by: 3. Maintaining an EAD Safety Committee with at least one representative of each program meeting quarterly to enforce safety procedures, improve unsafe conditions affecting staff and seniors and give feedback to the department safety committee, as needed, and conduct a safety on -site evaluation semi - annually (January and July) of 32 senior center facilities and conduct safety evaluations /training for 50 EAD staff by June 30, 2009. Objective Achieved: Arranged four safety meetings or 100% of the established objective of four annually. Conducted two semi - annual safety facilities inspection of 32 senior center facilities and conducted 205 staff safety evaluations /training or 100% and 410% of the established objective of two semi- annual inspections of 32 facilities and 50 staff evaluations /training respectively. Final Status Report on Program Objectives for FY 2008 -09 25 PARKS & RECREATION ELDERLY ACTIVITIES In order to keep the public informed of its activities the division will: 4. Produce at least one "Video Highlights" of the division's activities annually. Objective achieved: Produced one "Video Highlights" (Kupuna Hula Festival) of the division's activities or 100% of the objective of one. 5. Maintain the division's Kupuna News magazine by providing information on all EAD program activities and printing at least 2,800 copies for distribution to over 200 organizations quarterly. Objective Achieved: Printed and distributed four issues of the Kupuna News magazine, or 100% of the objective of four issues. Final Status Report on Program Objectives for FY 2008 -09 26 PARKS & RECREATION ELDERLY ACTIVITIES EAD Recreation 1. Provide and promote active and passive recreational, cultural and leisure opportunities to 2,500 unduplicated individuals 55 years and older at 25 senior centers islandwide by June 30, 2009. Objective achieved. Served 3,034 or 121% of the established objective of 2,500 seniors at 25 senior centers or 100% of the established goal of 25 senior centers. 2. Serve 1,025 older adults in recreational, educational, health - related and cultural classes at 25 senior centers by June 30, 2009. Objective achieved. Served 2,283 older adults or 223% of the established objective of 1,025 older adults in recreational, educational, health related and cultural classes at 25 senior centers or 100% of the established objective of 25 senior centers. 3. Provide at least eight districtwide activities for a total of 1,475 older adults in Puna/Ka`u, North and South Hilo, North and South Kona, North and South Kohala, and Hamakua by June 30, 2009. Objective Achieved. Provided 37 district activities or 463% of the goal of eight activities for a total of 3,718 older adults or 252% of the goal of 1,475 older adults. EAD Special Program 1. Provide at least six countywide /state /national /international events for 1,400 older adults by June 30, 2009. Objective achieved. Provided ten or 167% of the established objective of six events and served 1,656 or 118 % of the established objective of 1,400 older adults. 2. Serve a total of 900 older adults in at least four countywide special events and serve 200 older adults in one statewide event by June 30, 2009. Countywide: Objective achieved. Provided eight or 200% of the established objective of four countywide events and served 968 or 107% of the established objective of 900 older adults. Final Status Report on Program Objectives for FY 2008 -09 27 PARKS & RECREATION ELDERLY ACTIVITIES Statewide: Objective achieved. Provided one or 50% of two statewide events, and served 407 or 203% of the established objective of 200 older adults. 3. Provide one cultural event for 300 older individuals on a county /state /international level that will attract a total of 1,200 attendees by June 30, 2009. Objective achieved. Provided one or 100% of the established objective of one cultural event and served 281 or 94% of the established objective of 300 older adults. Attracted 1,634 or 136% of the established objective of 1,200 attendees. Final Status Report on Program Objectives for FY 2008 -09 28 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 1. Continue focusing on the rainforest theme by acquiring 2 new animals. Objective achieved. A Giant Madagascan Day Gecko, Leopard Gecko, and Pacific Tree Frogs were acquired from the Department of Agriculture Plant Quarantine Division. On 6/17/09 the zoo received a Black & White Colobus Monkey that was purchased by Friends of the Zoo. 2. Plan and implement three night activities at the Zoo by June 30, 2009. Objective not achieved. Two night activities were held. One night program on Nene Geese was held on 8/22/08, and the second night activity was held at the zoo on Friday, June 19, 2009. "Endemics to Exotics" was held and co- sponsored by Friends of the Zoo and Friends of Hawaii Volcanoes National Park. 3. Successfully breed two animal species for exhibit or to trade with other facilities. Objective not achieved. Our Two -Toed Sloths produced an offspring that did not survive beyond 8 weeks of age. Our paired Binturongs produced 3 offspring of which one was hand raised and in now 8 months old. She (Keoki -Ann) will be on exhibit at the zoo entrance in the near future. 4. Continue to work with community groups to help facilitate 21 projects for improvements at the Zoo and Equestrian Center. Objective achieved. 25 projects were completed during the fiscal year including Kiwanis, Boy Scouts, and various School projects. 5. Provide 45 educational guided tours of the Pana'ewa Rainforest Zoo and Gardens annually through Friends of the Zoo. Objective achieved. 59 tours have been completed during the fiscal year including tours for outer - island schools and scout groups with 2230 plus children participating. 6. Continue to make information on the Pana`ewa Rainforest Zoo and Gardens available on the internet by working with Friends of the Zoo to maintain a Zoo web site. Objective was achieved during FY 2008 -09. Since then, we have been advised by the County's ADA Coordinator that the Friends of the Zoo (FOZ) website is not ADA compliant. The link to the FOZ site that is on the Parks & Recreation webpage, must be removed and a simple information page will replace it. Final Status Report on Program Objectives for FY 2008 -09 29 it PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 7. Continue to offer Friends of the Zoo docent training to assist with guided tours of the Zoo as well as outreach programs by providing at least 1 docent training session each year through Friends of the Zoo. Objective achieved. The Zoo Education/Information Specialist assisted FOZ and successfully complete 6 weeks of Docent training in February and March 2009. 8. Provide a well maintained Rodeo Arena, Racetrack and stables for the Equestrian community: a. replenish the Arena surface material annually Objective achieved. The arena was replenished in January 2009. b. inspect Arena and stables monthly and report to Department Objective not achieved. Due to limited staffing and only one maintenance employee for the entire complex, we are unable to complete monthly inspections. The arena and stables are inspected as needed and no formal report has been generated. c. with the Rodeo community, host 3 rodeo events annually Objective achieved. The Pana`ewa Equestrian Center hosted 3 annual rodeo events through the Hawaii Horse Owner's Association and 3 smaller keiki events. d. with the Equestrian community, host 2 races or dressage events annually. l Objective achieved. The Pana`ewa Equestrian Center hosted 3 Dressage or combined training events this year along with 3 4 -1I youth events. Final Status Report on Program Objectives for FY 2008 -09 30 1 7 PLANNING PLANNING PLANNING 1) Long -Range Planning a) Regional planning. Revise the General Plan to reflect adopted Community Development Plans. Support the efforts of the Action Committees for Kona, Puna, North Kohala, and South Kohala communities per adopted Community Development Plans. Complete the Ka'u CDP by September 2010. Initiate Kona Design Center per adopted Kona Community Development Plan by July 2009. Utilize the CDP implementation process to define a sustainable framework and County implementation strategy for Hawaii Island. Long Range - Objective Is Partially Achieved. Action committees to implement the Kona, North Kohala and Puna CDPs were confirmed by County council and have been or will be conducting public meetings. The formation of the Action Committee for the South Kohala CDP is pending. The Steering Committee for the Ka`u CDP have been engaging in public meetings. A public charrette was scheduled on November 16 -21, 2009 in Na`alehu to produce the first rough draft of the Ka`u CDP. Funds have been appropriated this fiscal year for the development and preparation of the HamAkua DCP. Public outreach, "talk story" sessions, and public fairs have been in progress to promote the preparation for Hamakua CDP. We are currently receiving applications for the Hamakua CDP Steering Committee. West Hawaii — Objective Is Partially Achieved First Kona CDP Action committee meeting was held in June 2009. the North Kohala CDP Action Committee was formed in September 2009. As a part of the Honokahau Transit Orientated (TOD) Development Charrette, the Planning Department's consultant held a training session on October 23, 2009 for Planning Department staff and other County agency staff, including those staff that would be part of the Kona Design Center, on how to evaluate and implement TOD project applications and Traditional Neighborhood Development (TND) project applications using the Smart Growth Guidelines embodied in the Village Design Guidelines described in the Kona DCP. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PLANNING PLANNING b) Infrastructure planning. Implement identified infrastructure strategies including finance and implementation programs and tools by Sept. 2009. c) Smart growth principles. Continue to implement smart growth principles such as affordable housing initiatives, agricultural lands policies, preservation of open space and critical environmental areas, mixed -use infill development, and model pedestrian/bike- oriented projects. d) State Land Use Law. Seek legislation to amend the State Land Use Law to facilitate State land use boundary amendments that are consistent with the General Plan by June 2010. Objective Partially Achieved. The Honokohau Village Transit Orientated Development (TOD) Charrette was conducted by the Planning Department's consultant from October 21 to 27, 2009. The Charrette engaged the public and landowners, and laid the groundwork for implementing guidelines so that a Project District can be developed using Smart Growth principles in the Honokohau region. e) Hazards and emergency response planning. Coordinate with other agencies to identify funding sources to implement the multi - hazard mitigation plan and continue to improve the addressing system that supports the E911 emergency response system by June 2010. Objective Being Achieved. Presently working with all County agencies in preparing the County EOP and Planning Department's role in this hazard mitigation plan. Mapping section of the department is enforcing street naming and numbering of residences to facilitate emergency responses. f) Implement strategies to improve environmental mapping deficiencies that inform land use planning i.e. flood zones, drainage ways, significant native forests, wetland/buffer or aquifer recharge zones. Coordinate with other State and County agencies to integrate Important Agricultural Lands mapping consistent with State and County mandates. Objective Being Achieved (See 4 b) 2) Regulatory System a) Evaluate and update the County's zoning and subdivision code to include updated street standards and streamlined procedures by June 2010. Objective Being Achieved (See 2 c) Six Month Progress Report on Program Objectives for FY 2009 -10 2 PLANNING PLANNING b) Maintain up -to -date versions of the zoning code, subdivision code, Board of Appeals, Planning commission and various department rules and forms that are accessible through the Internet. Planning Division - Objective Is Being Achieved: A uniform rule, as required by the County charter, first draft was completed for review. The final draft is being completed for adoption by the Leeward and Windward Planning Commissions' action on March 5, 2010. Long Range - Objective Is Being Achieved: The department is presently preparing a draft rule relating to Special Management Area for subsequent adoption. c) Complete the new roadway standards and amend the subdivision code to adopt the new standards. Objectives Partially Achieved: We hope to complete the new roadway standard in 2010 as part of the overall comprehensive update to the Subdivision Code that we would like to commence in 2010. The Zoning Code, which saw a comprehensive update in 1996, is undergoing housekeeping along with other specific amendments to resolve conflicts or to provide clarity. The County website continues to offer a comprehensive compilation of Planning- related codes, rules, regulations and plans and is updated regularly. Six Month Progress Report on Program Objectives for FY 2009 -10 3 PLANNING PLANNING 3) Public Participation/Information a) Continue to explore innovative techniques for public participation and capacity building through the community development planning programs and the Action Committees created by the Community Development Plans, in conjunction with the Department of Research and Development. Continue community engagement in CDP implementation actions. Objective Being Achieved. Ka`u and Hamakua CDPs are still in the planning stages and we continue to use newer less expensive means of increasing public participation. Budgetary limitations continue to present challenges for the CDPs. b) Support and provide training to the Planning Commission, Board of Appeals, Kailua Village Design Commission, and Arborist Advisory Committee. Objective Being Achieved. c) Add to and improve the information available on the Internet. Long Range - Objective is Being Achieved. Public outreach and meetings have been in progress for the Ka`u CDP and a public charette was held November 16 -21, 2009 in Na'alehu to produce the first rough draft of the Ka`u CDP. Public outreach, "talk story" sessions, and public fairs have been in progress to promote the preparation for a Hamakua CDP. Planning Division - Objective Is Being Achieved. Some members of the Leeward and Windward Planning Commissions and Board of Appeals attended the Hawaii congress of Planning Officials Conference in Honolulu on September 23 -25, 2009. Various topics relating to Planning and Geographic Information System were presented at the conference. Administrative Permits - Objective I Being Achieved: Department is continually looking for opportunities to provide public access to departmental information and resources. Department continues to work towards providing Geographical Information System (GIS) data over the internet, in addition to currently providing the date on DVD. Brochures have been produced to address common questions regarding minimum yard setbacks and the establishment of piggeries. Currently working on producing a brochure regarding Agricultural Tourism requirements. Six Month Progress Report on Program Objectives for FY 2009 -10 4 PLANNING PLANNING 4) Organizational Capacity a) Refine the permit tracking system to provide more efficient workflow, permit status tracking, workload allocation, and links to the GIS system by Dec. 2009. Objective Being Achieved. In addition to GIS layers indicating where permits are in place, there is a link to the document /map showing approvals and /or conditions of the permit. b) Add to the GIS capacity in terms of data development (street layer, aerial photography), software (spatial modeling, 3D visualization), and training (all key planning staff) by June 2010. Objective Being Achieved. All staff members are trained in utilizing GIS in daily searches for information. We're doing quarterly updates to increase GIS layers. Update 1 last fall included layers for Ohana Permits, General Plan Amendments and Parcel updates. Update 2 being installed in early February contain layers for LUPAG updates, Variances, old Public Works Subdivisions and State Land Use Boundary Interpretations. Mapping of pertinent information for the department's use is ongoing. c) Continue to provide training opportunities to increase staff capacity in land use planning, community planning skills and GIS . Objective Being Achieved. d) Evaluate department structure and organization to reflect increased community based planning focus in addition to regulatory functions by Dec. 2009. Objective Being Achieved. With budget constraints as a result of the present economic climate, this objective has been challenging, but we're working towards successfully accomplishing goals for increased community based planning. e) Fully utilize LaserFiche and EDEN to increase capability to digitally access key information in the files to increase speed to retrieve information. Objective Being Achieved. Recent LaserFiche upgrades and the forthcoming EDEN upgrades will help in increasing access capabilities. Six Month Progress Report on Program Objectives for FY 2009 -10 5 PLANNING PLANNING Long Range- Objective is Being Achieved. Staff members attended the Coastal Zone 09 (CZ09) Conference in Boston on July 17 -24, 2009. Various sessions focused on the attention and energies on changes that are coming, such as global sea level rise, or changes that need to happen, to better manage coastal resources and development in order to create healthy, resilient communities and economic coastal zone management; protect and restore our coastal ecosystem, water, habitats; prepare for climate change; and coordinate /integrate with government. Other sessions related to reducing coastal hazards, smartgrowth, utilizing GIS maps, and stimulating public awareness and participation in coastal planning and management Planning Division - Objective Partially Achieved. Some staff members attended the Hawaii Congress of Planning Officials Conference in Honolulu on September 23 -25, 2009. Various topics relating to current planning law cases, development proposals, GIS, etc. were presented at the conference. Administrative Permits - Objectives Partially Achieved: Permit Tracking System is now tied in with LaserFiche as part of a comprehensive document and workflow management system. System now fully deployed in the West Hawaii office. Additional hardware continues to be installed and additional training necessary to fully deploy this system to all employees within the department. Training opportunities, due to budgetary constraints, have been curtailed. Need to explore in -house training, webinars and other opportunities. Six Month Progress Report on Program Objectives for FY 2009 -10 6 PLANNING COASTAL ZONE MANAGEMENT 1. Process all SMA Permit applications in the required time limit as specified by law and the County's Rules and Regulations. Objective achieved. SMA Permit applications are being process within the regulated time limits. 2. Process all SMA Assessments within the specified 35 -day requirement. Objective is being achieved. SMA assessments are being processed well within the 35 day requirement. 3. Conduct site investigation of alleged violations within two weeks of receipt of complaints. Objective is being achieved. 4. Monitor all CZM- related legislative bills during the State Legislative session and provide testimonies as needed (January to May). Objective is being achieved. Director is the Mayor's legislative liaison and the department is very aware of all CZM related legislative bills. 5. Attend all Marine and Coastal Zone Advocacy Council (MACZAC) meetings, which are normally held every other month. Objective is being achieved. With the budget constraints due to the economy, meetings are not being attended as regularly as we would like, however, we have the alternate opportunity of conference calls. 6. Attend all State Office of Planning's CZM County Directors meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee meetings. Objective is being achieved. (See #5) 7. As a public participation measure, provide a written report to the State Office of Planning CZM Program of all SMA Permit applications and their status. Objective achieved. Six Month Progress Report on Program Objectives for FY 2009 -10 7 • PLANNING COASTAL ZONE MANAGEMENT • 8. Continue to advertise Planning Commission agenda and hearing notices for all SMA and SSV Permit applications as required by law. Objective is being achieved. As required by law, the Leeward and Windward Planning commissions agendas are published in the County and State -wide newspapers as well as posted on the internet. 9. Provide the Office of Planning with semi - annual reports within seven days after December 31, 2009 and June 30, 2010. Objective is being achieved. 10. Continue to review Planning Commission and Planning Department Rules for compliance with enacted State laws and draft amendments to the rules for adoption. Objective is being achieved. Several bills are going through the legislature that will affect Planning Commission and Department rules. These rules will be amended for compliance if these bills are passed. Six Month Progress Report on Program Objectives for FY 2009 -10 8 PLANNING PLANNING 1) Long -Range Planning a) Regional planning. Revise the General Plan to reflect adopted Community Development Plans, - complete the community development plans for Kona, Puna and North & South Kohala and adopt via ordinance by December 2008. Initiate community development plans in Ka'u, Hamakua and/or Hilo districts by June 2009 and conduct public outreach program in those areas to prepare them for the community development plans by December 2009. Utilize the CDP implementation process to define a sustainable framework and County implementation strategy for Hawaii Island. Objective Is Being Achieved: The Puna, Kona, North and South Kohala CDPs were adopted by Council by December 2008. The Ka'u CDP was initiated in September 2008 and public outreach and meetings have been in progress. Kona and North Kohala CDP Action Committee members are in place, Puna and South Kohala CDP Action Committees are progressing. County Council approved funding for the Hamakua Community Development Plan for FY 2009 -10. b) Infrastructure planning. Develop comprehensive infrastructure planning strategy which includes finance and implementation programs and tools such as a possible impact fee ordinance and other complementary mechanisms to replace the fair share contribution system by June 2009. Objective Is Partially Achieved: The proposed impact fee ordinance was not approved by Council. Work continues on resolving this issue. c) Smart growth principles. Continue to investigate and implement smart growth principles such as affordable housing initiatives, agricultural lands policies, preservation of open space and critical environmental areas, mixed -use infill development, and model pedestrian/bike - oriented projects by June 2009. Objective Is Being Achieved: The Kona Civic Center TOD Master Plan is moving forward. A consultant has been retained for this project. d) State Land Use Law. Seek legislation to amend the State Land Use Law to facilitate State land use boundary amendments that are consistent with the General Plan by June 2009. Objective Is Being Achieved: The department is supporting legislation introduced by state in 2009 to facilitate such amendments. Final Status Report on Program Objective for FY 2008 -09 PLANNING PLANNING e) Hazards and emergency response planning. Coordinate with other agencies to implement the multi - hazard mitigation plan and continue to improve the addressing system that supports the E911 emergency response system by June 2009. • Objective Is Partially Achieved: The FY 09 -10 supplemental budget request to hire a consultant to name the remaining un -named streets was not approved. Work continues to find funding for this project. f) Develop strategy for improving environmental mapping deficiencies that inform land use planning i.e. flood zones, drainage ways, wetland/buffer or aquifer recharge zones. Coordinate with other State and County agencies to integrate Important Agricultural Lands mapping consistent with State and County mandates. Objective Is Partially Achieved. 2) Regulatory System a) Evaluate and update the County's zoning and subdivision code to include updated street standards and streamlined procedures by June 2009. b) Maintain up -to -date versions of the zoning code, subdivision code, Board of Appeals, Planning commission and various department rules and forms that are accessible through the Internet. Objective Is Partially Achieved: A uniform rule, as required by the County charter, is being drafted for adoption by the Leeward and Windward Planning Commissions at the end of the year (2009). • 3) Public Participation/Information a) Explore innovative techniques for public participation and capacity building through the community development planning programs in conjunction with the Department of Research and Development. Continue community engagement in CDP implementation actions. b) Support and provide training to the Planning Commission, Board of Appeals, Kailua Village Design Commission, and Arborist Advisory Committee. c) Add to and improve the information available on the Internet. Objective Achieved. Final Status Report on Program Objective for FY 2008 -09 2 I _ PLANNING PLANNING 4) Organizational Capacity a) Refine the new permit tracking system to provide more efficient workflow, permit status tracking, workload allocation, and links to the GIS system by June 2009. b) Add to the GIS capacity in terms of data development (street layer, aerial photography), software (spatial modeling, 3D visualization), and training (all key planning staff) by June 2009. c) Continue to provide training opportunities to increase staff capacity in land use planning, community planning skills and GIS . d) Evaluate department structure and organization to reflect increased community based planning focus in addition to regulatory functions. Expansion of West Hawaii planning office to full service functions. e) Increase capability to digitally access key information in the files to increase speed to retrieve information and minimize need to transport files between Hilo and West Hawaii office. Evaluate filing system in terms of digital document management systems and additional filing storage systems. Objective Achieved. Final Status Report on Program Objective for FY 2008 -09 3 PLANNING COASTAL ZONE MANAGEMENT 1. Process all SMA Permit applications in the required time limit as specified by law and the County's Rules and Regulations. Objective Achieved. 2. Process all SMA Assessments within the specified 35 -day requirement. Objective Achieved. 3. Conduct site investigation of alleged violations within two weeks of receipt of complaints. Objective Is Being Achieved. 4. Monitor all CZM- related legislative bills during the State Legislative session and provide testimonies as needed (January to May). Objective Is Being Achieved. 5. Attend all Marine and Coastal Zone Advocacy Council (MACZAC) meetings, which are normally held every other month. Objective Is Partially Achieved. Some scheduled MACZAC meetings conflicted with staff's other scheduled meetings. 6. Attend all State Office of Planning's CZM County Directors meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee g P Y gg P g meetings. Objective Is Being Achieved. 7. As a public participation measure, provide a written report to the State Office of Planning CZM Program of all SMA Permit applications and their status. Objective Achieved. 8. Continue to advertise Planning Commission agenda and hearing notices for all SMA and SSV Permit applications as required by law. Objective Achieved. Final Status Report on Program Objective for FY 2008 -09 4 PLANNING COASTAL ZONE MANAGEMENT 9. Provide the Office of Planning with semi - annual reports within seven days after December 31, 2008 and June 30, 2009. Objective Is Being Achieved. 10. Continue to review Planning Commission and Planning Department Rules for compliance with enacted State laws and draft amendments to the rules for adoption. Objective Achieved. There were no state laws adopted this past year that required amendment to the Planning commission rules. Final Status Report on Program Objective for FY 2008 -09 5 i8 POLICE 1 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION 1. To accommodate at least 95% of requests for Public Safety/Health Talks from the community. Of 32 requests for Public Safety/Health Talks, accommodated 31 requests, or 97% of requests. 2. To accommodate at least 95% of request for station tours for students and community members. Of 20 requests for Station Tours, accommodated 20 requests for 328 students and community members, or 100% of request. 3. Conduct drug screening of all sworn personnel and initiate pre - employment testing of civilian personnel. With the exception of sworn personnel on extended leaves of absence, a total of 343 sworn personnel, or 79% of sworn staffing were tested. No approval from HGEA to initiate pre - employment drug testing of applicants for civilian positions. 4. Conduct constant recruitment and fill at least 80% of vacancies for all sworn and civilian positions within six months. As of December 31, 2009, sworn staffing at 97% (419 out of 432 authorized positions filled). As of December 31, 2009, Civilian staffing at 94 (133 out of 142 positions filled). 5. Improve competence and professionalism of sworn and civilian personnel through advanced equipment purchases and provide 5,566 hours of on -going training. As of December 31, 2009, department personnel received a total of 3,095 hours of training, meeting 56% of this goal. Six Month Progress Report on Program Objectives for FY 2009 -10 . 1 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION (continued) 6. Increase the level of proficiency in the Word Processing Center with a turnaround time of less than 12 days for processing reports. As of December 31, 2009, the turnaround time for Police Reports by the Word Processing Center is 11.9 days. 7. Process 85% of requisitions received from districts and bureaus within a month. Processed 4,028 out of 4,083 requisitions received, or approximately 98.6% of requisitions received. 8. Fill 90% of all special duty requests for officers. Filled 3,252 out of 3,403 requests for special duty, or 95.5% of requests. 9. Collect and reconcile 85% of leave applications within the month. Reconciled and collected 8,548 out of 9,061 leave applications, or 94.3% of leave applications. 10. Fill 90% of requests for storeroom supplies within the month. Filled 698 out of 775 requests for storeroom supplies, or 90% of request. Six Month Progress Report on Program Objectives for FY 2009 -10 2 POLICE ADMINISTRATIVE BUREAU Technical Services TECHNICAL SERVICES DIVISION 1. Process and issue at least 95% of road closure permits within the month received. As of December 31, 2009, processed 104 out of 104 road closure permits within the month received, or achieving 100% of goal. 2. Issues at least 95% of impound letters to vehicle owners within a week. As of December 31, 2009, issued 102 out of 107 impound letters to vehicle owners within a week of receipt, or 95.33% of goal attained. 3. Issue at least 95% of traffic violation letters to vehicle owners within a week. As of December 31, 2009, issued 663 out of 663 violation letters to vehicle owners within a week of receipt, or 100% of goal attained. 4. Process at least 95 % of firearms permits within the month received. Processed 1,338 out of 1,338 firearms permits within the month received, or 100% of goal attained. 5. Complete at least 95% of requests for mobile radio systems per month. Completed 42 out of 42 requests for mobile radio systems within the month received, or 100% of goal attained. 6. Conduct at least 96 radio site inspections. Conducted 74 radio site inspections or 137% of goal attained. 7. Process and dispatch personnel to 100% of calls for service received. As of December 31, 2009, the Communications Dispatch Section processed and dispatched personnel to 91,874 calls for service, or 100% of calls. Six Month Progress Report on Program Objectives for FY 2009 -10 3 POLICE CRIMINAL INTELLIGENCE UNIT AND INTERNAL AFFAIRS Criminal Intelligence Unit 1. Complete 90% of assignments within 30 days. Completed 176 out of 176 assignments received within 30 days, or 100% of goal attained. 2. Complete 90% of criminal history checks of prospective employees of the department employees as well as other federal, state, and local law enforcement agencies within 30 days. Completed 96 out of 96 Criminal History checks within the specified thirty- (30 -) day limitation, meeting 100% of goal. 3. Develop, maintain, and disseminate intelligence information, which can be utilized to produce no less than eleven (11) criminal investigations per month. Provided intelligence information which, in whole or in part, led to the initiating of 80 criminal investigations, meeting 100% of goal. 4. Compile, produce, and forward to Office of the Police Chief no less than 32 intelligence reports per month, which are subsequently forwarded to appropriate commanders. As of December 31, 2009, completed 193 control reports, maintaining 100% of this objective. 5. Provide assistance to other elements within the Police Department either through intelligence briefings on current crime trends and /or through no less than twelve (12) in- service training sessions per month. Provided 72 in- service briefings and training sessions for departmental personnel, maintaining 100% of this objective. 6. Conduct four (4) presentations to semi -annual Statewide Inter - County Criminal Intelligence Unit (ICCIU) conferences on major criminal activity within this jurisdiction, along with gathering criminal intelligence from other jurisdictions which may have a connection to our jurisdiction. As of December 31, 2009, conducted Two (2) presentations at semi - annual Statewide Inter - County Criminal Intelligence Unit (ICCIU) conferences, maintaining 100% of this objective. Six Month Progress Report on Program Objectives for FY 2009 -10 4 POLICE CRIMINAL INTELLIGENCE UNIT AND INTERNAL AFFAIRS Internal Affairs 1. Conduct complete and thorough internal investigations seeking a monthly clearance rate of 67 %. As of December 31, 2009, of the 18 internal investigations initiated, completed 25 Internal investigations, meeting 100% of objective. 2. Conduct complete and thorough internal inquiries, seeking a monthly clearance rate of 85 %. As of December 31, 2009, completed 56 Internal inquires, or 114% of the inquiries, meeting 100% of objective. 3. Conduct no less than two monthly random and unannounced inspections of the different elements within the Department to ensure compliance with rules and regulations. As of December 31, 2009, conducted 33 monthly inspections, meeting 100% of objective. 4. Provide no less than three monthly in- service training sessions to other elements within the department to prevent and deter employee misconduct as well as to ensure procedural compliance in the investigation of employee misconduct. Conducted a total of 18 in- service training sessions, maintaining 100% of this objective. 5. Compile and provide a yearly report to the State Legislature on certain specific aspects of discipline meted out by the Department as required by law. In December 2009, YES, submitted the report to the State Legislature, meeting goal requirement. Six Month Progress Report on Program Objectives for FY 2009 -10 5 POLICE OPERATIONS BUREAUS I. To achieve a burglary clearance rate of 30 %. Of 649 Burglary cases initiated, 94 cases were cleared, achieving an average 14.4% Burglary clearance rate. 2. To achieve a theft clearance rate of 30 %. Of 2,835 Theft cases initiated, 754 cases were cleared, achieving an average 26.6% Theft clearance rate. 3. To achieve a robbery clearance rate of 60 %. Of 32 Robbery cases initiated, 13 cases were cleared, achieving an average 40.6% Robbery clearance rate. 4. To maintain a sexual assault clearance rate of 80 %. Of 194 Sexual Assault investigations initiated, 138 cases were cleared, achieving an average 71.1% clearance rate. 5. To attain at least a 65% service of Court Documents received. Served 12,386 of the 20,695 Court Documents received, approximately 59.85% of documents. 6. To recover a minimum of 60,000 marijuana plants, provided that the County of Hawai`i accepts Federal and State grants to fund marijuana eradication missions by Vice Section officers. Recovered 10,673 marijuana plants or approximately 17.8% of objective. (**Marijuana Eradication goal will be removed at the end of this fiscal year.) 7. To conduct 720 hard drug investigations (heroin, cocaine, and crystal cr g g ( Y methamphetamine). Initiated 361 hard -drug cases, maintaining 50.1% this goal. 8. Crime Lab to achieve an assignment clearance rate of 90 %. As of December 31, 2009, the Crime Lab cleared 547 cases, including 473 cases that were assigned during this period, with a clearance rate of 116 %. Six Month Progress Report on Program Objectives for FY 2009 -10 6 POLICE OPERATIONS BUREAUS 9. HI -PAL to serve 60 youths in three age groups for each month and a 36% participation of "at risk youths" out of all youths served. Served a combined total of 3,621 youths for the Three (3) age groups; of this total, 2,110 or 58% were "at risk youths." 10. Community Policing Program to complete at least 24 Problem - solving Activities and 24 Crime Prevention Activities annually through the development of partnerships directed at resolving community - police problems resulting in the improvement of the quality of life for all citizens. As of December 31, 2009, completed 118 Problem Solving Activities and 158 Crime Prevention Activities. 11. Community Policing Program completes at least 48 Abandoned Vehicle/Beautification Projects annually, through the development of partnerships with the community. Completed 132 projects, or exceeding 275% of this objective. 12. To provide at least four D.A.R.E. Curriculum (core classes) and/or training per month through the department's School Resource Officer Program. As of December 31, 2009, provided 85 D.A.R.E. Classes involving approximately 1,495 students from 20 schools and Two (2) training programs. Six Month Progress Report on Program Objectives for FY 2009 -10 7 1 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION 1. To accommodate at least 95% of request for Public Safety/Health Talks from the community. Of 48 requests for Public Safety/Health Talks, accommodated 48 requests or 100% of request. 2. To accommodate at least 95% of request for station tours for students and community members. Of 24 requests for Station Tours, accommodated 24 requests for 644 students and community members or 100% of request. 3. Conduct drug screening of all sworn personnel and initiate pre - employment testing of civilian personnel. With the exception of sworn personnel on extended leaves of absence, a total of 318 sworn personnel or 73.2% of sworn staffing were tested. No approval from HGEA to initiate pre - employment drug testing of applicants for civilian positions. 4. Conduct constant recruitment and fill at least 80% of vacancies for all sworn and civilian positions within six months. As of June 30, 2009, sworn staffing at 95.6% (413 out of 432 authorized positions filled). As of June 30, 2009, Civilian staffing at 93 %, (132 out of 141 positions filled). 5. Improve competence and professionalism of sworn and civilian personnel through advanced equipment purchases and provide 5,566 hours of on -going training. As of June 30, 2009, department personnel received a total of 12,080 hours of training meeting 100% of this goal. Final Progress Report on Program Objectives for FY 2008 -09 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION (continued) 6. Increase the level of proficiency in the Word Processing Center with a turnaround time of less than 10 days for processing reports. As of June 30, 2009, the turnaround time for Police Reports by the Word Processing Center is 7.3 days. 7. Process 85% of requisitions received from districts and bureaus within a month. Processed 9,968out of 10,490 requisitions received or approximately 95% of requisitions received. 8. Fill 90% of all special duty requests for officers. Filled 5,797 out of 6,006 requests for special duty or 96.5% of requests. 9. Collect and reconcile 85% of leave applications within the month. Reconciled and collected 15,012 out of 17,049 leave applications or 88% of leave applications. 10. Fill 90% of requests for storeroom supplies within the month. Filled 1,554 out of 1,607 requests for storeroom supplies or 96.7% of request. Final Progress Report on Program Objectives for FY 2008 -09 2 POLICE ADMINISTRATIVE BUREAU - Technical Services TECHNICAL SERVICES DIVISION I. Process and issue at least 95% of road closure permits within the month received. As of June 30, 2009, processed 103 out of 103 road closure permits within the month received or achieving 100% of goal. 2. Issue at least 95% of impound letters to vehicle owners within a week. As of June 30, 2009, issued 130 out of 130 impound letters to vehicle owners within a week of receipt. 3. Issue at Least 95% of traffic violation letters to vehicle owners within a week. As of June 30, 2009, issued 766 out of 766 violation letters to vehicle owners within a week of receipt. 4. Accommodate and complete processing 100% of requests for written driver's tests received per day. Effective July 1, 2008, the Driver Licensing Section was transferred to the Department of Finance. 5. Accommodate and complete processing 100% of requests for driver road tests received per day. Effective July 1, 2008, the Driver Licensing Section was transferred to the Department of Finance. 6. Accommodate and complete processing 100% of requests for CDL written driver's tests received per day. Effective July 1, 2008, the Driver Licensing Section was transferred to the Department of Finance. 7. Conduct at least 400 inspections of stations issuing safety checks. Effective July 1, 2008, the Driver Licensing Section was transferred to the Department of Finance. Final Progress Report on Program Objectives for FY 2008 -09 3 POLICE ADMINISTRATIVE BUREAU - Technical Services TECHNICAL SERVICES DIVISION (continued) 8. Process at least 95 % of firearms permits within the month received. Processed 2,240 out of 2,240 firearms permits within the month received or 100% of goal attained. 9. Complete at least 95% of requests for mobile radio systems per month. Completed 133 out of 133 requests for mobile radio systems within the month received or 100% of goal attained. 10. Conduct at least 96 radio site inspections. Conducted 108 radio site inspections or 100% of goal attained. 11. Process and dispatch personnel to 100% of calls for service received. As of June 30, 2009, the Communications Dispatch Section, processed and dispatched personnel to 180,583 calls for service. Final Progress Report on Program Objectives for FY 2008 -09 4 POLICE CRIMINAL INTELLIGENCE UNIT AND INTERNAL AFFAIRS Criminal Intelligence Unit 1. Complete 90% of assignments within 30 days. Completed 548 out of 548 assignments received within 30 days or 100% of goal attained. 2. Complete 90% of criminal history checks of prospective employees of the department employees as well as other federal, state, and local law enforcement agencies within 30 days. Completed 485 out of 485 Criminal History checks within the specified thirty (30) day limitation, meeting 100% of goal. 3. Develop, maintain, and disseminate intelligence information, which can be utilized to produce no Less than eleven (11) criminal investigations per month. Provided intelligence information, which in whole or in part led to the initiating of 55 criminal investigations, meeting 42% of goal. 4. Compile, produce, and forward to Office of the Police Chief no less than 32 intelligence reports per month, which are subsequently forwarded to appropriate commanders. As of June 30, 2009, completed 372 control reports maintaining 92% of this objective. 5. Provide assistance to other elements within the Police Department either through intelligence briefings on current crime trends and /or through no less than twelve (12) in- service training sessions per month. Provided 144 in- service briefings and training sessions for departmental personnel, maintaining 100% of this objective. 6. Conduct four (4) presentations to semi - annual Statewide Inter - County Criminal Intelligence Unit (ICCIU) conferences on major criminal activity within this jurisdiction. Along with gathering criminal intelligence from other jurisdictions, which may have a connection to our jurisdiction. As of June 30, 2009, conducted 4 presentations at semi - annual Statewide Inter - County Criminal Intelligence Unit (ICCIU) conferences. Final Progress Report on Program Objectives for FY 2008 -09 5 POLICE CRIMINAL INTELLIGENCE UNIT AND INTERNAL AFFAIRS Internal Affairs 1. Conduct complete and thorough internal investigations seeking a monthly clearance rate of 67 %. As of June 30, 2009, of the 54 internal investigations initiated, completed 54 Internal Investigations, meeting 100 %of objective. 2. Conduct complete and thorough internal inquiries, seeking a monthly clearance rate of 85 %. As of June 30, 2009, completed 81 Internal Inquires or 100% of the investigations, meeting 100% of objective. 3. Conduct no less that two monthly random and unannounced inspections of the different elements within the Department to ensure compliance with rules and regulations. As of June 30, 2009, conducted 51 monthly inspections, meeting 100% of objective. 4. Provide no less than three monthly in- service training sessions to other elements within the department to prevent and deter employee misconduct as well as to ensure procedural compliance in the investigation of employee misconduct. Conducted a total of 38 in- service training sessions, maintaining 106% of this objective. 5. Compile and provide a yearly report to the State Legislature on certain specific aspects of discipline meted out by the Department as required by law. In December 2008, submitted the report to the State Legislature meeting goal requirement. Final Progress Report on Program Objectives for FY 2008 -09 6 POLICE OPERATIONS BUREAUS I. To achieve a burglary clearance rate of 30 %. Of 1,376 Burglary cases initiated, 316 cases were cleared achieving an average 23% Burglary clearance rate. 2. To achieve a theft clearance rate of 30 %. Of 5,159 Theft cases initiated, 2,112 cases were cleared achieving an average 41% Theft clearance rate. 3. To achieve a robbery clearance rate of 60 %. Of 66 Robbery cases initiated, 36 cases were cleared achieving an average 55% Robbery clearance rate. 4. To maintain a sexual assault clearance rate of 80 %. Of 378 Sexual Assault investigations initiated, 378 cases were cleared achieving an average 100% clearance rate. 5. To attain at least a 65% service of Court Documents received. Served 7,332 Court Documents of which 7,288 were received during this Fiscal Year, approximately 100% of documents. 6. To recover a minimum of 57,000 marijuana plants, provided that the County of Hawai`i accepts Federal and State grants to fund marijuana eradication missions by Vice Section officers. Recovered 4,575 marijuana plants or approximately 8% of objective. 7. To conduct 760 hard drug investigations (heroin, cocaine, and crystal methamphetamine). Initiated 432 hard drug cases, maintaining 57% this goal. 8. Crime Lab to achieve an assignment clearance rate of 80 %. As of June 30, 2009, the Crime Lab cleared 1,103 cases to include the 1,108 that were assigned during this period. Clearance rate of 99.8 %. Final Progress Report on Program Objectives for FY 2008 -09 7 POLICE OPERATIONS BUREAUS 9. HI -PAL to serve 60 youths in three age groups for each month and a 30% participation of "at risk youths" out of all youths served. Served a combined total of 5,470 youths for the three age groups; of this total, 2,044 or 37% were "at risk youths ". 10. Community Policing Program to complete at least twenty -four Problem solving Activities and twenty -four Crime Prevention Activities annually, through the development of partnerships directed at resolving community - police problems resulting in the improvement of the quality of life for all citizens. As of June 30, 2009, completed 150 Problem solving Activities and 131 Crime Prevention Activities. 11. Community Policing Program complete at Least forty -eight Abandoned Vehicle /Beautification Projects annually, through the development of partnerships with the community. Completed 175 projects or exceeding 100% of this objective 12. To provide at least four D.A.R.E. Curriculum (core classes) and /or training per month through the department's School Resource Officer Program. As of June 30, 2009, provided 86 D.A.R.E. Classes involving approximately 1,160 students from 10 schools and 2 training programs. Final Progress Report on Program Objectives for FY 2008 -09 8 19 PROSECUTING ATTORNEY PROSECUTING ATTORNEY GENERAL PROSECUTION Core prosecution and victim services: 1. Improve family and household violence case processing by implementing court innovation technical recommendations. Discussion in progress with Judiciary and other state agencies and service providers involved with domestic violence case processing to discuss implementation of recommendations. Efforts are being impacted by State furloughs. 2. Continue participation in OVUII Court Monitoring project. Participation in OVUII Court Monitoring project is ongoing. Findings are being reviewed at motor vehicle crash reduction group and impaired Driving Task Force. 3. Provide statewide Traffic Safety Resource Prosecutor. We have designated a deputy to coordinate the quarterly traffic commanders and prosecutor meetings to discuss highway safety issues and planning. 4. Implement criminal case processing improvements. Program modification being completed to electronically generate written complaints from HITS case tracking system in response to change in Judiciary requirements. 5. Expand implementation of the Document Management System to Circuit Court cases. Project to expand usage of Laserfiche for all Circuit Court cases is in progress. 6. Provide outreach and information about restitution to at least 300 property crime victims. To date we have provided outreach and /or information about restitution to 196 property crime victims. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PROSECUTING ATTORNEY GENERAL PROSECUTION Improvement to the criminal justice system: 1. Improve transmission, storage and retrieval of criminal justice information by interfacing the HITS case tracking system to the Police RMS. We are working with HPD, Denali and the Lange Group to develop an interface for electronic transmission of data. 2. Implement Electronic Discovery pilot project to improve efficiency and reduce cost. We are working on utilizing our document management system to provide electronic discovery. Funding has been secured to provide the Public Defender's office computer equipment to facilitate receipt of electronic discovery. 3. Coordinate two training/educational workshops to improve the criminal justice system. We coordinated the Investigating, Presenting and Challenging the Defense Evidence in Crash Cases training, August 27 -28, 2009 in Hilo. A total of 71 prosecutors and police from throughout the state attended. Two additional trainings are being planned in May and June 2010. 4. Meet quarterly with the Hawai`i County Police Department to discuss joint initiatives, policies, and procedures to improve investigations and prosecutions. Meetings held with Police to discuss improvements regarding paper service, case follow -up investigations and OVUII issues. 5. Meet monthly with the police, courts, Children's Justice Center, Sexual Assault Nurse Examiners (SANE), Department of Health, service providers and others to improve handling of domestic violence, child abuse and sexual assault cases. Staff participate in regular meetings of the Statewide Coalition Against Domestic Violence, Big Island Coalition Against Physical and Sexual Abuse (BICAPSA), Children's Justice Center Advisory Committee, Child Welfare Services Advisory Committee, Statewide Sexual Assault Legal- Medical Committee, Family Violence Interagency Committee, Domestic Violence Fatality Review and Child Death Review. Six Month Progress Report on Program Objectives for FY 2009 -10 2 PROSECUTING ATTORNEY GENERAL PROSECUTION 6. Meet quarterly with Hawai`i criminal justice agencies to discuss appropriate interventions and consequences for offenders. Staff participate in numerous statewide and islandwide committees which include -- Law Enforcement Coalition (LEC), Hawaii Prosecuting Attorney's Association (HPAA), State Ad Hoc Committee to Address Ice Issues; State Highway Safety Council, Western Community Policing Center State Advisory Committee, Big Island Drug Court, Gang Task Force, Big Island Criminal Justice Task Force, Mental Health Diversion Task Force, WSIN (Western States Intelligence Network), HIDTA (High Intensity Drug Trafficking Area) and Visitor Aloha Society of Hawaii (VASH). Community initiatives to promote crime prevention and intervention and other efforts: 1. Seek federal funding for Pahoa Weed and Seed project. Assisted in transition of new fiscal sponsor for Community Capacity Development Office (CCDO) funds which support the Pahoa Weed and Seed project. Funding has been awarded for the fifth year of the Pahoa Weed and Seed project. Funding through the Drug Free Communities is being explored with assistance from the Hawaii County Research & Development Department. 2. Seek federal funding for gun violence and anti -gang training for prosecutors and police. Supported Hawaii Police Department efforts to apply for Project Safe Neighborhood funds for gun recovery program and public education campaign on firearm laws and safety. 3. Form maritime security initiative for Hawaii County in partnership with the U.S. Attorney and State DOCARE. Due to fiscal restraints, DOCARE is not able to undertake this effort. We are in discussion with the U.S. Attorney's office and the Coast Guard to determine the viability of developing and implementing this initiative. Six Month Progress Report on Program Objectives for FY 2009 -10 3 PROSECUTING ATTORNEY GENERAL PROSECUTION 4. Support juvenile delinquency prevention and intervention initiatives. Providing federal funding to Salvation Army Family Intervention Center for the Holopono project. Initiated SPF -SIG Underage Drinking initiative for Hawaii County. Participating in Na Leo Youth Builders activities, West Hawaii Homeless & Runaway Teens initiative, and development of an campus Crime Stoppers pilot project. Also participating in Suicide Prevention Hawaii Island East Hawaii Task Force and Juvenile Detention Alternatives Initiative. 5. Support domestic and family violence prevention and intervention initiatives. Coordinating the Family Violence Interagency Committee in East and West Hawaii. At the state level, participated in development of the Hawaii Domestic Violence Strategic Plan and the development of a Statewide Sexual Violence Prevention Plan. Coordinated the following trainings to increase capacity: 6. Support neighborhood watch and other community based crime prevention and education initiatives. Working with Community Policing Officers, neighborhood watch groups and other agencies to address community problems, trespass issues, park safety, nuisance abatement, landlord issues, and traffic safety issues. Initiated the Holiday Safe Driving Coupon program to address DUIs in East and West Hawaii. 7. Coordinate two training /educational workshops to promote crime prevention and early intervention initiatives. Coordinated the following: - SPF -SIG Underage Drinking Strategic Planning Session, August 25, 2009 - PROMISE Conference, September 8, 9 & 10, 2009 in Hilo and Kona - FLETC (Federal Law Enforcement Training Center) DV Instructor Training Program, September 14 -18, 2009 - SARA Problem Solving training, September 14 and 17 in Waikoloa and Puna - Youth Summit, September 24, 2009, 40 students from 7 schools- - Sex Abuse Treatment Center (SATC) Child Sexual Abuse Prevention Curricula Training (K -5), November 20, 2009 Six Month Progress Report on Program Objectives for FY 2009 -10 4 PROSECUTING ATTORNEY GENERAL PROSECUTION 8. Provide monthly public education updates. Monthly KPUA Community Forum sessions held on the following topics: - YWCA Healthy Start Program - Domestic Violence Awareness Month activities - Teen runaway problem in Hawaii County - Sexual violence primary prevention - HPD holiday DUI enforcement and County's Holiday Shared Ride Taxi Coupon program Six Month Progress Report on Program Objectives for FY 2009 -10 5 PROSECUTING ATTORNEY GENERAL PROSECUTION Core prosecution and victim services: 1. Enhance OVUII (operating a vehicle under the influence of intoxicant) prosecution with implementation of early identification of repeat offenders; improve penal summons service; and participation with OVUII Court Monitoring projects. OVUII prosecution enhanced with modification of procedures for blood draw cases which results in immediate court date to hold offender accountable. Continuing to work with the Court Monitoring project for West Hawaii and working with Police, MADD and North Hawaii Motor Vehicle Crash Reduction Task Force to also address OVUII cases. 2. Review and improve criminal case processing. Initiated work with police on basic investigation and screening improvements. Electronic process developed to meet new District Court requirement of filing written complaints. Obtained technical assistance from Court Innovations Technical Assistance to review criminal justice system response to domestic violence and temporary restraining order cases. A report will be compiled on recommendations to improve case processing in these cases. 3. Maintain a high level of training for prosecutors and staff in basic and specialized areas of prosecution. Provided staff opportunity to attend the following trainings. When funding and manpower resources permitted training was coordinated on island to increase local participation. - Impaired Driving Counter- measures Lecture Series — July 17 -18, 2008 - Linking Forensic Nursing Practice to ADS Investigations training, July 16 -17, 2008 - Basic DUI Trial Advocacy, July 31- August 1, 2008 - Service Providers Workshop in Working With Interpreters, September 3, 2008 - Preparing Children for Court, September 10, 2008 - Search Warrant and Forfeiture Training, September 11 -12, 2008 - Hawai`i Maritime Security Conference, September 17 -19, 2008 - 4 Annual Statewide Multi - Disciplinary Sexual Assault Training, September 18 -19, 2008 Final Status Report on Program Objectives for FY 2008 -09 1 PROSECUTING ATTORNEY GENERAL PROSECUTION - 55 Annual HSLEOA (Hawai`i State Law Enforcement Officer Assn.) Conference, September 24 -26, 2008 - Trial Advocacy Seminar, September 24 -26, 2008 - General Dynamics of Child Sexual Abuse, September 29, 2008 - 18 Annual National Multi - Disciplinary Conference on Domestic Violence, October 4 -7, 2008 - 4 Annual Community Prosecution Conference, October 7 -9, 2008 - WISN — Gangs and Drugs Training, November 25, 2008 - NDAA Bootcamp: An Introduction to Prosecution, October 11 -18, 2008 - HSART False Reporting, Sexual Assault Investigation Training, February 8 -9, 2009 - Internet Crimes Against Children Trial Advocacy Training, February 22- 27, 2009 - Legal Research, Technology & Ethics training, March 6, 2009 - Domestic Violence Advocacy Training, May 21 -22, 2009 - DNA Crime Scene Collection Training, June 15 -16, 2009 - Reid Technique of Interviewing and Interrogation Seminar, June 15 -19, 2009 4. Identify and close gaps in support for sexual assault and child victims. Applied for and received funding for Sexual Violence Primary Prevention planning and Navigating the Course for Peace Domestic Violence Strategic Planning projects. Participated in Hawaii Statewide Response and Training program (HSRT) initiative to standardize statewide procedures and develop manuals for response. Participated in Hawai`i Coalition Against Human Trafficking to develop protocols for education, outreach and response regarding exploitation of immigrants and involuntary servitude cases. Victim Assistance Unit participated in the Children's Justice Center's monthly case tracking to review new reports and assess victim needs. Final Status Report on Program Objectives for FY 2008 -09 2 i PROSECUTING ATTORNEY GENERAL PROSECUTION Improvement to the criminal justice system: 1. Improve transmission, storage and retrieval of criminal justice information by interfacing the document management and RFID (radio frequency identification) systems to the HITS case tracking system. Completed setup of Laserfiche application for electronic storage and retrieval of case files. Implementation of application is in progress. Interfacing between Laserfiche, HITS and RMS systems will be done after case processing workflow is refined. RFID project is on hold due to reprioritizing of efforts. 2. Coordinate two training /educational workshops to improve the criminal justice system. Coordinated the following trainings: - Critiquing Workshop, July 30, 2008, Waikoloa - Traffic Safety Conference, July 31— August 1, 2008, Waikoloa - Search Warrant Training, September 11 -12, 2008, Waikoloa - Trial Advocacy Seminar, September 27 -28, 2008, Waikoloa - Drug Court Conference, October 27, 2008, Waikoloa - Center for Court Innovation Technical Assistance Sessions, December 10- 12, 2008 and January 21, 2009, Hilo 3. Meet quarterly with the Hawai`i County Police Department to discuss joint initiatives, policies, and procedures to improve investigations and prosecutions. Meetings held with Police and improvements made on issues regarding preservation of evidence, bench warrant service, processing OVUII cases, and information charging appropriate cases. 4. Meet monthly with the police, courts, Children's Justice Center, Sexual Assault Nurse Examiners (SANE), Department of Health, service providers and others to improve handling of domestic violence, child abuse and sexual assault cases. Staff participated in regular meetings of the Child Welfare Services Advisory Council, Hawaii State Coalition Against Domestic Violence, DV Fatality Review, Hawaii Coalition Against Human Trafficking; Statewide Sexual Assault Training Planning Committee, Big Island Coalition Against Physical and Sexual Assault (BICAPSA), Children's Justice Center Advisory Committee, Family Violence Interagency Committee, East Hawaii Coalition to Prevent Child Abuse and Neglect, and Sexual Violence Primary Prevention Planning Committee. Final Status Report on Program Objectives for FY 2008 -09 3 PROSECUTING ATTORNEY GENERAL PROSECUTION 5. Meet quarterly with Hawai`i criminal justice agencies to discuss appropriate interventions and consequences for offenders. Staff participated in statewide and islandwide committees which include -- Law Enforcement Coalition (LEC), Hawaii Prosecuting Attorney's Association (HPAA), State Ad Hoc Committee to Address Ice Issues; Governor's Traffic Safety Advisory Commission, Western Community Policing Center State Advisory Committee, HIJIS (Hawai`i Integrated Justice Information System) Executive and Operational Committees, Big Island Drug Court, Gang Task Force, Big Island Criminal Justice Task Force, Mental Health Diversion Task Force, WSIN (Western States Intelligence Network), HIDTA (High Intensity Drug Trafficking Area), Visitor Aloha Society of Hawaii (VASH), North Hawaii Outcomes Project, Ignition Interlock, and Statewide Community Oriented Prosecutor committee. Final Status Report on Program Objectives for FY 2008 -09 4 PROSECUTING ATTORNEY GENERAL PROSECUTION Community initiatives to promote crime prevention and intervention and other efforts: 1. Seek federal funding for Pahoa Weed and Seed project. Supported efforts of the Hawaii County Economic Opportunity Council to apply for federal funding from the Community Capacity Development Office for FY 2010. 2. Support juvenile delinquency prevention and intervention initiatives. Participated in the following interagency committees to support juvenile delinquency prevention and intervention initiatives: Hawaii County Youth Council, Business Education Partnership, Huiana Internship Program, Hui Laulima, Pahoa Youth Weed and Seed, SKIP (Supporting Keiki of Incarcerated Parents), and Reintegration "Going Home" initiative. In addition, processed Council contingency funds to various non - profit organizations for projects and initiatives addressing juvenile delinquency prevention and intervention: - Boys & Girls Club SMART Moves After School Program in Puna, Hamakua, Keaau and Hilo - BISAC Baby Safe Program - BISAC Drug Treatment - Hookako'o Corporation - Basic Image, Inc. surf classic - Theatre Arts Conservatory - Friends of the Children's Justice Center Winners Camp - Partners In Development Foundation foster children program - Neighborhood Place of Puna Ready to Learn Program - Kona Family YMCA after school program 3. Support domestic and family violence prevention and intervention initiatives. Participated in coordinating the following workshops to increase awareness and address issues relating to domestic and family violence: - Women's Assault Prevention Course, July 20, 2008, Hilo and Pahoa - Immigrant Victims of Violence and Human Trafficking, July 25, 2008 - Lethality and Safety Planning training, August 26, 2008 - Immigrant Victims of Violence and Human Trafficking, September 19, 2008, Kailua -Kona - DV 101 Certification, October 1 -2, 8 -9, 2008 - Economic Empowerment Train the Trainer, October 2, 2008 Final Status Report on Program Objectives for FY 2008 -09 5 I I PROSECUTING ATTORNEY GENERAL PROSECUTION • - Victim /Community Safety: Best Practices, December 3, 2008 - Mandatory Reporters Training, March 16, 2009 - Dr. Jill Murray & Teen Dating Violence sessions, April 27 -30, 2009 - Making Connections: DV Family Violence Access and Awareness, October 18, 2008 - Victim /Community Safety: Best Practices, December 3, 2008, Hilo 4. Support neighborhood watch and other community based crime prevention and education initiatives. Participated in the following community/interagency committees: Pahoa Weed and Seed Steering Committee, Puna Roundtable, Crime Stoppers, and Kona Crime Prevention. In addition, processed Council contingency funds to the following organizations: - Kaohe Homestead Neighborhood Watch - Leilani Estates Neighborhood Watch - Paradise Park Association Neighborhood Watch 5. Coordinate two training/educational workshops to promote crime prevention and early intervention initiatives. Coordinated the following: - Youth Summit, September 17, 2008, Hilo - Internet Crimes Against Children Workshop, October 20, 2008, Hilo - Career Opportunities Expo, February 26, 2009, Hilo - Hawai`i County Juvenile Arrest Analysis presentation, June 5, 2009 6. Provide monthly public education updates. The monthly KPUA Community Forum session was suspended during the election period and was restarted in February 2009. Final Status Report on Program Objectives for FY 2008 -09 6 PUBLIC WORKS PUBLIC WORKS ADMINISTRATION 1. Ensure that we meet consumer quality services within budget 90% of the time. For the first 6 months of this fiscal year, our divisions' core functions were accomplished within their budgeted restrictions 100% of the time. 2. Process Federal reimbursement quarterly. These requests were not submitted as planned. The Account Clerk on long -term leave of absence and Accountant's retirement has created a backlog of paperwork. We anticipate catching up with these requests during the 2 half of the fiscal year. 3. Improve purchasing and accounts payable. Returned items should not exceed (0.25 %) of the total requisitions. Due to processing procedure changes, this measure is no longer possible and will be removed as an objective. 4. Minimize fulfillment of departmental vacancies: • Process paperwork and submit them within 5 working days from knowing of the vacancy at least 95% of the time. • Fill vacant positions within 45 calendar days from receipt of approved paperwork at Least 95% of the time. Due to budget constraints and the Executive Review Committee process, these measures are no longer possible and will be removed as an objective. 5. Reduce by 10% claims due to industrial accidents. To achieve this, educate personnel through training programs for personal and operational safety. We have 12 industrial accidents to report for the first 6 months which is less than 50% of our goal. We attribute this to employee training and safety awareness. 6. Encourage at least one third of the total departmental employees to participate in safety related training per year. For the first 6 months of this fiscal year, 106 employees (out of 341) have already participated in 25 safety related training. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PUBLIC WORKS ADMINISTRATION 7. Process contracts from bid opening to notice of award within 60 calendar days at least 90% of the time. 93% of contracts were processed from bid opening to notice of award within 60 days. 8. Reduce the cost of flood insurance by 5% through participation in the community rating system through the National Flood Insurance Program. Data for this measure is currently not available. 9. Communicate timely information to the public through social and traditional media; bloggers, podcast, cell phones, newspapers, radio, websites and advertisements, brochures, and at community trade shows. This is ongoing. We exceeded the number of listeners, readers and viewers by 20 percent and are now working on the objectives for the next two fiscal years. The objectives will be specific to Traffic safety programs and community rating system. Six Month Progress Report on Program Objectives for FY 2009 -10 2 PUBLIC WORKS BUILDING 1. Process building permits on a regular basis and complete the plan review of 90% of residential permits within 10 working days. We are currently exceeding the 90% goal of completing residential plan review for new construction. Permits for renovations or as -built (dwelling additions or renovations done without first obtaining a building permit) is taking much longer due to insufficient information on the working drawings by the design professionals. 2. Complete 90% of requested inspections within 4 working days. Inspections are performed within the 48 hour or less after the request is made. Where inspections cannot be made within the 48 hour time limit, the inspector is calling to schedule an appointment with the owner builder /contractor as to when they will be going out to do the inspections. 3. Schedule and complete 90% of routine (non - critical) maintenance and repair requests within 30 calendar days of receipt of request. Maintenance personnel is meeting or exceeding the 90% goal. In most cases it is done the following day. 4. Improve the processing of building, electrical, plumbing and sign permits, and the public's access to information. Work needs to be done to improve the information that is out there on the web site along with handouts we issue on the counter. We have stressed the importance to the design professionals to submit preliminary plan approvals for their projects. Six Month Progress Report on Program Objectives for FY 2009 -10 3 PUBLIC WORKS ENGINEERING I. Participate in the National Flood Insurance Program (NFIP) Community Rating System (CRS) to realize a reduction in insurance premium rates for the County of Hawai`i by June 30, 2010. On August 3, 2009, FEMA confirmed the County successfully resolved its January 2008 Community Assistance Visit /Audit with FEMA/DLNR NFIP. The NFIP CRS application is being prepared and scheduled for submittal to FEMA before the end of January 2010. 2. Continue to improve /update our Flood Insurance Rate Maps (FIRMs) for the entire County of Hawai`i. Ainako Contracted with Belt Collins to develop Flood Insurance Rate Maps for a portion of Ainako stream and tributary Zone A along Waianuenue Avenue. Study was submitted to FEMA on April 4, 2009 (LOMR Case No. 09- 09- 1398P). Belt Collins is currently preparing updated data, per FEMA's request, which will be submitted to FEMA in January 2010. Kaflmana & Kaluiiki Contracted with Belt Collins to develop Flood Insurance Rate Maps for Kaluiiki Zone A and Unnamed Zone A stream along Kaflmana Drive. On July 31, 2009, FEMA approved the study, which becomes effective December 17, 2009 (LOMR Case No. 08- 09- 1858P) Palai/ Waiakea Contracted with Sam Hirota to develop Flood Insurance Rate Maps for the Palai & Waiakea Streams. The topographic mapping was received in April 2009. The hydrology and hydraulic analyses are currently being developed. Keopu/ Hienaloli Contracted with Oceanit to develop Flood Insurance Rate Maps. On August 18, 2009, the hydrology analysis was presented to County staff along with a preliminary hydraulic analysis. Puainako . Contracted with Belt Collins to develop Flood Insurance Rate Maps for Waiakea Tributary 3A Zone A along the Puainako Street Extension. On January 26, 2009, study was submitted to FEMA (LOMR Case No. 09- 09- 2120P. On September 11, 2009, FEMA requested additional information. On December 10, 2009, FEMA acknowledged receipt the additional information prepared by Belt Collins. Six Month Progress Report on Program Objectives for FY 2009 -10 4 PUBLIC WORKS ENGINEERING Puna Contracted with Airborne 1 and Oceanit to develop Flood Insurance Rate Maps. The topographic mapping is complete along with preliminary hydrology and hydraulic analysis. Waiakea Contract with Wesley R. Segawa & Assoc. to develop Flood Insurance Rate Maps for Waiakea Stream Zone AE and Waiakea Tributary No. 1, 2 and 3 Zone AH. This study was part of the Kawailani Street bridge replacement project. On September 30, 2009, FEMA approved the study, which becomes effective on February 16, 2010 (LOMR Case No. 09- 09- 1608P). Waimea Contract with RM. Towill to develop Flood Insurance Rate Maps. FEMA approved the study. The study is included on FEMA's December 2008, preliminary. Digital Flood Insurance Rate Maps. N. Kona Contracted with AECOM to re -study existing N. Kona Flood Insurance Rate Maps. LiDAR and related topographic mapping was completed on October 2009. The hydrology and hydraulic portion of the study was 25% complete by mid - November 2009. S. Kona Working with the US Army Corps of Engineers (USACE) to re- study existing S. Kona Flood Insurance Maps. The draft flood study report for Phase I (FEMA Watercourses 13 through 20) was completed in October 2009, and is currently being reviewed by the USACE. Phase II (of FEMA Watercourses 1 through 12 & 21 through 25) is currently working on its hydrology and hydraulic analysis. DFIRMs With a Cooperative Technical Partners (CTP) grant approved by FEMA on September 28, 2009, the County is improving the riverine portions of FEMA December 2008 preliminary Digital Flood Insurance Rate Maps. Counsel has authorizes expenditure of the CTP grant funds. As of mid - December 2009, purchase and installation of a color scanner was being pursued. On January 26, 2010, DPW staff is scheduled to meet with FEMA representative to discuss the County's DFIRM status. 3. Continue to update and improve our FIRMs and develop our Flood Plan Management Program through participation in CRS program. The cost to improve our FIRMs and participate in the CRS Program should be a regular part of the Division's operating budget. See items 1 and 2. Six Month Progress Report on Program Objectives for FY 2009 -10 5 PUBLIC WORKS ENGINEERING 4. Participate in the State/FHWA Statewide Transportation Improvement Program (STIP). Opened bids for the $35M Ane Kehokalole Highway Project on 12/30/2009 under the FHWA ARRA Program. 5. Continue to work with the Army Corps of Engineers and USDA Natural Resources Conservation Service (NRCS) to develop and construct flood reduction projects. Working with the Army Corps of Engineers to develop flood damage reduction projects for Waiakea, Palai and Keopu - Hienaloli, Streams. Projects costs are exceeding $7M funding limit under their Continuing Authorities Program (CAP); looking at combining and /or reprogramming as Specifically Authorized Projects that have no funding limitation. Received $191K from NRCS to design the Kadmana Drive Flood Damage Reduction Project. 6. Adopt an updated Erosion & Sedimentation Control Manual. Document being edited; anticipate initiating admin rule process in 4 quarter. 7. Respond to or processes 60% of all time - sensitive documents, such as subdivision, change of zone, and variance applications, by the stipulated deadline. Achieving 70% response /processing rate due to reduction in developments 8. Respond to or processes 35% of all materials that do not have a stipulated deadline, such as construction and grading plans, complaints, environmental matters, and so forth within four weeks. Achieving 50% response /processing rate due to reduction in developments. 9. Provide same day service for 5O% of all permits issued by the Division, including building permits. Achieving 60% response /processing rate due to reduction in developments Six Month Progress Report on Program Objectives for FY 2009 -10 6 PUBLIC WORKS AUTOMOTIVE 1. Supports County departments /agencies island -wide. Repairing and maintaining the automotive fleet and equipment .with welding services. Ninety percent (90 %) of these services are carried out by staff. Received by staff 2,076 work orders, of which 1,992 were completed or 95.9 %. Contracted out 84 work orders or 4.1 %. 2. Reduce the average monthly repair backlog for the Construction section from previous fiscal year. The backlog for repairs increased by 8 during the period of July 2009 to December 2009. 3. Reduce the average monthly repair backlog for the Automotive section from previous fiscal year. The backlog for repairs decreased by 1 during the period July 2009 to December 2009. Six Month Progress Report on Program Objectives for FY 2009 -10 7 PUBLIC WORKS FLOOD CONTROL 1. Continue to conduct semi - annual inspections of flood control system. From July to December 2009, the U.S. Army Corps of Engineers inspected various flood control systems, including those in the districts of South Hilo, North /South Kona and Ka`u. 2. Continue to maintain flood control systems. a. Prevent deterioration of structures by repairing within six months. b. Clear debris such as mud, rocks, branches, etc. from channel within three months. c. Control weed and brush growth by using herbicides and mowing quarterly. From July to December 2009, we continued the maintenance and repair work of various flood control systems, including those in the districts of South Hilo, North Hilo/Hamakua, North /South Kohala, North /South Kona and Ka`u. Work also included maintenance work at the Pu'ukapu Watershed in Waimea. • • Six Month Progress Report on Program Objectives for FY 2009 -10 8 PUBLIC WORKS ADMINISTRATION 1. Ensure that we meet quality services within budget 90% of the time. Divisions were able to meet quality services and stay within budget 96% of the time. 2. Reduce fatalities on County roads by 5 %. Data for this objective is not available at this time. 3. Reduce vehicle crashes on County roads by 5 %. Data for this objective is not available at this time. 4. Reduce traffic congestion on County roads during peak traffic hours thereby reducing commute times for motorists by 10 %. Data for this objective is not available at this time. 5. Communicate timely information to the public through electronic and print media that includes information on the website, through brochures, advertisements, public meetings, and with weekly press releases. We have produced: 73 public notices 64 media releases 141 radio announcements 15,000 brochures 6. Process Federal reimbursement quarterly. We were experiencing staff shortages for our accounts payable section. Both Account Clerk and Accountant were on unexpected long term leaves of absences. Payments were prioritized over receivable. Majority of the reimbursements were processed towards the end of the fiscal year. 7. Improve purchasing and accounts payable. Returned items should not exceed (0.25 %) of the total requisitions. During the first 6 months of the fiscal year, 0.15% of the total requisitions were returned for minor reasons. However, due to processing procedure changes in the last 6 months of the fiscal year, this measure is no longer possible and will be removed. Final Status Report on Program Objectives for FY 2008 -09 PUBLIC WORKS ADMINISTRATION • 8. Minimize fulfillment of departmental vacancies: • Process paperwork and submit them within 5 working days from knowing of the vacancy at least 95% of the time. 54% of the Request to Fills were submitted within 5 days due to Divisions anticipating a slowing economy and deciding to put their vacant positions on hold. Another factor occurred in December where the Administration placed a hold on hiring. This measure will be discontinued due significantly to the new Executive Review Committee process which meets only once a week. • Fill vacant positions within 45 calendar days from receipt of approved paperwork at least 95% of the time. 96% of our vacant positions were filled within the 45 days after receiving the certification from Human Resources. 9. Reduce by 10% claims due to industrial accidents. To achieve this, educate personnel through training programs for personal and operational safety. We've reported 33 departmental -wide industrial accidents in the first 6 months of the fiscal in error. Our actual final accident count is 16. 10. Encourage employee participation by one third, safety related programs. We've had 59 safety classes that were offered, for which we've encouraged employees to attend. 319 attended. 11. Process contracts to solicit bids from contractors to 60 calendar days, 90% of the time. 89% of the time we were able to perform within 60 days. Some contracts were held up due to concurrence to award with State/Federal. Another reason for the delay was funding. 12. Depending on available resources, utilize resources to transition the department to a proactive customer service and safety orientation. We continued to communicate via a 24/7 hotline to inform the community of road conditions, detours, and delays. We incorporated a few message boards at the site of major road projects, which provided information. We also communicated with the community via 60- second radio ads, media releases, public notice ads, roadwork brochures, emails, and website postings. Final Status Report on Program Objectives for FY 2008 -09 2 PUBLIC WORKS BUILDING 1. Complete the plan review of 90 % of residential permits within 10 working days. We are currently exceeding the 90% goal of completing residential plan review for new construction. Permits for renovations or as -built (dwelling additions or renovations done without first obtaining a building permit) is taking much longer due to insufficient information on the working drawings by the design professionals. 2. Complete 90% of requested inspections within 4 working days. Inspections are performed within the 48 hour or less after the request is made. Where inspections cannot be made within the 48 hour time limit, the inspector is calling to schedule an appointment with the owner builder /contractor as to when they will be going out to do the inspections. 3. Schedule and complete 90% of routine (non - critical) maintenance and repair requests within 30 calendar days of receipt of request. Maintenance personnel is meeting or exceeding the 90% goal. In most cases it is done the following day. 4. Adoption of the 2006 International Building Code and the 2006 International Residential Code as amended by the State Building Code Council under the jurisdiction of the State of Hawaii, Department of Accounting and General Services. We are in the process of adopting the 2006 International Building code, 2006 Uniform Plumbing Code and the 2008 National Electrical Code. The amendments are currently being reviewed by the Corporation Council. After review it will go to Legislative Research for formatting to submit to Council. Final Status Report on Program Objectives for FY 2008 -09 3 PUBLIC WORKS ENGINEERING 1. Participant in the National Flood Insurance Program Community Rating System that may realize a reduction in insurance premium rates by June 30, 2009. FEMA conducted a visitation on August 13, 2009 to evaluate and to identify defects our current Flood Plain Management Program. Based on the visitation, completion and submittal of the NFIP CRS application is much more complicated and time consuming than originally envisioned. Of particular concern to FEMA was how we deal with repetitive loses. FEMA is expecting us to submit our application on or before October 31, 2009. 2. Continue to improve /update our Flood Insurance Rate Maps throughout the County of Hawaii. Ainako : Contracted with Belt Collins to revise the Flood Insurance Rate Maps for a portion of Ainako stream and tributary Zone A, along Waianuenue Avenue. Study was submitted to FEMA on April 4, 2009 (LOMR Case No. 09- 09- 1398P). DFIRMs . As part of FEMA's mapping modernization team, the County proposes to improve the riverine portions of FEMA's December 2008 preliminary Digital Flood Insurance Rate Maps. FEMA has agreed to fund the County's work through a FEMA Cooperative Technical Partners grant. Kaumana/Kaluiiki: Contracted with Belt Collins to revise the Flood Insurance Rate Maps for Kaluiiki Zone A and Unnamed Zone A stream, which are located along Kalil Drive. On September 15, 2008, the study was submitted to FEMA (LOMR Case No. 08- 09- 1858P). Keopu/Hienaloli : Contracted with Oceanit to revise the Flood Insurance Rate Maps for the Keopu Drainageway and Overflow Zone AE, and Hienaloli Drainageway Zone AE, which are located in Kailua Kona. The topographic mapping and hydrology analyses are completed. The hydraulic analysis is currently being developed. Mohouli . Contracted with Belt Collins to revise the Flood Insurance Rate Maps for the Mohouli Street drainage basin. On February 27, 2009, FEMA approved the study, which becomes effective July 17, 2009 (LOMR 08- 09- 1568P). Final Status Report on Program Objectives for FY 2008 -09 4 PUBLIC WORKS ENGINEERING Contracted with Metcalf & Eddy/AECOM N. Kona Cont to revise the Flood y Insurance Rate Maps for existing N. Kona Zone AE watercourses. Currently working on topographic mapping, which should be completed by the end of October 2009. Palai/ Waiakea : Contracted with Sam Hirota to revise the Flood Insurance Rate Maps for the Palai & Waiakea Streams. The topographic mapping was received by the consultant in April 2009. The hydrology and hydraulic analyses are currently being developed. Puainako . Contracted with Belt Collins to revise the Flood Insurance Rate Maps for Waiakea Tributary 3A Zone A along the Puainako Street Extension. On January 26, 2009, the study was submitted to FEMA (LOMR Case No. 09- 09- 2120P). Puna . Contracted with Airborne 1 and Oceanit to develop Flood Insurance Rate Maps for the Puna area Tax Map Zone 6, 7, 8 and 9. The topographic mapping is complete along with preliminary hydrology and hydraulic analyses. S. Kona Working with the US Army Corps of Engineers to revise Flood Insurance Rate Maps for existing S. Kona Zone AE and A watercourses. The Phase I draft flood study report for FEMA Watercourses 13 through 20, should be completed by the end of October 2009. Phase II is currently working on hydrology and hydraulic analyses for FEMA Watercourses 1 through 12 & 21 through 25. Waiakea Contract with Wesley R. Segawa & Assoc. to revise the Flood Insurance Rate Maps for Waiakea Stream Zone AE and Waiakea Tributary No. 1, 2 and 3 Zone AIL This study was part of the Kawailani Street Bridge replacement project. On December 20, 2007, the study was submitted to FEMA. Approval is pending FEMA resolving tying the County's study into a 2002 FEMA flood study (LOMR Case No. 09 -09- ! 1608P). Waimea/Pteukapu: Contracted with RM. Towill to revise the Flood Insurance Rate Maps for Lanimaumau and Kamuela streams Zone AE, Unnamed Streams 1, 2 and 3 Zone A and, Paiakuli Reservoir and Tributary Zone A, which are all located in Waimea. The study is approved and included on FEMA's December 2008, preliminary Digital Flood Insurance Rate Maps. Final Status Report on Program Objectives for FY 2008 -09 5 PUBLIC WORKS ENGINEERING 3. Participants in the State /FHWA Statewide Transportation Improvement Program (STIP). Current FHWA projects include the Palani Road Improvements, Kawailani Street Improvements, Hilo Roadside Improvements, Earthquake Repair projects and the Ane Keohokaloloe Highway Project under President Obama's American Recovery and Reinvestment Act of 2009 (ARRA). 4. Works with the Army Corps of Engineers and USDA Natural Resources Conservation Service (NRCS) to develop and construct flood reduction projects Waiakea Working with ACOE to complete a feasibility study under their Continuing Authorities Program (CAP). Kanmana Drive : Working with NRCS to complete an Environmental Assessment and Preliminary Engineering Report for flood reduction measures along Kanmana Drive. Palai Working with ACOE to complete the feasibility study under their Continuing Authorities Program (CAP). Keopd/Hienaloli : Working with ACOE to complete the feasibility study under their Continuing Authorities Program (CAP). 5. Responds to or processes 60% of all time - sensitive documents, such as subdivision, change of zone, and variance applications, by the stipulated deadline. Responded to 70% of all time - sensitive documents by stipulated deadline. 6. Responds to or processes 35% of all materials that do not have a stipulated deadline, such as construction and grading plans, complaints, environmental matters, and so forth within four weeks. Responded to 40% of materials within four weeks. 7. Provide same day service for 50% of all permits issued by the Division, including building permits. Provided same day service for 50% of the permits issued. Final Status Report on Program Objectives for FY 2008 -09 6 PUBLIC WORKS AUTOMOTIVE 1. Support the various County departments /agencies islandwide with repair, maintenance and welding services, and by performing at least 90% of these services by staff (versus contract). Received by staff 3,959 work orders, of which 3,801 were completed, or 96 %. Contracted out 158 work orders or 4 %. 2. Reduce the average monthly repair backlog for the Construction section from previous fiscal year. The backlog for repairs as compared to FY 2007 -2008 decreased by 4 during the period of July 2008 to June 2009, which the average monthly backlog was 13. 3. Reduce the average monthly repair backlog for the Automotive section from previous fiscal year. The backlog for repairs as compared to FY 2007 -2008 decreased by 1 during the period July 2008 to June 2009, which the average monthly backlog was 14. Final Status Report on Program Objectives for FY 2008 -09 7 I PUBLIC WORKS FLOOD CONTROL 1. Continue to conduct semi -annual inspections of flood control system. The U.S. Army Corps of Engineers conducted their inspections as scheduled in the fiscal year. The South Hilo District is the only one in the State of Hawaii to be recognized by the Corps for its maintenance work of the Alenai'o Flood Canal in FY 2008 -2009 for a second year in a row. 2. Continue to maintain flood control systems. a. Prevent deterioration of structures by repairing within six months. b. Clear debris such as mud, rocks, branches, etc. from channel within three months. c. Control weed and brush growth by using herbicides and mowing quarterly. Continued the maintenance and repair work of various flood control systems, including those in the districts of South Hilo, North Hilo/Hamakua, North /South Kohala, North /South Kona , Ka`u and Puna. Final Status Report on Program Objectives for FY 2008 -09 8 RESEARCH DEVELOPMENT RESEARCH & DEVELOPMENT AGRICULTURE 1. Protect Hawaii County's important agricultural lands. Create a GIS database of key features relating to Hawaii Island's important agricultural lands in cooperation with other institutions. 0 100 /o of this objective has been met. The GIS database and an interactive, user - friendly, web -based GIS application for agricultural analysis and planning was built, delivered and installed on the County server. User training and guide were completed. The application crop model is currently expanded and alternative host that allows public access to the system is being explored. 2. Create a GIS database for Hawaii Island's coastal resources to support the sites of sustainable aquaculture development. 75% of this objective has been met. Development of the GIS layers and identification and selection of near -shore aquaculture development sites was completed. The zoning and public outreach components are in progress. 3. Expand the market for Hawai'i Island products. a) Partner with the State and private sector in promoting agricultural products at the local, national and international levels by funding eight (8) projects that leverage County funds at a ratio of 1:5. 75% of promotional projects and 36.4% of the target leverage ratio has been met. A total of six (6) promotional programs were awarded $67,000 used to leverage 565,610 of private funds and $56,000 of State and /or Federal funds fora ratio of 1:1.82. b) Participate in two (2) trade shows /trade missions by either sending program staff or by supporting the attendance of local commodity groups. 150% of this objective has been met. Award made to Hawai'i Tropical Flower Council to support their participation in three (3) tradeshows in Ohio, California and Missouri. Six Month Progress Report on Program Objectives for FY 2009 -10 1 RESEARCH & DEVELOPMENT AGRICULTURE 4. Advocate private - public partnerships for extension programs, agricultural research and infrastructure. a) Provide funding for seven (7) agricultural research and seven (7) agriculture extension programs and leverage County funds at a target ratio of 1:5. 85.7% of the targeted research projects and 74.8% of the leverage ratio has been met. Six (6) research programs were awarded $37,000 used to leverage $130,508 of private funds and $8,000 of State funds, a ratio of 1:3.74. 100% of the extension programs and 51.4% of the target leverage ratio has been met. Seven (7) agriculture extension programs were awarded $41,000 used to leverage $105,250 of private funds, a ratio of 1:2.57. b) Explore dedication of County lands for agriculture research facility development. 50% of this objective has been met. 1,700 acres of County-owned property in Kapulena has been dedicated for a pilot agricultural park project. Land development plans are in progress. c) Enhance the agriculture section of the County's web site to provide available information that enables current and potential farmers to make sound business and marketing decisions. 25% of this objective has been met. The current agriculture website was expanded to include links to financial resources for farmers and ranchers such as grants and loans, etc. 5. Implement the goals and objectives identified in the updated Hawai'i County Agriculture Development Plan. 0 33 /o of this objective has been met. Funding for industry supported research, marketing, and education were provided. Other recommended actions in the plan, such as funding for slaughter house, rendering plant and marshalling yard have been pursued. Website development is in progress. Six Month Progress Report on Program Objectives for FY 2009 -10 2 RESEARCH & DEVELOPMENT TOURISM 1. To increase the economic contribution of the visitor indust ry to Hawai'i Island and its communities by June 2010: a. Partner with the visitor industry to develop and implement an annual tourism marketing plan aimed at desired target consumer and business markets. 50% of this objective has been completed. A $550,000 contract with the Big Island Visitor's Bureau (BIVB) has been awarded through June 30, 2010. b. Provide community -based development as a means of generating economic activity island -wide while offering visitors a greater number and variety of experiences, and residents with a vehicle to enjoy their communities supported through the annual County Product Enrichment Program (CPEP) and County of Hawai'i Request for Proposals (RFPs) for fifty (50) festivals and events island -wide. 100% of this objective has been completed. 96 projects were awarded. c. Encourage the renovation of visitor - oriented properties, particularly in Kona, Hilo and the Kohala Coast to improve the quality of visitor accommodations by supporting legislation that invites the renovation of visitor properties. 50% of this objective has been completed. Renovations are taking place at: Naniloa, King Kamehameha, Mauna Lani and the Four Seasons. d. Support programs that make airports more welcoming to arriving and departing passengers through on -going communications' with key stakeholders and involvement in master planning efforts. 50% of this objective has been completed. BIVB welcomes all inaugural flights with direct service. The Hawai'i District manager for Department of Transportation - Airports also serves on the TSP (Tourism Strategic Plan) Safety and Security Committee and updates us on all airport master plan efforts. Six Month Progress Report on Program Objectives for FY 2009 -10 3 RESEARCH & DEVELOPMENT TOURISM e. Support harbor and pier improvements to ensure Hawai'i Island facilities can meet the anticipated increasing needs through ongoing communications with land owners and projects like the Hilo Bay Front Trails planning process. 50% of this objective has been completed. Harbormaster, Elton Suganuma, Public Utilities Commission (PUC) license holders and tour operators keep us apprised of improvements and challenges. The Hilo Bayfront Trails Draft Environmental Assessment (EA) was just announced and is managed by R &D's Grants Specialist. .f. Develop and support two (2) programs that build a sufficient and qualified visitor industry workforce with particular focus on established programs and opportunities for partnerships. 50% of this objective has been completed. The Tourism Specialist serves on the statewide Tourism Workforce Development Advisory Council and has been a guest lecturer for Hawaii Community College's Hospitality 101 program. 2. To make positive contributions to the quality of life for residents by putting "community first," helping to ensure that communities retain their sense of place including recognizing their multi - cultural diversity, providing increased business opportunities, and providing workforce housing opportunities by June 2010: a. Support local businesses and producers to better promote their local products, services and activities to the visitors and the industry. Provide incentives to better enable visitor industry companies to buy local through involvement in the Chefs de Cuisine Program of the American Culinary Federation (ACF) and sponsorship of five (5) agri- tourism events and programs. 50% of this objective has been completed. The Agriculture Specialist is the liaison with the American Culinary Federation (ACF), and encourages resort properties to purchase the majority of their food from local producers. Supported seven (7) Ag festivals and programs through CPEP in 2009. b. Support efforts to develop educational programs in basic workforce readiness skills and cultural competency through the Neighborhood Place of Kona. 25% of this objective has been completed. The Cultural Competency workshops were cancelled in 2009 because hospitality employers cut training budgets. However, individual presentations have been made to HCC's Hospitality 101 class. Six Month Progress Report on Program Objectives for FY 2009 -10 4 RESEARCH & DEVELOPMENT TOURISM c. Develop a Hawai'i Island program that recognizes and rewards visitor industry members that reflect the " Hawai'i Island sense of place" through support of the Big Island Visitors Bureau's (BIVB) annual awards program, and encouraging ten (10) Hawaii Island applicants to apply for HTA's "Keep It Hawaii Awards." 0% of this objective has been completed. BIVB and Hawaii Tourism Authority (HTA) did not sponsor their awards program in 2009. d. Encourage coordination, collaboration and improvement in public transit services for both residents and visitors by supporting courtesy shuttles during two (2) events and expanded marketing of Hele -On mass transit. 50% of this objective has been completed. Supported shuttles at the Waimea Cherry Blossom Festival and Taste of the Hawaiian Range. Also, supported expanded marketing for Hele -On including detailed intra -Hilo and intra -Kona route maps and a public relations campaign. e. Support efforts underway to identify solutions to the lack of affordable workforce housing during the review and assessment of new developments. 0% of this objective has been completed. We will share information with our contacts when the Kamakoa Workforce Housing project is underway. 3. To increase communication, interaction, and understanding between stakeholder groups, especially between residents and the visitor industry by June 2010: Enhance awareness and understanding of the Hawaii Island TSP, particularly high - lighting the opportunities and future success of community -based projects through four (4) meetings and/or surveys with stakeholders. 50% of this objective has been met. We distributed surveys at the CPEP workshops, posted it on -line and linked it with numerous association sites. Six Month Progress Report on Program Objectives for FY 2009 -10 5 RESEARCH & DEVELOPMENT • TOURISM 4. To maintain and improve visitor satisfaction with their experience on Hawai'i Island by June 2010: a. Advocate for and support development of visitor education programs containing basic information that will enhance their safety, enjoyment, and understanding of local and Hawaiian culture and the importance of preservation of natural resources through support of programs like the Reef Etiquette video on Big Island TV, information in hotel rooms and on the BIVB's web site. 50% of this objective has been completed. The Safety and Security Committee meets regularly. We have expanded outreach on tsunami awareness, safe lava viewing, and protecting coral reefs and sacred cultural sites. b. Encourage and support the implementation of an island -wide initiative to bring a Hawaiian sense of place to life on Hawaii Island by supporting twenty -five (25) festivals and events that promote local and Hawaiian culture and preserve the heritage of communities around the island. 50% of this objective has been completed. Twenty-nine (29) Hawaiian cultural programs, festivals and events were supported through CPEP and the County of Hawai'i RFP Awards. c. Together with the community development efforts described in 1.b, support of the development of consistent, accurate signage to provide easy directions and identify communities, historical sites and dangers areas. Provide interpretive methods to educate and enhance cultural, natural and historical sites in three (3) areas. 50% of this objective has been completed. Supported efforts in Waipio Valley, cultural sites in East Hawaii impacted by tsunami, and the Keauhou Heritage Corridor. Six Month Progress Report on Program Objectives for FY 2009 -10 6 RESEARCH & DEVELOPMENT TOURISM d. Support efforts to increase safety and security for visitors and residents at public places such as beach parks, events and cultural sites by supporting three (3) security programs in partnership with Parks and Recreation, Civil Defense, Visitor Aloha Society of Hawaii (VASH) and the Big Island Visitors Security Association (BIVSA). 50% of this objective has been completed. The Safety and Security Committee, represented by all of the referenced entities, meets quarterly. Funding is provided for security personnel at most CPEP sponsored events and activities. e. Support the development of a process by which visitors can access information (multi - lingual) in case of emergency or natural disasters by providing updates as necessary to http: / /www.bigisland.org/parks /939 /volcano- eruption- update, and regular communications to the media on ongoing events through Public Relations contract with HIVB. 50% of this objective has been completed. We are in constant communication with BIVB about Kalapana closures, fires, tsunami warnings and other natural disasters. All of the BIVSA members, PUC license holders and BIVB members have been placed in the Civil Defense update system with messages sent by phone, email and text message. f. Implement programs to help ensure the attractiveness of beaches and parks in partnership with the Parks and Recreation Department. 50% of this objective has been completed. Parks and Recreation has initiated a number of volunteer programs that we've promoted through the festivals and events. 5. To reinforce authentic Hawaiian culture ensuring the foundation of our unique sense of place and appropriate recognition of our host culture by June 2010: a. Encourage the development of programs to recognize and share Hawaiian culture and history through distribution of HTA's Style Guide and working with all sponsored programs, festivals and events to ensure Hawaiian place names are correctly spelled and diacritical marks are used. 50% of this objective has been completed. HTA's Style Guide is distributed to all sponsored programs. Keli'i Wilson, HTA's Hawaiian Cultural Coordinator regularly reviews advertising materials for cultural accuracy. Six Month Progress Report on Program Objectives for FY 2009 -10 7 RESEARCH & DEVELOPMENT TOURISM b. Advocate for appropriate interpretive signage and educational information in public places by supporting development of signage in Keauhou and along scenic corridors. 50% of this objective has been completed through partnerships with The Kohala Center, Hawaii Island Economic Development Board (HIEDB) and Pulama Ia Kona. Tourism Specialist serves on the State Scenic Byways Advisory Council. c. Expand the number and quality of Hawaiian cultural festivals and events. Support three (3) events in the development stage to become self - supporting and then work with the nonprofit organizations developing those events to increase their organizational capacity. 50% of this objective has been completed. We are working with Ipu Lani, Inc., Ka `Ghana 0 Honu'apo, Kalauonaoneo Puna, and Na Hoa Aloha o ka Pu'uhonua o Honaunau. 6. To support the enhancement and maintenance of the natural resources of Hawai' i Island by June 2010: Support programs that provide training and certification for people who interpret natural resources through appropriate signage and information materials. Where appropriate, ensure the conservation and natural resource messages are clearly linked to the Hawaiian culture. 50% of this objective has been completed. HTA identified priority areas of Kahalu'u Bay and Waipio Valley where active programs are taking place. 7. To ensure plan implementation of the Hawaii Island TSP including scorecard tracking, plan reviews and revisions as necessary by June 2010: a. The Tourism Program will oversee the implementation of this plan with the assistance of the TSP Oversight Committee. b. The TSP Oversight Committee will meet bi- annually to report on outcomes of the year and develop additional measures for tracking the impact of the plan. 50% of these objectives have been met. The TSP Oversight Committee meets annually, with subcommittees meeting more frequently. Updates to the plan and reports on objectives are provided to HTA annually. Six Month Progress Report on Program Objectives for FY 2009 -10 8 • RESEARCH & DEVELOPMENT ECONOMIC DEVELOPMENT 1. Administer the Enterprise Zone (EZ) program and coordinate with the Department of Business, Economic Development & Tourism (DBEDT) for the dissemination of EZ information and to promote the Enterprise Zones via meetings and literature. Increase number of tenants by ten percent (10 %) by June 2010. 60% of this objective has been met. 45 Hawaii Island businesses participated in the Enterprise Zone Program. Two (2) businesses completed seven (7) years of participation and three (3) new businesses enrolled in the program. Five (5) out of ten (10) manufacturing or agricultural businesses received approval for a three (3) year extension in the program. 2. Provide funding to three (3) organizations and technical assistance to five (5) organizations for economic development projects, funding will be matched dollar for dollar by funding from other sources. 100% of this objective has been met. Funded five (5) organizations and gave technical assistance to seven (7) organizations. 3. Partner with other organizations in workforce development projects and provide funding and /or technical assistance to two organizations by June 2010 50% of this objective has been met. Program Specialist is a member of the Workforce Investment Board to plan and support workforce development programs. Funded Are of Kona — Artists Mean Business project. 4. Provide technical assistance and funding for two (2) projects in support of cultural and /or the Hawaiian Heritage Corridor Programs by June 2010. 100% of this objective has been met. Funding and technical assistance provided to the following organizations: • Laupahoehoe Train Museum —Restoration of LTM Railroad Rolling Stock and Wye • Moku 0 Keawe Foundation — Moku 0 Keawe International Festival Six Month Progress Report on Program Objectives for FY 2009 -10 9 RESEARCH & DEVELOPMENT L. ENERGY 1. Represent the interests of Hawaii County in HELCO's Integrated Resource Planning process and other utility planning processes, in Public Utilities Commission (PUC) dockets, at the Hawaii State legislature, at the Natural Energy Laboratory of Hawai'i Authority and the Hawai'i Energy Policy Forum. 50% of this objective has been met for FY 2009 -2010 All of Hawai'i Electric Company and Hawaii Electric Light Company Integrated Resource Planning (IRP) working group meetings were attended. The IRP process is mandated by the State Public Utility Commission. [The purpose of IRP is to strategically plan the electrical generation requirements needed to meet future electrical growth for both a five -year and twenty-year period.] Attended all Natural Energy Laboratory Hawai'i Authority (NELHA) Board meetings. Hawaii County Energy Coordinator accepted a nomination to the Board of Hawai'i Policy Energy Forum (HEPF); participated in all HEPF meetings to date. [In 2010 the HEPF will focus on firmly fixing Energy as a major Economic Driver in the State of Hawai'i. Topics of legislation range from greenhouse gas concerns, renewable energy and efficiency.] 2. Maintain County energy emergency preparedness plans consistent with those of the State of Hawaii. 50% of this objective has been met for FY 2009 -2010. The Energy Program has participated in the State of Hawai'i Energy Emergency Preparedness Plan. The State's plan was completed just prior to this fiscal year. Energy Program has worked with Civil Defense to be prepared emergency situations. 3. Assist Hawai'i County Civil Defense during energy emergencies and attend meetings of the Governor's Energy Emergency Preparedness Advisory Council and the Hawai'i State Energy Council. 50% of the objective has been met for FY 2009 -2010 Attended all Hawai'i State Energy Council meetings to coordinate energy emergency preparedness training as well as assist in actual emergencies. Six Month Progress Report on Program Objectives for FY 2009 -10 10 RESEARCH & DEVELOPMENT ENERGY 4. Monitor energy savings resulting from retrofits carried out by performance contracts • at the Hilo Public Safety Building and Kona Police Station. 50% of the objective has been met for FY 2009 -2010. Energy audits were conducted concurrently on the Hilo and Kona Buildings. These programs are in their eighth (8 year of a ten (10) year contract. Cumulative saving at middle of fiscal year (October 2009 report) is $1,201,316. Energy Program will continue to review Performance Contracts (no -cost) at their facilities. 5. Conduct an analysis of existing energy usage at County facilities, identify opportunities for energy savings, and develop a plan of action for retrofits and performance contracts or in -house maintenance. 70% of the objective has been met. An energy audit has been developed and implemented with the Resource Center for no -cost energy efficiency. We will provide a report in February 2010 with recommendations. Also plans reviewed for new County structures (Office of Housing Development and West Hawaii Civic Center) to implement cost saving measures from new construction efficiencies. Further, Hawai'i County worked with the Department of Energy to push Hawai'i Clean Energy Initiative (HCEI) money to Hawai'i Island. Already the technical services of National Renewable Energy Lab have been deployed to various and real projects in Hawai'i County. Contact made with Environmental Protection Agency to perform a free workshop and free energy audit at our waste -water treatment facilities. $737,000 of American Recovery and Reinvestment Act funding has been received and approved by County Council. Specifications for the LED light retrofit program and two (3) Request for Proposals on energy audits for 50 low - moderate income homes and training for 100 homeowners to do self- audits has been written. • Six Month Progress Report on Program Objectives for FY 2009 -10 11 RESEARCH & DEVELOPMENT ENERGY 6. Coordinate with the Department of Public Works to ensure LEED certification and the installation of a solar energy system on the West Hawai'i Civic Center and other County facilities. 50% of this objective has been met for FY 2009 -2010 Energy Program performed an analysis of Photovoltaic (PV) System bids for WHCC. Reviewing Request for Proposals (RFP) and will award contract in January 2010. Projected savings from the Photovoltaic Systems are over $1 million over twenty (20) years. This system will create a significant message for the Hawaii Island Leadership in Renewable Energy and Efficiency initiatives. 7. Commence implementation of the County of Hawai'i Energy Sustainability Plan. An initial step will be to initiate the County of Hawaii "Lead By Example" recommendations, which includes: transitioning the County vehicle fleet to more fuel efficient vehicles; updating the Model Energy Code portion of the County Building Code; and installing solar energy systems on all County facilities including those of the Department of Water Supply where applicable. 50% of this objective has been met for FY 2009 -2010 Energy Advisory Commission has been established by the Mayor to implement the Hawai'i Energy Sustainability Plan. Energy Program has joined with National Renewable Energy Lab (NREL) to develop an Electric Vehicle Program West Hawaii Civic Center (WHCC). Hawai'i County is in negotiation to gain access to free sensors to record usage data in many of our vehicles to determine where County can save money. The Department of Water Supply working with Energy Coordinator to drive efficiencies on their water systems such as using wind power to pump water. 8. Encourage Green Building practices. 50% of the objective has been met for FY 2009 -2010. Currently working with the Mayor's Green Team to develop County's Green Building policies and procedures with a consultant. Six Month Progress Report on Program Objectives for FY 2009 -10 12 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER Information Resource Program 1. Collect statistical information for the County of Hawai `i Data Book by June 2010. 1% of this objective has been met. The Coun ty o f Hawaii Data Book contains a collection of statistics on social and economic conditions of Hawaii County. Presently awaiting release of year -end 2009 data. 2. Compile monthly economic data (showing previous year comparisons) and distribute to interested parties as the County of Hawai `i Statistics monthly; provide accessibility via County of Hawai`i's web site: http: / /co.hawaii.hi.us /info /stats.html 50% of this objective has been met. The County ofHawai'i Statistics provides a look at some of the county's leading economic indicators used to determine business cycles and forecasting. Monthly economic data is distributed to a minimum of 50 individuals /organizations each month. 3. Continue to organize the R &D Library at the temporary Puainako Center location and update the library catalog. 0% of this objective has been met. Recent relocation to the basement is currently pending structural integrity clearance, etc. Hundreds of additional resources have been received from other County departments to be managed by R &D because of space limitations, downsizing record retention, etc. 4. Fulfill research and informational needs of the County through the acquisition and maintenance of relevant research materials. 50% of this objective has been met. Research and material collection continues to support of the promotion of economic development of Hawaii Island. Six Month Progress Report on Program Objectives for FY 2009 -10 13 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER 5. Maintain an index of articles of interest to, and in support of departmental programs, and generate an annual subject index of articles affecting Hawai`i County by June 2010. 50% of this objective has been met. Access available to the selective indexing of four local newspapers: Hawai`i Tribune Herald, Honolulu Advertiser, West Hawaii Today and Pacific Business News. 6. Maintain the Online Library Application (OLA) database by classifying and cataloging library materials. Continue to work with Department of Data Systems to eliminate new software bugs (due to conversion of the library system) by June 2010. 10% of this objective has been met. The OLA is an online library catalog that centralizes the holdings of thirteen (13) county departmental collections. Recent relocation to the basement hindered achievement of objective. 7. Provide research assistance to fulfill the data requirements of grant proposals. 50% of this objective has been met. Assists grant writers in the community by providing the statistics needed to support grant proposal applications (i.e. Census data). 8. Publish County of Hawai'i Data Book (online version) by November 2009. 100% of this objective has been met. The 2008 County ofHawai'i Data Book (the 25 edition) is available online at: http: / /co.hawaii.hi.us /databook 2008 /dbooktoc.htm 9. Respond to requests for statistical, reference and program information daily and on demand. 50% of this objective has been met. Provided expert assistance and access to information sources in various formats, and retrieval and use of information. Six Month Progress Report on Program Objectives for FY 2009 -10 14 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 10. Review, update and publish 3 1-d edition of brochure: A- Glimpse -At Hawaii Island; and provide accessibility via County of Hawai`i's web site by June 2010. 10% of this objective has been met. The A-Glimpse-At Hawaii Island brochure provides an overview of local physical, social, cultural and economic conditions of Hawaii Island. Presently collecting most recent data for updates. Six Month Progress Report on Program Objectives for FY 2009 -10 15 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER Capacity Building Program 1. To ensure that the island culture and values are perpetuated and thriving, by June 30, 2010: a. Island culture and values will be integrated into all HCRC program areas. 100% of this objective has been met. Program activities took integrated approach to maximize development of human, social and natural capital. b. Community meetings will be planned to share how sense of place, island culture and values are perpetuated through HCRC program areas. 25% of this objective has been met. Cultural competency workshop will be conducted in Spring 2010 in Hilo; targeting service providers who work with youth, families and underage drinking prevention. 2. To ensure citizen involvement and sustainable living is part of daily practice in Hawaii Island, by June 30, 2010: a. Strategies for civic engagement and socio - ecological sustainability will be . identified and developed. 70% of this objective has been met. Energy efficiency audit for County buildings and facilities identified preliminary recommendations to save over $500,000 dollars in low cost or no cost measures that reduce county's energy use and carbon footprint. b. Information and knowledge will be disseminated that will ensure further citizen involvement and sustainable living. 60% of this objective has been met. Guide to sustainable backyard gardening was published and disseminated to the public. Six Month Progress Report on Program Objectives for FY 2009 -10 16 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER c. Partnering will occur with County agencies, public benefits sectors and local businesses to promote green practices. 80% of this objective has been met. Resource Center is leading several partnerships to promote green practices as part of the Mayor's Green Team and the Island Green Job Development Network. d. An accessible, transparent and accountable civic engagement process will be ensured for the Ka'u Community Development Plan and others that may be initiated. 100% of this objective has been met. Civic engagement process was initiated for the Ka'u Community Development Plan (CDP) and the Hamakua CDP. 3. To enable a strong, resilient, healthy, vibrant and nurturing island community and economy by June 30, 2010: a. Assist in the implementation efforts of EnVision Downtown Hilo 2025 Vision Keepers. 50% of this objective has been met. Assistance provided to implement economic and tourism development efforts for downtown Hilo. b. Assist in the implementation efforts of North and South Kona Community Development Plan. 50% of this objective has been met. Participated in the Honokohau Village Charrette in North Kona and development of health care facilities and community center in South Kona. II ' c. Assist in the implementation efforts of Puna Community Development Plan. 50% of this objective has been met. Assisted the Planning Department in facilitation design strategy for the Puna CDP action committee. Six Month Progress Report on Program Objectives for FY 2009 -10 17 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER d. Assist in the implementation efforts of North Kohala Community Development. 50% of this objective has been met. Sponsored the North Kohala Community Food Forum. e. Assist in the implementation efforts of South Kohala Community Development. 50% of this objective has been met. Assisted the Department of Water Supply to develop more renewable energy generation in South Kohala. f. Provide appropriate support to the planning and community -based economic development consultants for the Ka'u Community Development Plan. 1 70% of this objective has been met. Participated in Ka'u business stakeholder interviews, community summits, and six (6) day charrette to determine strategy for economic development. g. Promote the Healing Our Island (HOI) Community Fund by distributing 5,000 brochures in the various communities on Hawaii Island to increase number of first -time applicants. 50% of this objective has been met. 2500 brochures were distributed via community meetings and district liaisons. i h. Provide necessary tools and technical assistance for the HOI team to promote the program, increase collaboration and assist community grantees. 70% of this objective has been met. Monthly Community Asset: Resources /Collaborators report is submitted by district liaisons to share activities and possible collaborators with others. District liaisons promoted program involved in planning for district grant writing classes. Six Month Progress Report on Program Objectives for FY 2009 -10 18 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER i. Recognize accomplishments of five (5) community groups working on the campaign against drugs. 100 % of objective has been met. Press release was released in October 2009. j. Assist in implementation of potential asset building policy issues and practices relevant to the County of Hawaii and State of Hawaii. 70% of the goal has been met. Implemented in partnership with Hawai'i Alliance for Community based Economic Development (HACBED): Ainapulapula Community Garden project, two (2) Children's Savings Account pilot programs in Kona and Waimea, and an Individual Development Account pilot program with Maku'u Farmer's Market. k. Conduct a minimum of four (4) forums on asset policy issues for discussion and input from grassroots community leaders and representatives from the public, private, and /or nonprofit sectors. 100% of this objective has been met. Eight (8) forums for asset policy and program discussions were organized. 4. To equip residents who have demonstrated a commitment to serving their community with skills and capacities needed to maximize their impact by June 30, 2010: a. Conduct a minimum of four (4) workshops on grant technical assistance or training using multiple delivery methods. 75% of objective has been met. Three (3) grant writing workshops were held in Kona, Ka'u, and Waimea in partnership with the North Hawai'i Educational Resource Center. b. Develop 50 opportunities for Hawaii County departments and community -based organizations to participate in capacity building services. 100% of this objective has been met. More than 50 opportunities were created through the Ka'u CDP, the Hamakua CDP, Healing Our Island and the Mayor's Green Team. Six Month Progress Report on Program Objectives for FY 2009 -10 19 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER c. Provide facilitation services for community groups or government agencies. 100% of the objective has been met. Through the Hamakua CDP, seven (7) Small Group Meeting Facilitation trainings were conducted in areas of Rural South Hilo, North Hilo and Hamakua; 48 community facilitators completed the training. 5. To become a model sustainable system for governance by June 30, 2010: a. Publish a Sustainability Report. 100% of this objective has been met. Researched and drafted content for the County of Hawaii 2008 Sustainability Report Card. b. Continue to update and create holistic indicators and measuring mechanism to measure progress towards ecological and social sustainability. 65% of this objective has been met. Finalizing data gathering for County of Hawaii Energy and Carbon Footprint Snapshot. c. Continue to implement strategic sustainable organizational planning for HCRC. 0% of this objective has been met. Due to other competing demands on staff, implementation of the strategic organizational planning has not continued. d. Increase HCRC and the Department of Research and Development's funding through in -kind contributions and grants by 5 %. 100% of this objective has been met. The Department of R &D successfully applied for American Recovery and Reinvestment Act grant funding and was awarded $737,000 to implement clean energy projects. Six Month Progress Report on Program Objectives for FY 2009 -10 20 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER e. Continue to build the communication network and accessibility of the HCRC web site. 50% of this objective has been met. Improved the communication infrastructure by coordinating development of R &D website and updating the HCRC website. f. Encourage green purchasing practices; multiple service delivery methods that promote tele- conference /web- conference when practical, and support for local suppliers. 50% of this objective has been met. Resource Center and Energy Coordinator working on building and facility energy use evaluation, county fleet analysis, and employee commute survey and analysis to determine cost saving measures that can reduce environmental impact of County operations. Six Month Progress Report on Program Objectives for FY 2009 -10 21 RESEARCH & DEVELOPMENT FILM 1. Market and promote Hawaii Island internationally as a desirable location for film production. 50% of this objective has been met. • Use of the Big Island Film Office web site • Advertised in several trade publications, reference journals, industry listings • Published article in Hawaii Film and Video Magazine,4 issue for 2009, "The Top 10 Film Events on the Big Island for 2009" 2. Collaborate with the Film Offices of the Hawaiian Islands (FOHI), the Hawai'i Film and Entertainment Board (HFEB), and other government, union, and affiliated organizations to promote, advertise, and market film production in the State, and to build film infrastructure through appropriate political policy and advocacy. 50% of this objective has been met • Attended several Film Offices of the Hawaiian Islands (FOHI) and Hawai'i Film and Entertainment Board (HFEB) meetings. • Provided testimony at a state legislative committee meeting supporting the value of the State Film Office and the general functioning of the County's film office. The Department of Business, Economic Development and Tourism (DBEDT) decided to close the State Film Office through layoffs. 3. Provide support services to 100 productions before, during, and after production. 50% of this objective has been met • Supported a variety of productions such as a 20 Century Fox studio major film, Predators. Seven million dollars in production spending was added to our local economy. 4. Host/assist/participate in at least four (4) scouting tours with productions looking for locations on the Big Island. 50% of this objective has been met • Scouting and location management services were provided to several productions including Predators, a documentary Doc in a Box, and the catalogue shoot for a Columbian sportswear. Six Month Progress Report on Program Objectives for FY 2009 -10 22 RESEARCH & DEVELOPMENT FILM 5. Continue to upgrade the functionality and locations content of the Big Island Film Office web site. 50% of this objective has been met Identified a local business vendor to transition management and maintenance of the Film Office web -site. Routing and final contract approvals expected by the end of this time frame. 6. Work with schools, universities, extension programs, and other organizations to bring at least two (2) educational film programs to our communities 50% of this objective has been met • Created and co- sponsored a Boot Camp in Film for middle school students in the Kona area to script and produce a short video. Co- sponsors were Hawai'i Community College and Na Leo 0 Hawai'i. • Planning a full day conference in Film Production and Digital Media Arts in May, 2010. Co- sponsors are Hawai'i Community College, the Kea'au Youth Business Center, the Hawai'i Academy of Art and Science in Pahoa, and Kamehameha Schools. 7. Support the growth in film infrastructure by collaboration with government, private, business, and educational organizations to raise awareness of the positive benefits of film, to advocate film and media fields as attractive career choices, to offer training for workforce development, and to generally create a positive climate for film on the island. 50% of this objective has been met • Participated in the Kamehameha Schools Career Day event about the film office and careers in film and media. • Co- sponsored a full day of technical training in the grip and electrical areas for Big Island crew. Co- sponsor was IATSE Mixed Local 665 based in Honolulu. • Hosted and trained a summer intern through The Workforce Development Division to support workforce development efforts. Six Month Progress Report on Program Objectives for FY 2009 -10 23 RESEARCH & DEVELOPMENT FILM 8. Participate in at least four (4) film festivals, conferences, trade shows, or meetings with production executives to market the island, network with filmmakers, and to attract more production to the island. 50% of this objective has been met • Met with Wild Aloha Studios about building and operating a post production facility in Waimea and Ingrid Wang, CEO, Founder of the Zodiac Island Group and the WeR1 Peace Foundation about an animated broadcast television program on Hawaii Island. • Co- sponsored the 2 annual Hawai'i Film Ho'ike (showcase of locally produced or themed film), Hawai'i Island Film Festival (HIFF) (Neighbor Island screenings of selected worldwide independent films) and the first Talking Circle for the Big Island Indigenous Film Festival. 9. Inform and educate the community on business, technical, and production aspects of film by attending at least four (4) conferences and events, and by making at least two (2) presentations at meetings and events. 50% of this objective has been met • Presentations made to students at the Hawai'i Community College and Waimea after school arts program (K) Arts. • Organized and hosted filmmaker seminars as part of HIFF —Hilo and the Talking Circle program at the Big Island Indigenous Film Festival. Discussed production, finance, festivals and related to indigenous filmmaking. Six Month Progress Report on Program Objectives for FY 2009 -10 24 RESEARCH & DEVELOPMENT AGRICULTURE 1. Protect Big Island's important agricultural lands. a) Create GIS database on Hawai'i Island's important agricultural lands in cooperation with other institutions. 100% of this objective has been met. A geodatabase and GIS -based tools system was delivered and deployed in May of 2009. A County of Hawai'i Agricultural Suitability Application User Guide was produced. Demonstration of the system was conducted with selected County employees and University staff. b) Work with the State Department of Agriculture in developing economic and other incentives to protect important agricultural lands. 100% of this objective has been met. Comments provided to the State Department of Agriculture's proposed incentives for important agricultural lands. Act 233, which was SB2646 SD2 1102 CD1, relating to the establishment of incentives to private landowners who designate their property as Important Agricultural Lands was passed without the Governor's signature. It took effect on July 1, 2009. 2. Create GIS database for the Hawai'i Island's coastal resources for sites of sustainable aquaculture development. 75% of this objective has been met. The identification, collection and compilation of existing pertinent data for the development of the GIS layers and user - friendly tool to identify and select near -shore aquaculture development sites were completed. The zoning and public outreach components are in progress. Final Status Report'on Program Objectives for FY 2008 -09 RESEARCH & DEVELOPMENT AGRICULTURE 3. Coordinate with Planning Department to develop policies for agricultural tourism. a) Solicit advice from the Director of Planning Department on pertinent zoning policies affecting agriculture tourism. b) Participate in the drafting of the agriculture tourism resolution for Hawai'i County. c) Assist the Hawai'i Agriculture Tourism Association in submitting the agriculture tourism bill to the County Council for hearing. 100% of this objective has been met. Bill 148, Draft 3 relating to Agricultural Tourism was approved by the County Council and signed into law as Ordinance 09 -155 by Mayor Kim on November 20, 2008. 4. Expand the market for Big Island products. a) Partner with State and private sector in promoting agricultural products at the local, national and international levels by funding eight (8) projects that leverage County funds at a ratio of 1:5. 125% of this objective has been met. A total of ten (10) marketing and promotional programs were awarded funding, for a total amount $62,000 that was used to leverage $246,419 of private funds and $94,700 of State funds for a ratio of 1:5.5. b) Participate in two (2) trade shows /trade missions by either sending R & D staff or support the attendance of local commodity groups. 100% of this objective has been met. The Hawai'i Export Nursery Association received an award to participate in two (2) tradeshows; one (1) in Ohio and one in California. c) Encourage the State Legislature to provide incentives to businesses that buy local products and assist commodity groups in their preparation and submission of testimonies in support of pertinent bills. 10% of this objective has been met. Conferred with Representative Clift Tsuji's on recommended language for his proposed new Bill to replace House Bill No. 396 that died in the 2008 Legislative Session. Final Status Report on Program Objectives for FY 2008 -09 2 RESEARCH & DEVELOPMENT AGRICULTURE 5. Advocate private - public partnerships for extension programs, agricultural research and infrastructure. a) Provide funding for seven (7) agricultural research and seven (7) agriculture extension programs and leverage County funds at a target ratio of 1:5. 129% of this portion of the objective has been met. A total of nine (9) research programs were awarded funding for a total of $52,500 that was used to leverage $40,664 of private funds and $108,260 of State funds, a ratio of 1:2.84. 114% of this portion of the objective was met. A total of eight (8) agriculture extension programs were awarded funding for a total of $39,500 that was used to leverage $42,832 of private funds and $84,656 of State and /or Federal funds, a ratio of 1:2.14. b) Partner with the private sector in developing agricultural water systems in the Ka'u district. 100% of this objective has been met. Contract was executed on Phase II of the Ka'u Agricultural Water Project and was awarded to Edmund C. Olson Trust II. The Keaiwa agricultural water system, a 2 miles of 12 PVC pipeline that delivers one million gal/day of water from Naguchi tunnel to Keaiwa reservoir was completed. Three (3) other agricultural water systems are in progress. c) Explore dedication of County lands for agriculture research facility development. 10% of this objective has been met. Inquiries were made with the County Land Manager regarding three (3) separate proposals for the use of the County lands at Pa'auilo. The first would employ an integration of cattle and bio -fuel development, the second for the development of a "model garden" demonstration farm and the third for production of algae for biofuel. No formal position or direction was provided by the Administration. Final Status Report on Program Objectives for FY 2008 -09 3 RESEARCH & DEVELOPMENT AGRICULTURE d) Enhance the agriculture section of the County website to provide available information that enables current and potential farmers to make sound business and marketing decisions. 20% of this objective has been met. As updates of the Hawai'i County Agriculture Development Plan continue, key components of the program's website have been identified including information relating to pertinent crops for specific areas; links to production technologies; and suitable areas and species for off -shore and land -based aquaculture production. Final Status Report on Program Objectives for FY 2008 -09 4 RESEARCH & DEVELOPMENT TOURISM 1. To increase the economic contribution of the visitor industry to Hawai`i Island and its communities by June 2009: a. Partner with the BIVB/HIVB to develop and implement an annual tourism marketing plan aimed at desired target consumer and business markets. 100% of this objective has been met. The BIVB successfully implemented its 2008 -09 plan including: a Kama'aina campaign, expanded CMI programs, new airlift, and support of the foundational programs which build a desire to travel to our island. b. Provide community -based development as a means of generating economic activity island wide, while offering visitors a greater number and variety of experiences and residents with a vehicle to enjoy their communities supported through the annual CPEP and COH through support of fifty (50) festivals and events. 100% of this objective has been met. 44 projects received 2008 CPEP funding, 32 received COH tourism awards and 47 received 2009 CPEP funding for a total of 123 projects. c. Encourage the renovation of visitor- oriented properties, particularly in Kona, Hilo and the Kohala Coast to improve the quality of visitor accommodations by supporting legislation that invites the renovation of visitor properties. 100% of this objective has been met. Renovations are underway at: Hilton Waikoloa, Naniloa Resort, King Kamehameha Beach Hotel, Mauna Lani Resort, Royal Kona Resort and were completed at the Mauna Kea Resort and Four Seasons Hualalai. Final Status Report on Program Objectives for FY 2008 -09 5 RESEARCH & DEVELOPMENT TOURISM d. Support programs that make airports more welcoming to arriving and departing passengers through on -going communications with key stakeholders and involvement in master planning efforts. 100% of this objective has been met. We welcomed all inaugural flights with direct service, including Alaska Airlines and Westjet in 2008 -09. The Hawai'i District Manager for DOT - Airports also serves on the Tourism Strategic Plan (TSP) Oversight Committee and keeps us apprised on master planning efforts at Hilo and Kona airports. e. Support harbor and pier improvements to ensure Hawai'i Island facilities can meet the anticipated increasing needs through ongoing communications with land owners and projects like the Hilo Bay Front Trails planning process. 100% of this objective has been met. Ian Birnie, former Hilo Harbormaster served on the TSP Oversight Committee through the end of 2008. Elton Suganuma, the new Hilo Harbormaster continues to provide us with updates on pier initiatives f. Develop and support two (2) programs that build a sufficient and qualified visitor industry workforce utilizing Other Product Development funding from HTA and through participation on HTA's Tourism Workforce Development Advisory Committee. 75% of this objective has been met. Supported the Kona Historical Society's program for front line staff at Kona and Kohala Coast Resorts showcasing Kona's history. The Cultural Competency Workshop did not happen; private sector participants scaled back their training budget. Final Status Report on Program Objectives for FY 2008 -09 6 RESEARCH & DEVELOPMENT TOURISM 2. To make positive contributions to the quality of life for residents, by putting "community first," helping to ensure that communities retain their sense of place including recognizing their multi - cultural diversity, providing increased business opportunities, and providing workforce housing opportunities by June 2009: a. Support local businesses and producers to better promote their local products, services and activities to the visitors and the industry. Provide incentives to better enable visitor industry companies to buy local through involvement in the Chefs de Cuisine Program of the American Culinary Federation, and sponsorship of five (5) agri - tourism events and programs. 100% of this objective has been met. The Agricultural Specialist participates in the American Culinary Federation's Chefs de Cuisine Program, encouraging resorts to purchase the majority of their food from local producers. We supported 5 ag- tourism events with 2008 CPEP, 5 with 2009 CPEP, and 3 with R &D funds. b. Support efforts to develop educational programs in basic workforce readiness skills through participation on HTA's Workforce Development Advisory Committee. 100% of this objective has been met. Representatives from HCC and the UH Hilo serve on the TSP Oversight Committee and regularly partner on training programs. HTA's Workforce Development Strategic Plan is linked through our website. The Tourism Specialist serves on the statewide Tourism Workforce Advisory Council. c. Develop a Hawai`i Island program that recognizes and rewards visitor industry members that reflect the " Hawai`i Island sense of place" through support of the HIVB's annual awards program and encouraging ten (10) Hawai`i Island applicants to apply for HTA's "Keep It Hawai`i Awards ". 100% of this objective has been met. Support was extended to the HIVB's annual membership luncheon where former Mayor Kim was recognized. During HTA's Keep It Hawai'i Awards program in August 2008, nine (9) Hawai'i Island organizations and individuals received awards. Fourteen (14) Hawai'i Island individuals and organizations applied for the Keep It Hawai'i recognition program in 2008. Final Status Report on Program Objectives for FY 2008 -09 7 RESEARCH & DEVELOPMENT TOURISM d. Encourage coordination, collaboration and improvement in public transportation services for both residents and visitors by supporting courtesy shuttles during two (2) peak visitor events, and expanded marketing of Hele -on mass transit programs utilizing HTA's Other Product Development funding. 100% of this objective has been met. Shuttles were provided during the Haari Boat Festival and Waimea Cherry Blossom Festival. We partnered with Mass Transit on a Hele -On marketing campaign including detailed route maps and expanded public relations. e. Support efforts underway to identify solutions to the lack of affordable workforce housing during the review and assessment of new developments. 100% of this objective has been met. We distributed the Kamakoa Workforce Housing information to the industry. 3. To increase communication, interaction, and understanding between stakeholder groups, especially between residents and the visitor industry by June 2009: a. Enhance awareness and understanding of the Hawai'i Island TSP, particularly highlighting the opportunities and future success of community -based projects through four (4) meetings and /or surveys with stakeholders in the communities. 100% of this objective has been met. The TSP Oversight Committee meets bi- annually and the Safety and Security Committee meets quarterly. The TSP is linked on the County, BIVB, HTA, Kohala Coast Resort Association, and the Kona Kohala Chamber of Commerce websites. Copies are distributed at all Tourism Program meetings. 4. To maintain and improve visitor satisfaction with their experience on Hawai`i Island by June 2009: a. Advocate for and support development of visitor education programs containing basic information that will enhance their safety, enjoyment, and understanding of local and Hawaiian culture and the importance of preservation of natural resources through support of programs like the Reef Etiquette video on Big Island TV, information in hotel rooms and on in -flight programs. 100% of this objective has been met. Through the Safety and Security Committee, we've expanded tsunami awareness (signage); shared how to view lava safely (at the new Kalapana Viewing Area); and continued to show the Reef Etiquette Video. Final Status Report on Program Objectives for FY 2008 -09 8 RESEARCH & DEVELOPMENT TOURISM b. Encourage and support the implementation of an island -wide initiative to bring a Hawaiian sense of place to life on Hawai'i Island by supporting twenty -five (25) festivals and events that promote local and Hawaiian culture and preserve the heritage of communities around the island. 100% of this objective has been met. Through CPEP 2008 and 2009 and R &D Supplemental Awards support has been extended to a total of 33 Hawaiian cultural programs, festivals and events. c. Together with the community development efforts described in 1.b, support the development of consistent, accurate signage to provide directions and identify communities, historical sites and dangerous areas. Provide interpretive methods to educate and enhance cultural, natural and historical sites in three (3) areas. 100% of this objective has been met. Interpretive signage was placed at the Waipio Valley lookout, throughout the Keauhou Heritage Corridor and at tsunami heritage areas in Hilo. These efforts are also in alignment with Goal 5b below. d. Support efforts to increase safety and security for visitors and residents at public places such as beach parks, events and cultural sites by supporting three (3) security programs in partnership with Parks and Recreation, Visitor Aloha Society of Hawaii (VASH) and the Big Island Visitors Security Association (BIVSA). 100% of this objective has been met. We funded additional security at Isaac Hale Beach Park, helped VASH distribute its visitor safety video and attended BIVSA meetings. BIVSA members also serve on the TSP Oversight and Safety and Security Committees. e. Support the development of a process by which visitors can access information (multi- lingual) in case of emergency or natural disasters by providing updates as necessary to lavainfo.gov, press releases on bigisland.org, and regular communications to the media on ongoing events through PR contract with BIVB /HIVB. 100% of this objective has been met. We provided a list of BIVSA members, Public Utilities Commission (PUC) • license holders, and BIVB members to Civil Defense for updates. Updates address changing conditions at the Kalapana Lava Viewing Area or any time there is a Civil Defense warning, shark sighting, etc. Final Status Report on Program Objectives for FY 2008 -09 9 RESEARCH & DEVELOPMENT TOURISM f. Implement programs to help ensure the attractiveness of beaches and parks in partnership with the Parks and Recreation Department. 100% of this objective has been met. Numerous festivals and events promote volunteer efforts to care for beaches and parks. Representatives from Pakalove shared their efforts at Honoli'i and Pohoiki at Wailea Village's annual mochi pounding celebration. 5. To reinforce authentic Hawaiian culture ensuring the foundation of our unique sense of place and appropriate recognition of our host culture by June 2009: a. Encourage the development of programs to recognize and share Hawaiian culture and history through distribution of HTA's Style Guide and working with all sponsored programs, festivals and events to ensure Hawaiian place names are correctly spelled and diacritical marks are used. 100% of this objective has been met. HTA's Style Guide has been distributed to all tourism contacts with web links to new contractors and partnering agencies. Use of correctly identified place names and diacritical marks are always encouraged. b. Advocate for appropriate interpretive signage and educational information in public places by supporting development of signage at Kahalu'u Bay, Waipio and through interpretive panels at significant tsunami historical sites in East Hawaii. 100% of this objective has been met. Please see 4c • c. Expand the number and quality of Hawaiian cultural festivals and events. Support three (3) events in the development stage to become self - supporting and then work with the non -profit organizations developing those events to increase their organizational capacity. 100 %of this objective has been met. We worked with Ka'u Preservation on the Malama Punalu'u Festival, Big Island RC &D on the Makahiki ma ka Ma'ukele and Maku'u Farmers' Association on the Mala Ho'ona'auao Hawaiian Cultural Workshops. Final Status Report on Program Objectives for FY 2008 -09 10 RESEARCH & DEVELOPMENT TOURISM 6. To support the enhancement and maintenance of the natural resources of Hawai`i Island by June 2009: a. Develop an inventory of the natural areas identifying those that are determined appropriate for visitor access. Then develop plans for protection, education and management. 100% of this objective has been met. An initial inventory was completed by HTA and priority areas included: Kahalu'u Bay, Waipi'o Valley and `Akaka Falls. We encourage organizations to apply for HTA's Natural Resources awards; The Kohala Center, Friends of the Future and DLNR have all been successful. b. Support programs to provide training and certification for people who interpret natural resources through appropriate signage and information materials. Where appropriate, ensure the conservation and natural resource messages are clearly linked to the Hawaiian culture. 100% of this objective has been met. We partnered with the BIVB and the UNESCO World Heritage Foundation to encourage private tour operators to participate in certification programs for Hawai'i Volcanoes National Park. 7. To ensure plan implementation of the County Tourism Strategic Plan including scorecard tracking, plan reviews and revisions as necessary by June 2009: a. The Tourism Program will oversee the implementation of this plan with the assistance of a volunteer oversight committee. 100% of this objective has been met. The TSP Oversight Committee meets bi- annually to provide plan updates. b. Develop additional measures for tracking the impact of the plan. 100% of this objective has been met. In addition to statistics and satisfaction measures collected by DBEDT, the TSP Oversight Committee identified a number of specific tracking measures for each of the objectives outlined above. Final Status Report on Program Objectives for FY 2008 -09 11 RESEARCH & DEVELOPMENT J ECONOMIC DEVELOPMENT 1. Administer the Enterprise Zone (EZ) program and coordinate with the Department of Business, Economic Development & Tourism (DBEDT) for the dissemination of EZ information and to promote the enterprise zones via meetings and literature. Increase number of tenants by ten percent (10 %) by June 2009. 100% of this objective has been met. Sixteen (16) businesses met EZ hiring requirements, resulting in the establishment of 40 new jobs and $5,452 in GET savings per job. 54 businesses participated in the EZ program; five were newly enrolled businesses. 14 businesses graduated from the program leaving a total of 40 businesses participating in the EZ program at the end of the year. In 2008, Governor Lingle signed into law the following amendments to the Enterprise Zone Program • Agricultural businesses may increase gross sales by 2% annually instead of the hiring requirements and may use the income from value -added products towards certification • A force majeure clause allows agricultural producers and processors to receive EZ benefits in the event of a natural disaster • Leased employees or employees hired under a joint employment contract may be counted as full time employees 2. Provide funding to three (3) organizations and technical assistance to five (5) organizations for economic development projects, funding will be matched dollar for dollar by funding from other sources by June 2009. Over 100% of this objective has been met. Funded six (6) and provided technical assistance to eight (8) organizations such as the Maku'u Farmers Association and the Micronesian United -Big Island. 3. Partner with other organizations in workforce development projects and provide funding to two (2) organizations by June 2009. Over 100% of this objective has been met. Partnering and /or funding assistance was provided to three (3) organizations. Final Status Report on Program Objectives for FY 2008 -09 12 RESEARCH & DEVELOPMENT ECONOMIC DEVELOPMENT 4. Provide technical assistance and funding for two (2) projects in support of Cultural and/or the Hawaiian Heritage Corridor Programs by June 2009. 100% of this objective has been met. Funding and technical assistance provided to three (3) organizations. Economic Development staff attended and participated in the Pulama Ia Kona Heritage Preservation Council's workshop "Building the Hawai'i Island Heritage Corridor ", which included a report from the State Department of Transportation on the State Scenic Byways Program and status report from other heritage corridors on Hawai'i Island. 5. Develop Economic Development Webpage to include business, entrepreneurial, workforce, and community based development resources by June 2009. 100% of this objective has been met. Economic Development Webpage has been developed. I I Final Status Report on Program Objectives for FY 2008 -09 13 RESEARCH & DEVELOPMENT ENERGY 1. Represent the interests of Hawai'i County in HELCO's Integrated Resource Planning process, in PUC dockets, at the Hawai'i State legislature, at the Natural Energy Lab of Hawaii Authority and the Hawaii Energy Policy Forum. 100% of this objective has been met. The Energy Program participated as Hawai'i Electric Light Company (HELCO) launched Phase 4 of its Integrated Resource Planning process. The Energy Program continues to provide technical support to County Corporation Counsel regarding the Intra - Governmental Wheeling Docket. Provided technical support to the Mayor's Office and Corporation Counsel in the determination for the County to participate as an intervener in the Feed -in Tariffs Docket before the PUC. This docket would support the rapid expansion of distributed renewable energy and move the utility to a primary role of power distributor. The Energy Program participated in Natural Energy Laboratory of Hawai'i Authority (NELHA) board meetings. 2. Maintain County energy emergency preparedness plans consistent with those of the State of Hawaii. 100% of this objective has been met. Reviewed the State's recently revised Energy Emergency Plan and the County's Energy Emergency Plan. Solicited input from the County Civil Defense Administrator in preparation for the required update of the County's plan. 3. Assist Hawaii County Civil Defense during energy emergencies and attend meetings of the Governor's Energy Emergency Preparedness Advisory Council and the Hawaii State Energy Council. 100% of this objective has been met. Reviewed the State's draft Hawai'i Catastrophic Hurricane Response Plan and participated in two meetings of the Hawai'i State Energy Council regarding this plan. Participated in a County Multi- Hazard Emergency Plan overview with other County agencies. Final Status Report on Program Objectives for FY 2008 -09 14 RESEARCH & DEVELOPMENT ENERGY 4. Monitor energy savings resulting from retrofits carried out by performance contracts at the Hilo Public Safety Building and Kona Police Station. 100% of this objective has been met. The Honeywell energy performance contract for the Hilo Public Safety Building and Kona Police Department is in its seventh year. The accumulated savings far exceeded the savings guarantee of $986,343. 5. Coordinate with the Department of Public Works to ensure Leadership Energy Efficiency Design (LEED) certification and the installation of a solar energy system on the West Hawai'i Civic Center. 100% of this objective has been met. Provided analysis and support for the County of Hawai'i's West Hawai'i Civic Center (WHCC) slated to include a photovoltaic installation providing up to 400 kilowatts or forty percent of the facility's anticipated power needs. Power Purchase Agreement (PPA) was drafted and submitted for review. Discussions were also held with representatives of HELCO to determine options for the sale of excess power generated at the WHCC and other County facilities. The WHCC will be Silver LEED certified. Identified energy related issues and questions to be addressed by the certification. 6. Commence implementation of the County of Hawaii Energy Sustainability Plan. An initial step will be to initiate the County of Hawai'i "Lead By Example" recommendations, which includes: transitioning the County vehicle fleet to more fuel- efficient vehicles; updating the Model Energy Code portion of the County building code; and installing solar energy systems on all County facilities including those of the Department of Water Supply where applicable. Implementation will also include developing support for Plan implementation through stakeholder meetings. Targeted groups will include government agencies, non - profits, and the public sector. 100% of this objective has been met. Implementation of the County of Hawai'i Energy Sustainability Plan (HCESP) is a means for the County to begin transitioning from fossil fuels for transportation and electric generation to renewable energy and to require energy efficient building practices. Final Status Report on Program Objectives for FY 2008 -09 15 RESEARCH & DEVELOPMENT ENERGY Educational outreach about the plan continued through the Energy Program by directing interested citizens to the web site. Additional educational outreach was initiated through a contract to develop a more detailed website for the County's Energy Program and assist residents and business owners in gaining access to relevant renewable energy technologies and energy conservation strategies and resources A Mayor's Energy Advisory Commission was established to review the Energy Plan and identify and evaluate priority initiatives, required resources, and practical strategies toward action. The Commission met for ten (10) meetings between June and November 2008, and its final report included complementary studies, research, documents, plans and initiatives from other communities that could serve as an example for Hawai'i County. A contract was initiated to facilitate a process of assessing current and future green job sectors; identify appropriate workforce development needs; and conduct related economic workshops in preparation for emerging funding sources. Energy Program staff attended four (4) meetings regarding various proposed bio- energy forums and meetings with community, business leaders, legislators, and administrators. Energy Program staff monitored a County Council initiative to implement changes to the County's Model Energy Code. Coordination with Department of Business, Economic Development and Tourism (DBEDT) staff on this issue is ongoing. Final Status Report on Program Objectives for FY 2008 -09 16 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER Information Resources Program 1. Collect statistical information for the County of Hawai `i Data Book by June 2009. 70% of this objective has been met. The County of Hawai'i Data Book contains a collection of statistics on social and economic conditions of Hawai'i County and is published in hard copy on a biennial basis and updated in electronic format annually. 2. Compile monthly economic data (showing previous year comparisons) and distribute to interested parties as the County of Hawai i Statistics; provide accessibility via County of Hawai`i's web site: http: / /co.hawaii.hi.us /info /stats.html. 100% of this objective has been met. The County of Hawai'i Statistics provides a look at some of the county's leading economic indicators used to determine business cycles and forecasting that allows users to analyze and evaluate past and present data to predict the future's economic trends and outcomes. 3. Continue to organize the R &D Library at the temporary Puainako Center location and update the library catalog. 10% of this objective has been met. Besides organizing as a result of the move to temporary quarters, hundreds of additional resources have been received by the R &D Library from other county departments to be managed. Objective has not been completed due to time constraints and other projects being given higher priority. 4. Fulfill research and informational needs of the County through the acquisition and maintenance of relevant research materials. 100% of this objective has been met. In support of the promotion and economic development of Hawai'i Island the Information Resources Program (IRP) continues to do an ongoing assessment of the information needs of the library's clientele, analysis of usage statistics, usually constrained by budgetary limitations. Final Status Report on Program Objectives for FY 2008 -09 17 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 5. Maintain an index of articles of interest to, and in support of departmental programs, and generate an annual subject index of articles affecting Hawai`i County by June 2009. 90% of this objective has been met. This in -house newspaper index provides efficient access to the selective indexing of four local newspapers: Hawai'i Tribune Herald, Honolulu Advertiser, West Hawai'i Today and Pacific Business News. The NewsFile indexes articles of the County and departmental activities are updated on a daily basis. The proofreading and final printing of this document has been delayed due to time constraints. 6. Maintain the Online Library Application (OLA) database by classifying and cataloging library materials. Work with Department of Data Systems to eliminate new software bugs (due to recent conversion of the library system) by June 2009. 30% of this objective has been met. The OLA is an online library catalog that centralizes the holdings of thirteen (13) county departmental collections. Classifying and cataloging of library materials backlogged due to time constraints and other projects being given higher priority. 7. Provide research assistance to fulfill the data requirements of grant proposals. 100% of this objective has been met. Assisted grant writers in the community by providing the statistics needed to support grant proposal applications; largely census data. 8. Publish County of Hawai'i Data Book (online version) by November 2008. 100% of this objective has been met. Data Book purchases from the general public continues and in -house printing will continue on an as- needed basis. Final Status Report on Program Objectives for FY 2008 -09 18 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER 9. Respond to requests for statistical, reference and program information daily and on demand. 100% of this objective has been met. Provided access to information sources in various formats as requested. 10. Review, update and publish brochure: A- Glimpse -At Hawai'i 's Big Island; provide accessibility via County of Hawai`i's web site by June 2009. 10% of this objective has been met. The A-Glimpse-At Hawai'i's Big Island brochure provides an overview of local physical, social, cultural and economic conditions of Hawai'i Island. Budget constraints delayed printing of the current issue. • Capacity Building Program 1. To ensure that the island culture and values are perpetuated and thriving; by June 30, 2009: a) Meet with at least fifty (50) organizations and/or five hundred (500) individuals with existing programs and events focused on raising awareness to Hawai'i Island businesses and residents about Kanaka Maoli /local culture and heritage. 100% of this objective has been met. Met with over 50 organizations through the Ho'owaiwai Family and Community Asset Building Initiative. b) Plan at least four (4) workshops for Hawai'i Island residents and businesses to increase awareness of cultural respect, appreciation of diversity and importance of aloha in daily lives. 100% of this objective has been met. The Alaka'1 Community Leadership Series was implemented. c) Follow up with at minimum two (2) opportunities for Hawai'i Island businesses and residents that increase understanding about Kanaka Maoli and Island cultures and values. 100% of this objective has been met. Coordinated a series of community empowerment workshops in Ka'u. Final Status Report on Program Objectives for FY 2008 -09 19 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER d) Integrate plans for interpretive opportunities at Waipi'o Valley and Hilo Bayfront. 100% of this objective has been met. Interpretive opportunities were identified and signage was ordered for the Waipi'o Valley Lookout by the contractor. Signage design for Hilo Bayfront was proposed in Final Master Plan for that project. 2. To ensure sustainable living is part of daily practice in Hawaii Island; by June 30, 2009: a) Identify twenty -five (25) potential forums for youth participation and engagement. 100% of this objective has been met. Staff and contractors identified 25 potential forums for youth participation and engagement, such as Student Congress on Sustainability and Huiana Internship program. b) Develop sustainability planning strategy for youth participation and engagement. 100% of this objective has been met. Staff developed sustainability planning strategy for youth participation and • engagement. c) Implement twenty -five (25) Sustainability Education Trainings for Children and Youth. 36% of this objective has been met. 27 Youth Sustainability Education Trainings engaged 4,512 youths. d) Implement fifteen (15) Sustainability Education Learning Circles for Adults. 100% of the objective has been met. 23 PowerPoint presentations and discussions on challenges and opportunity for sustainable island economy were presented to more than 500 adults. Final Status Report on Program Objectives for FY 2008 -09 20 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER e) Partner with DEM (Department of Environmental Management) to promote recycling at Healing Our Island and Research and Development sponsored events. 100% of this objective has been met. New Healing Our Island (HOI) program guidelines direct potential grantees to make use of recycling containers during their events and activities. 3. To ensure our community is strong, resilient, healthy, vibrant and nurturing; by June 30, 2009: a) See Waipi'o ranger pilot project through to effective conclusion following terms of contracts with the Hawai'i Tourism Authority and Friends of the Future. 100% of' this objective has been met. The contract with Hawai'i Tourism Authority (HTA) has been closed. b) See Hilo Bayfront Trails project through to effective conclusion following terms of contracts with the Hawai'i Tourism Authority and with Helber Hastert and Fee. 98% of this objective has been met. The Hawai'i Tourism Authority (HTA) contract was extended to March 2010 to allow for the completion of all deliverables. A contract with Geometrician Associates, LLC was executed on April 16, 2009, for completion of an Environmental Assessment and for preparation of a Special Management Area Major Permit application. c) Assist in publication of the Implementation Guide for EnVision Downtown Hilo 2025 Vision Keepers. 100% of this objective has been met. Assisted the Vision Keepers to draft and publish the Implementation Guide, which is available at www.co.hawaii.hi.us /edh2025/. d) Compile and publish summary of the community readiness program in North and South Kohala Community Development Plan. 100% of this objective has been met. A summary of the community readiness program in North and South Kohala Community Development Plan (CDP) was published on the HCRC website at www.hcrc.info. Final Status Report on Program Objectives for FY 2008 -09 21 i RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER e) Promote the Healing Our Island HOI Community Fund, by distributing g (HOI) ty y s butmg 5,000 • brochures in the various communities on Hawai'i Island to increase number of first -time applicants. 75% of this objective has been met. HOI brochure was drafted and approved by the Corporation Counsel, County's Public Relations Officer, Healing Our Island Liaisons and Review Committee and the R &D Director. 2,500 brochures were printed and distributed to encourage first time applicants. f) Update the HOI Governance, Policies, Procedures and Processes. 100% of this objective has been met. Corporation Counsel, Accounting, HCRC, and the Director of R &D reviewed and approved the new HOI Governance, Policies, and Procedures. g) Provide necessary tools and technical assistance for HOI team to promote program, increase collaboration and assist community grantees. 100% of this objective has been met. A collaborative process was used with reviewers and liaisons to craft new ro ram guidelines, application, final report, and scoring g g PPl� P g worksheet for 2009. h) Recognize accomplishments of five (5) community groups working on the campaign against drugs. 100 % of this objective has been met. In an effort to secure funding for this program, report outlined the background, purpose, outcomes, program statistics and shared more than five (5) group accomplishments. i) Review and assess potential asset policy issues relevant to the County of Hawaii and make recommendations for developing and advancing policy changes that pertain to asset and wealth building. 100% of this objective has been met. Hawaii Island Asset Building Framework and Roadmap: Draft Ohana Dialogue Report, Draft Technical Report and Draft Research Report are available on www.hcrc.info Final Status Report on Program Objectives for FY 2008 -09 22 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER j) Conduct a minimum of four (4) forums on asset policy issues for discussion and input from grassroots community leaders and representatives from the public, private, and/or nonprofit sectors. 100% of this objective has been met. Discussion about asset policy issues was conducted with Hawai'i First Federal Credit Union, The Kohala Center, Neighborhood Place of Puna, Helping Hands, Alu Like, County of Hawai'i Office of Housing and Community Development and Dept. of Planning, Hawaii Community College, Workforce Development and community consultants. 4. To equip residents who have demonstrated a commitment p ent to serving their community with skills and capacities needed to maximize their impact; by June 30, 2009: a) Conduct a minimum of two (2) workshops on grant technical assistance or training using multiple delivery methods. 100% of this objective has been met. Honomu Fundraising Charrette and personalized grant technical assistance for Pahoa Weed and Seed's reintegration housing project was delivered. The eCivis Knowledgebase, an on -line tutorial on grant writing, is available to 500 active eCivis users. b) Provide a minimum of fifty (50) facilitation services for community groups or government agencies. 100% of this objective has been met. Forty-seven (47) small groups "Talk Stories" were facilitated with local residents for the Ka'u Community Development Plan. Furthermore, twenty-six (26) strategic planning sessions were provided for other districts of the island. c) Develop facilitator capacity assessment procedure. 100% of the objective has been met. A facilitator capacity assessment procedure was developed to identify current knowledge and skills of community based facilitators. The results from the needs of local facilitators shaped future training opportunities. Final Status Report on Program Objectives for FY 2008 -09 23 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER d) Develop fifty (50) opportunities for Hawaii County Departments and Community Based Organizations to participate in capacity building services. 100% of this objective has been met. The Resource Center sponsored or co- sponsored one - hundred and eighty one (181) community events, fifty-six (56) technical assistances, and Ninety (90) trainings and workshops. e) Hawai'i Island communities in the nine (9) districts to receive training in Community Emergency Preparedness Training (CERT) & hazard mitigation. 100% of this objective has been met. Two - hundred and thirteen (213) individuals were trained in nine (9) districts and ten (10) CERTeams were formed. f) Create and help distribute 10,000 Disaster Preparedness Training Brochure for Citizens Corps, Civil Defense, and the Fire Department. 100% of this objective has been met. 10,700 brochures were distributed. g) To facilitate the development of at Least two (2) disaster preparedness curriculum for community trainings with Contractor. 100% of this objective has been met. The Contractor developed a training curriculum on hazards and mitigation actions. An Emerge -N -See community presentation about the threat of natural and human -made disaster, and A Map Your Neighborhood Toolkit for disaster readiness was created as part of a comprehensive disaster preparedness curriculum. The HCRC, Civil Defense and Kamehameha Schools also developed an informational DVD on Hawaii Island Hazards that included history, facts and preparatory actions. Final Status Report on Program Objectives for FY 2008 -09 24 RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER h) Develop training schedule for liaisons and community representatives to conduct hazard mitigation workshops. 0 100 %ofthi objective object ve has been met. The Contractor held 7 presentations with communities on hazard mitigation, and provided technical assistance and mitigation consultation to the Hawai i County Civil Defense Agency, and to the Multi Hazard Mitigation Plan Update Committee. 5. To become a model sustainable system for governance; by June 30, 2009: a) County Council Resolution approving a Preserve America Community Designation for Hawaii County. 0% of this objective has been met. Program focus was shifted to meet the demands of the American Recovery and Reinvestment Act of 2009. b) Draft an eco- island resolution. 100% of this objective has been met. Eco- island resolution was drafted through consultation with the departments of Planning, Research and Development, and the Mayor's Office. c) Pass an ICLEI (International Council for Local Environmental Initiatives) resolution & join local government for sustainability. 100% of this objective has been met. A resolution in support of joining ICLEI, local government sustainability network was drafted and the County of Hawai'i became the 500'" member of ICLEI. d) Identify feasibility of Green House Gases (GHG) baseline measurement in Hawaii Island with the R &D Energy Coordinator. 100% of this objective has been met. The Clean Air and Climate Protection (CACP) Software to measure Green House Gas (GHG) emissions was used to conduct an energy cost and carbon footprint analysis for the Mayor's Green Team. Final Status Report on Program Objectives for FY 2008 -09 25 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER e) Create transparent, efficient and effective budgeting & operating system for better government services, accountability, and transparency for ecological and social sustainability. 75% of this objective has been met. The Contract Processing Spread Sheet and Holistic Measurements Frameworks were created for HCRC program areas. f) Create strategic sustainable planning toolkit to facilitate the transition towards ecological and social sustainability for community based organizations and government agencies. 100% of this objective has been met. Several toolkits for sustainable practices are now available on -line. g) Compile outline for a plan that integrates county policy, design, and management actions to facilitate the implementation phase of the CDP. 100% of this objective has been met. A matrix of all the county policy, design and management actions from the Community Development Plans that relate to roles and responsibility of the Department of Research and Development was created. Additionally, HCRC staff worked on indicator collection for the Ho'awaiwai Asset Building Initiative to determine community wealth and well- being. h) Create a holistic indicators and measuring mechanism to measure progress towards ecological and social sustainability. 100% of this objective has been met. The design and tabulation of five (5) capacity measurement framework (financial, physical, social, human, and natural capacities) was developed and tracked. The result, HCRC Sustainability Report, is published on -line. Final Status Report on Program Objectives for FY 2008 -09 26 1I RESEARCH & DEVELOPMENT HAWAII COUNTY RESOURCE CENTER i) Implement strategic sustainable organizational planning for HCRC. 100% of this objective has been met. Staff continues to go through strategic organizational planning process to increase productivity holistically. j) Draft the HCRC strategic plan annually. 100% of this objective has been met. Completed its strategic plan for 2008, which is available on -line. k) Increase HCRC/R &D funding by five percent (5 %). 100% of this objective has been met. Secured the final Healing Our Island State Grant -in -Aid totaling $200,000.00 in July 2008. 1) Build the communication network through hcrc.info by loading & updating content on the HCRC website. 100% of this objective has been met. Staff continues to update and load new content on the HCRC website. m) Encourage green purchasing practices; multiple service delivery methods that promote tele- conference / web - conference when practical; support for local suppliers. 100% of this objective has been met. All program equipment purchases consider energy efficiency and lowering ecological footprint. Efforts are being made through the Mayor's Green Team to scale up green practices. Final Status Report on Program Objectives for FY 2008 -09 27 RESEARCH & DEVELOPMENT FILM 1. Market, promote, and advertise the Big Island nationally and internationally to build a more vital film industry: 100% of this objective has been met. a) Collaborate with the Film Offices of the Hawaiian Islands (FOHI). The Big Island Film Office participated in three (3) FOHI meetings in Honolulu. b) Participate in six (6) trade shows, festivals and conferences pertaining to the industry through June, 2009. The Big Island Film Office participated in and sponsored three (3) film festivals, an all day screenwriting seminar, Screenplay in a Day, and participated in the annual AFCI Locations Expo in Santa Monica with FOHI, the Film Offices of the Hawaiian Islands. c) Continue to upgrade the Film Office website through June, 2009. Aloha Media Group was contracted to transition the Film Office web site from its current provider to a local service provider. 2. Provide support services to local, national and international productions working on Hawai'i Island: 100% of this objective has been met. a) Host/assist in coordination of familiarization and scouting tours as needed by not less than four scouts by June, 2009. Participated in and facilitated scouting activity for the VH1 reality show television series, My Antonio. All 10 episodes of this cable television show were shot on The Big Island. b) Assist 150 projects before, during and after on -island production by June, 2009. Provided to a total of thirty -three (33) productions that were completed on island during this time frame. Final Status Report on Program Objectives for FY 2008 -09 28 ill RESEARCH & DEVELOPMENT FILM 3. Work to grow the infrastructure of the Hawai'i Island Film Industry: 100% of this objective has been met. a) Work with educational entities such as local high school production programs and the production areas of Hawai'i Community College to promote training, skills development, knowledge of the business through June, 2009. • Hosted a production intern from the Hawaii Community College Digital Media Arts program during this time frame. • Advised and evaluated Digital Media Arts Program at Hawaii Community College. • Organized and presented a seminar titled, How Professionals Make Movies, in collaboration with Parker School. 125 people attended. b) Work with private sector in Hawai'i, such as local chambers of commerce, the business community, and appropriate community groups, and off shore organization such as producers association in Hollywood (TV production Executives) to promote a positive climate for film through June, 2009. • In collaboration with IATSE Local 665, presented technical training program for grip and electrical practitioners. • Participated in a Career Day, Passport to the Future, held at Kealakehe High School. • Participated in the Kona - Kohala Chamber of Commerce Business Expo to promote an understanding and awareness of the Film Office. 4. Support the growth of the film industry on Hawai'i Island through collaboration with the community: 100% of this objective has been met. a) Participate on two (2) industry boards and two (2) industry organizations by June, 2009. Participated in the following industry boards and associations: HIFA —the Hawai'i Film and Video Association, HFEB —the Hawai'i Film and Entertainment Board, and the AFCI —the Association of Film Commissioners International, and FOHI —the Film Offices of the Hawaiian Islands. Final Status Report on Program Objectives for FY 2008 -09 29 RESEARCH & DEVELOPMENT FILM b) Provide interviews to media as needed but no less than four (4) by June, 2009. • Radio interviews were conducted in support of the Chinese Film Festival. • Photos taken at the premier screening of Honoka'a Boy and placed in Hawaii Film and Video Magazine. • Interviews conducted with Tribune- Herald reporter on year -end production statistics. c) Deliver four (4) public presentations to community, academic, and/or business groups by June, 2009. • Addressed audiences /attendees at all of the film festivals the Film Office participated in; Big Island Film Festival VIP Reception, Screenplay in a Day Program and at a film production class at University of the Nations Final Status Report on Program Objectives for FY 2008 -09 30 22 HIGHWAY FUND PUBLIC WORKS TRAFFIC DIVISION Traffic Safety 1. Revise /amend schedules for Chapter 24, Vehicles and Traffic, of the Hawai'i County Code within 180 calendar days 85% of the time, if temporary authority is invoked. Actual performance: 1 of 1, or 100% 2. Investigate and resolve complaints and requests for new traffic control devices, including appropriate traffic studies within 30 calendar days 90% of the time. Actual Performance: 26 of 54, or 48 %. 3. Review construction plans, traffic studies, change of zones, variances, etc., within 14 calendar days 85% of the time. Actual performance: 16 of 27, or 59 %. 4. Conduct construction inspections within 14 calendar days 90% of the time. Actual performance: 14 of 15, or 93 %. 5. Investigate and resolve requests for Smart Signs and Speed Humps within 180 calendar days 85% of the time. Actual performance: 2 of 8, or 25 %. 6. Establish and promote traffic - related public awareness, education, and safety. A new traffic website provides a steady stream of information, alerts motorists island -wide of road construction to minimize inconveniences, offers residents electronic forms to request speed humps, provides online fill able forms for repairs to damaged streetlights, traffic signals, and signs, and accepts requests for educational material on traffic safety tips. Posters have been placed on seventy-five County buses encouraging safe crossing for pedestrians. Several radio public service announcements have been broadcast reinforcing six traffic safety messages. Six Month Progress Report on Program Objectives for FY 2009 -10 1 • PUBLIC WORKS TRAFFIC DIVISION Traffic Signals & Streetlights 1. Repair defective streetlights when reported (N. & S. Hilo, Puna, and N. & S. Kona) within 5 calendar days 85% of the time. Actual Performance: 173 of 235, or 74% 2. Repair defective streetlights when reported (Ka`u, N. & S. Kohala, and Hamakua) within 10 calendar days 85% of the time. Actual Performance: 91 of 95, or 96% 3. Investigate and resolve traffic signal complaints within 5 calendar days 95% of the time. Actual Performance: 151 of 154, or 98 %. 4. Assist Traffic Calming Program by installing devices, i.e. Smart Signs, within 90 calendar days 85% of the time. No new smart signs installed to date. Traffic Signs & Markings 1. Complete work orders for new traffic control devices within 90 calendar days 85% of the time. Actual Performance: 105 of 139, or 76 %. 2. Complete maintenance work orders within 90 calendar days 85% of the time Actual Performance: 285 of 300, or 95% 3. Complete fabrication of new traffic control signs within 30 calendar days 85% of the time. Actual performance: 917 of 962, or 95 %. Six Month Progress Report on Program Objectives for FY 2009 -10 2 PUBLIC WORKS TRAFFIC DIVISION 4. Stripe or restripe 125 miles of traffic pavement markings, utilizing thermoplastic striping in lieu of paint for greater longevity and performance Actual performance: 60 miles, or 48% complete. This is mainly due to thermoplastic striping (a more durable product) being more time consuming to apply than paint. 5. Install 4,000 new or replacement raised pavement markers. Actual Performance: 2412 markers installed, or 60 %. Note: ALL requested markers were installed. Not all jobs require marker installation. 6. Assist Traffic Calming Program by installing Speed Humps and related accessories such as signage and striping within 90 calendar days 85% of the time. Actual Performance: 19 of 20 speed hump installations, or 95 %. Six Month Progress Report on Program Objectives for FY 2009 -10 3 PUBLIC WORKS HIGHWAY MAINTENANCE DIVISION 1. Continue the islandwide in -house resurfacing program and resurface a total of 35 miles. From July to December 2009, we resurfaced 3.81 miles of County roads as follows: South Hilo 0.00 mile North Hilo/HAmakua 0.00 mile North /South Kohala 0.18 mile North /South Kona 3.63 miles Ka`u 0.00 mile Puna 0.00 mile 2. Evaluate the grass cutting operation and maintain the standard of six miles (12 total) per operator /equipment per workday and the goal of a five -week cycle per district. From July to December 2009, our grass cutting cycles were completed as follows: South Hilo 3 to 6 weeks North Hilo/Hamakua 6 weeks North /South Kohala 1 to 4 weeks North /South Kona 6 weeks Ka`u 5 to 6 weeks Puna 2 to 6 weeks Six Month Progress Report on Program Objectives for FY 2009 -10 4 PUBLIC WORKS TRAFFIC DIVISION Administration 1. Revise /Amend schedules for Chapter 24, Vehicles and Traffic, of the Hawai`i County Code within 180 calendar days 85% of the time, if temporary authority is invoked. Temporary authority was activated once during this period and the pertinent schedules of Chapter 24 of the Hawai'i County Code were revised /amended 32 times within the year. 2. Review construction plans, traffic studies, change of zones, variances, etc., within 12 calendar days 85% of the time. Reviewed 48 out of 88, or 55% of construction plans, traffic studies, change of zones, variances, etc., within 12 calendar days. This process includes review from multiple members of the Traffic Division. This goal was not met primarily because of other commitments or deadlines that required more immediate • attention by one or all of the members of the review panel. An effort has been made by the Safety Section to set a section review goal of 4 calendar days, to allow sufficient time for others to review and to hopefully better meet our Division goal in the future. 3. Investigate and resolve complaints and requests for new traffic control devices, including appropriate traffic studies within 90 calendar days 90% of the time. We increased our rate from 71% at the six month point to: resolved 112 out of 0 145, or 77% of the complaints and requests for new traffic control devices, including appropriate traffic studies within 90 calendar days. Although responding to public requests was a high priority of our Division and the Safety Section, it was one of our many important responsibilities. This goal was not met primarily due to a myriad of other commitments and deadlines which required prioritization. Final Status Report on Program Objectives for FY 2008 -09 PUBLIC WORKS TRAFFIC DIVISION 4. Establish and promote traffic related public awareness, education, and safety. 13,000 copies of "Rules of the Road" brochures were distributed to car rental agencies, elementary school teachers, fire departments, schools, trucking and freight companies within the first week of the program. Over 25,000 school children from pre- school. 5. Establish traffic calming measures to decrease vehicular speeding. Investigate and resolve requests for Smart Signs and Speed Humps within 180 calendar days 85% of the time. Resolved 0 out of 5, or 0% of the requests for speed humps within 180 calendar days. This goal was not met primarily because of the time required to finish some parts of the application and installation process. Of note, the time needed by the requestor to complete the petition process was dependent 011 the requestor's schedule and resources. The time needed to receive feedback from the police department and the fire department was dictated by their schedules. The time needed to complete installation of the speed humps and required signs and markings was based on DPW- Highways and DPW - Traffic's work schedules. An effort has been made by the Safety Section to set a section goal of 1 month to do all work necessary to determined if a subject road qualifies for speed humps, to notify the requestor of the results, and if necessary send the requestor the pertinent application and petition documents so this process can be started in a timely fashion. Traffic Signals & Streetlights 1. Repair defective streetlights when reported (N. & S. Hilo, Puna, and N. & S. Kona) within 5 calendar days 85% of the time. Repaired 1,792 out of 1,921, or 93% of the reported defective streetlights within 5 calendar days from date of report. Final Status Report on Program Objectives for FY 2008 -09 2 PUBLIC WORKS TRAFFIC DIVISION 2. Repair defective streetlights when reported (Ka`u, N. & S. Kohala, and Hamakua) within 10 calendar days 85% of the time. Processed 565 out of 579, or 98% of the reported defective streetlights within 10 calendar days from date of report. 3. Investigate and resolve traffic signal complaints within 5 calendar days 95% of the time. Processed 511 out of 517, or 99% of the reported traffic signal problems /complaints within 5 calendar days from date of report. 4. Assist Traffic Calming Program by installing devices, i.e. Smart Signs, within 90 • calendar days 85% of the time. Five of 11 signs installed on same day, with the remaining 6 (of 11 total) installed in less than 90 days. Traffic Signs & Markings 1. Complete work orders for new traffic control devices within 90 calendar days 85% of the time. Completed 193 out of 202, or 96% of the work orders for new traffic control devices within 90 calendar days from date of receipt. 2. Complete maintenance work orders within 90 calendar days 85% of the time. Processed 515 out of 541, or 95% of the maintenance work orders within 90 calendar days from date of receipt. 3. Complete fabrication of new traffic control signs within 30 calendar days 85% of the time. Completed fabrication of 1,429 out of 1690, or 85% of new traffic control signs within 30 calendar days. Final Status Report on Program Objectives for FY 2008 -09 3 PUBLIC WORKS TRAFFIC DIVISION 4. Stripe or restripe 125 miles of traffic pavement markings. 107 miles, or 86% goal was completed. This was due to not being able to fill vacant positions and the recent hiring freeze placed on three current vacant positions. 5. Install 4,000 new or replacement raised pavement markers (RPMs). 7,854 new or replacement raised pavement markers were completed. This was due to the fact that not all traffic markings jobs require raised pavement markers. All requested RPMs were installed. 6. Assist Traffic Calming Program by installing Speed Humps and related accessories such as signage and striping within 90 calendar days 85% of the time. This program was not fully funded to implement as only 14 speed humps were installed. Final Status Report on Program Objectives for FY 2008 -09 4 PUBLIC WORKS - - -- - - - - -- HIGHWAY MAINTENANCE DIVISION 1. Continue the islandwide in -house resurfacing program and resurface a total of 35 miles. From July 2008 to June 2009, we resurfaced 26.51 miles of County roads as follows: South Hilo 1.56 miles North Hilo/Hamakua 3.10 miles North /South Kohala 14.06 miles North /South Kona 0.00 mile Ka`u 2.29 miles Puna 5.50 miles Completed 76% of goal. 2. Evaluate the grass cutting operation and maintain the standard of six miles (12 total) per operator /equipment per workday and the goal of a five -week cycle per district. From July 2008 to June 2009, our grass cutting cycles were completed as follows: South Hilo 3 to 6 weeks North Hilo/HAmakua 4 weeks North /South Kohala 2 to 3 weeks North /South Kona 6 weeks Ka`u 5 to 6 weeks Puna 4 weeks Islandwide, the grass cutting average cycle is 4 weeks. Final Status Report on Program Objectives for FY 2008 -09 5 ■ 23 SEWER FUND ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 1. Coordinate with TSS on WWD operations and maintenance needs when designing and installing new sewer systems for large capacity cesspool (LCC) replacement projects in Komohana Heights (Hilo), Honokaa, Naalehu, Pahala, and Queen Liliuokalani Village. The Technical Services Section (TSS) was dissolved as of July 1, 2009. The majority of TSS positions and all Wastewater Capital Improvement Project responsibilities have been transferred to the Wastewater Division. Komohana Heights — A construction contract was executed, new sewer lines were installed to connect the Komohana Heights Subdivision to the existing County sewer, and two County-owned LCC's were closed in mid - December 2009. Honokaa - A construction contract was executed to install a new sewer collection system in Mamane Street and close 5 remaining County-owned LCC's at the Honoka'a Civic Center and the County Park and swimming pool. Construction to begin in January 2010. Naalehu - Design is at 75% completion. Negotiations continue in efforts to obtain larger land space for the treatment /disposal system which will accommodate future additional wastewater flows if so desired by the County. Pahala — The design phase will begin soon as land for the treatment /disposal system has been identified. The land donated by C. Brewer intended to accommodate a wastewater system is situated within 1,000' of a potable water well. The State Department of Health, Safe Drinking Water Branch prohibits installation of a wastewater system within this radius. Queen Liliuokalani Village — A construction contract was executed to install a new onsite sewer collection system, a new offsite sewer main, and new sewer laterals within private residential lots in the subdivision. 2. Coordinate with TSS on WWD operations and maintenance needs when implementing the Kealakehe Wastewater Treatment Plant (KWWTP) Aeration System Upgrade, Sludge Removal and Masterplan for plant upgrade. The design phase of these three projects is in progress. Construction work related to the aeration system upgrade and sludge removal are anticipated in January 2011. Six Month Progress Report on Program Objectives for FY 2009 -10 1 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 3. Coordinate with TSS on WWD operations and maintenance needs when implementing the North Kona Sewer and Effluent Reuse Project. Phase 1 of this Project involves installation of sewer and effluent reuse piping in Queen Ka'ahumanu Highway between Kealakehe Parkway and the Kohanaiki Industrial Park area. It is to be carried out as part of the State of Hawaii Department of Transportation's Queen Ka`ahumanu Highway Widening Project , Phase 2. This State project has been involved in several bid protests which has resulted in several delays. The State currently reported an estimated construction start date of December 2010. 4. Work with TSS' Geographical Information System (GIS) coordinator to use GIS as a tool to establish and maintain an asset management program. Developed the Geographical Information Systems portion further to support the Asset Management System by linking it to a computerized maintenance management program and a risk - consequence program. The goal is to develop a historical asset performance database that will help the Wastewater Division with evaluating and planning future wastewater projects and the sewer budget. 5. Work with TSS' Geographical Information System (GIS) coordinator to use GIS as a tool to further the WWD's efforts on sewer connection compliance. The GIS Analyst has compiled a GIS database system that identifies parcels and current status on sewer connection and land use. Efforts are to continue with verifying such parcel information for accuracy prior to issuing letters notifying property owners to connect per HCC Chapter 21 -5. These efforts will be ongoing. 6. Initiate a sewer hydraulics modeling procedure to assist with determining remaining sewer capacities in the collection system. The Wastewater Division is using an EPA sewer hydraulic modeling program which was a free download. Available flow meters have been installed at select sewer manholes to collect data to be used in the modeling efforts to determine current sewer flows which ultimately determines remaining capacity in existing sewer pipes. These efforts will be ongoing. 7. Ensure plant operators receive adequate training and refreshers to further their learning as they pursue career advancement within the organization. Procured the services of a trainer via sewer funds to administer a review class in January 2010 to help operators prepare for the certification exam scheduled in February 2010. Six Month Progress Report on Program Objectives for FY 2009 -10 2 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 1) Establish and maintain sewer and plant maintenance management program to supplement the asset management program. A computerized maintenance management system (CMMS) program has been set up using MicroSoft Access. It was determined by WWD Administration that using database software as opposed to purchasing an off -the -shelf CMMS program which adds on unnecessary expense is a good start for the current needs. This database is also linked to the Geographical Information System program which is the key component to the Asset Management program. 2) Strive for acceptable ratings from Department of Health during inspections of the wastewater treatment facilities by exercising proper plant process control, health and safety procedures and laboratory quality control. There were no HIOSH citations. The Hilo WWTP was inspected by the EPA's consultant and the DOH -CWB and while a report has yet to be issued, no major deficiencies were cited during the closing conference. The treatment facilities continue to exercise proper plant process control, health and safety procedures and laboratory quality control by holding regularly scheduled staff meetings on these areas. 3) Implement and maintain a regular inflow and infiltration monitoring and repair plan. Grouting of a section of the Kalanianaole Avenue collector system in the vicinity of Onekahakaha Park has resulted in a reduction of inflow and infiltration (I/I) of approximately 130,000 gpd. Much of the I/I related to the Kona Sewer system is associated with I/I from private properties. The WWD requested that the SMA permit for the King Kamehameha Hotel require rehabilitation of their on -site sewer system which has resulted in a reduction of I/I of approximately 6,000 gpd to date. It is expected that a further reduction will occur following further repairs within the private property. 4) Initiate planning, design and/or construction of seven (7) Replacement Reserve Account projects: a) Hilo WWTP Fence Replacement The WWD is intending to procure the required material and to utilize correctional personnel to perform the work in order to minimize costs for this project. Six Month Progress Report on Program Objectives for FY 2009 -10 3 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS b) Hilo WWTP Drying Bed & Modification of Septage Station Installation of the Drying Bed portion is being deferred in order to reduce costs. Design for modification of the Septage Station is currently at 60 percent as an "in house" design in order to minimize costs. c) Replace Barminutors at Country plants One barminutor is expected to be replaced in lieu of both facilities in order to minimize costs. d) Abandon Keapu Pump Station and upgrade Lanihau Force Main WWD efforts to reduce Inflow and Infiltration (I/I) to the Kona sewer system has resulted in a determination that upgrade of the Lanihau Force Main is not required at this time as flows to the station have been reduced significantly. As a result, this project will be deferred. e) Renovate Pump Station 19 While it is desired to renovate the station, repairs have been made to the station in lieu a complete renovation in order to minimize costs. f) Install Algae Filtration to Hilo WWTP No. 3 Water pump The WWD has made modifications to the chlorine contact facility in an effort to reduce the amount of algae being introduced to the No. 3 water system. In the meantime, this project was deferred pending the results of the modification. g) Install /upgrade Supervisory Control and Data Acquisition (SCADA) system at all sewage pump stations While a SCADA system is preferable, Autodialers will be utilized in lieu of a complete SCADA system in an effort to reduce costs. Six Month Progress Report on Program Objectives for FY 2009 -10 4 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 1. Coordinate the following Capital Improvement Projects (CIP) related to operation and maintenance of existing WWD (Wastewater Division) facilities with the Technical Services Section (TSS): a. Large capacity cesspool (LCC) replacement projects in Honoka'a, Naalehu, Pahala, and Queen Lili'uokalani Village. Honoka'a: Completed the design plans to construct a new sewer collection system to connect Honoka'a Town to an existing wastewater treatment plant to be taken over by the County and closure of large capacity cesspools on the Honoka'a Large Capacity Cesspool Replacement Project. The construction is to be funded by a combination of ARRA and State Revolving Fund Loan Program funds. Bid opening for this project is anticipated in October 2009 with construction to begin in January 2010. Na'alehu: Design of the Na'alehu sewer collection and treatment /disposal system to serve the Naalehu Community continues to progress. The County is in the midst of cooperative negotiations for larger land area to accommodate a longer term solution for a wastewater treatment and disposal system which will benefit the County in the future. The construction is to be funded by a combination of federal grant monies and a State Revolving Fund Loan. Construction is anticipated to begin in July 2010. Pahala: Design of the Pahala sewer collection and treatment /disposal system will commence once land for a wastewater treatment and disposal system has been identified. Ongoing efforts are in force to identify potential lands sized to accommodate a treatment /disposal system that can effectively serve the Pahala Community. The construction is to be funded by a State Revolving Fund Loan. Construction is anticipated to begin in July 2011. Queen Lili'uokalani Village: Completed the design plans to construct a new onsite and offsite sewer collection system to connect the Queen Lili'uokalani Village Subdivision to County sewer and closure of large capacity cesspools on the Queen Lili'uokalani Village Large Capacity Cesspool Replacement Project. The construction is to be funded by the State Revolving Fund Loan Program and possibly ARRA funds. Bid opening for this project is anticipated in November 2009 with construction to begin in March 2010 to allow time for permitting and equipment procurement issues. II Final Progress Report on Program Objectives for FY 2008 -09 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION b. Kealakehe Wastewater Treatment Plant (WWTP) aeration system and sludge removal project Aeration System: The Consultant continues to work on the design. Construction is expected to be funded by County General Obligation Bonds and construction start is anticipated in July 2010. Sludge Removal: The sludge removal work is expected to be completed prior to the aeration system upgrade. The work is to be funded by County General Obligation Bonds and construction start is anticipated in July 2010. c. Kealakehe WWTP Master plan Began the masterplanning efforts for the upgrade of the Kealakehe Wastewater Treatment Plant to support R -1 water quality production as part of the North Kona Effluent Reuse Plan. 2. Establish a five year plan for sewer rates to accommodate current and future growth of our systems. This is currently at the 75% completion stage with the help of R.W. Beck Consultants. Final Progress Report on Program Objectives for FY 2008 -09 2 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 1) Maintain and repair sewer lines to prevent all sewage spills. Inspection, maintenance and repair of sewer collection lines is on- going. There were no sewage spills during the reporting period of July 2008 -June 2009. 2) Obtain acceptable ratings from Department of Health for at least 75% of our total number of facilities. There were no compliance inspections performed on WWD facilities during the period of July 2008 — June 2009. 3) Maintain laboratory quality control. Laboratory quality control has been maintained to acceptable standards. 4) Complete planning, design and /or construction of six (6) Replacement Reserve Account projects: a) Lanihau Wastewater Pump Station force main replacement. This project has been deferred. Upgrading of the pump station and associated force main was budgeted in order to address higher than expected flows to the station which resulted in the station operating at capacity. However, efforts to reduce Inflow and Infiltration (I/I) in the Kona area has resulted in reduction of flows to the station within original design parameters. b) Hilo Wastewater Treatment Plant headworks channel corrosion repair. This project has been deferred in an effort to reduce Operating Expenditures and since WWD Administration efforts have been concentrated on compliance projects related to Large Capacity Cesspool (LCC) closure requirements as three (3) of the LCC projects have resulted in grant monies related to the American Recovery and Reinvestment Act of 2009 (ARRA). c) Hilo Wastewater Treatment Plant biotower distributor arm replacement This project has been deferred to reduce operational expenditures and since a re- evaluation of the equipment indicates that replacement is not required at this time. Final Progress Report on Program Objectives for FY 2008 -09 3 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS d) Kealakehe WWPS odor control replacement. A temporary odor control system was recently installed which has been effective in mitigating odors from the facility. As such, this project has been deferred in order to minimize operating expenditures. e) Hilo WWTP septage receiving station replacement. This project has been reduced in scope due to funding concerns and will involve replacement of a pump and modification of the control system. Design of this project is currently at approximately 60 %. f) Various repair and maintenance of Division facilities. i) Painting of Hilo WWTP buildings. The WWD is evaluating the use of Hawai'i Correctional Industries (HCI) personnel to accomplish this task as a cost - saving measure. ii) Painting and minor repairs of Wailoa WWPS. The WWD is evaluating the use of Hawai'i Correctional Industries (HCI) personnel to accomplish this task as a cost - saving measure. 5) Install Supervisory Control and Data Acquisition systems for West and East Wastewater Pump Stations. a) Complete the SCADA system for all 17 County pump stations. b) Monitor East Hawaii WWPS at the Hilo WWTP. c) Monitor West Hawaii WWPS at the Kealakehe WWTP. Made the decision to substitute autodialers for new SCADA system to reduce expenses associated with employing the services of an alarm company to monitor the WWD facilities. Final Progress Report on Program Objectives for FY 2008 -09 4 24 CEMETERY FUND PARKS & RECREATION CEMETERY FUND 1. Conduct maintenance and repair activities. Maintenance and repair activities have been conducted daily. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PARKS & RECREATION CEMETERY FUND 1. Conduct maintenance and repair activities. Maintenance and repair activities have been conducted daily. 1 Final Status Report on Program Objectives for FY 2008 -09 1 25 BIKEWAY FUND PARKS & RECREATION BIKEWAY FUND 1. Begin Phase I construction of the Waimea Trails and Greenways Project by June 30, 2009. Objective not achieved. Phase 1 of the Waimea Trails and Greenways had a tentative rescheduled start date of September 2009, but this was postponed as the project is being redesigned. New start date has yet to be set. 2. Conduct one recreational bike activity in each of 5 recreational districts by June 30, 2009. Objective is being achieved. Numerous bike activities have been planned and are set to be completed by year end. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PARKS & RECREATION BIKEWAY FUND 1. Begin Phase I construction of the Waimea Trails and Greenways Project by June 30, 2009. Objective not achieved. Phase 1 of Waimea Trails and Greenways has a rescheduled start date of September 2009. 2. Conduct one recreational bike activity in each of 5 recreational districts by June 30, 2009. Objective achieved. Hilo District: Waiakea Uka Gym Fall Bike and Hike 24 participants Hamakua District PApa'aloa Fall Bike and Play 8 participants N/S Kohala District Kohala Fall Biking for Fun 11 participants Kohala Winter Bike and Hike 13 participants N/S Kona District Yano Fall Bike to Kahalu'u 4 participants Puna/Ka' u Shipman Bike the Back Trails 5 participants Final Status Report on Program Objectives for FY 2008 -09 1 26 BEAUTIFICATION FUND PUBLIC WORKS BEAUTIFICATION FUND 1. Continue to initiate two roadside planting projects every year. A cooperative effort with the Kailua Village Business Improvement District and the County was initiated for the Palani Road Medians and Kuakini Highway, and the planting projects were completed in the first half of this fiscal year. This association contributed all expenses for plant materials, irrigation systems and labor to install and maintain. County pays for water for ongoing irrigation. Mohouli Park and Hawaiian Beaches are also scheduled to have planting projects completed by fiscal year end. 2. Continue to plant or replant a minimum of 10 trees each year. As of 12/31/09 no trees have been planted. However two projects are scheduled for second half of the year that will allow for this objective to be met. 3. Enhance and continue the existing Litter Pick -up along County Roads Program with the Highways Division of the Department of Public Works. Annual FY 2009 -10 rubbish removal contracts for Puako Beach Road and Pahoa village were awarded. Continue to maintain trash receptacles installed in Downtown Hilo and Downtown Kailua. Installations of the trash receptacles were part of the beautification projects in both downtowns. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PUBLIC WORKS BEAUTIFICATION FUND to initiate two roadside planting projects every Continue o p g p ) y ear. year. cooperative effort with the Kailua Village Business Improvement District and the County was initiated for the Palani Road Medians and Kuakini Highway, although the planting projects were not completed until the next fiscal year. This association contributed all expenses for plant materials, irrigation systems and labor to install and maintain. County pays for water for ongoing irrigation. 2. Continue to plant or replant a minimum of 10 trees each year. Tree planting projects did not occur in the fiscal year. 3. Enhance and continue the existing Litter Pick -up Along County Roads Program with the Highways Division of the Department of Public Works. Annual FY 2008 -09 rubbish removal contracts for Puako Beach Road and Pahoa Village areas were awarded to Pacific Waste Inc. and Orchid Isle Rubbish respectively. Continued to maintain trash receptacles installed in Downtown Hilo and Downtown Kailua. Installations of the trash receptacles were part of the beautification projects in both downtowns. Final Status Report on Program Objectives for FY 2008 -09 1 YEIIICLE DISPOSAL FUND ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 1. Coordinate removal from public access roadways those vehicles classified as abandoned/derelict. Received 540 vehicle incident reports forwarded from the County of Hawai i Police Department, of which 103 vehicles could not be found at reported locations. A total of 437 vehicles were towed to County Salvage Facilities. 267 vehicles were removed from West Hawaii to the Kealakehe/Kailua Salvage Facility, and 170 vehicles were removed from East Hawaii to the Hilo Salvage Facility for the period July 1, 2009 — Dec 31, 2009. 2. Process and recycle all derelict/abandoned vehicles in compliance with Department of Health requirements. DOH issued a notice of violation to the scrap metal contractor for both Kona and Hilo scrap metal yards. The violations stated non - compliance in removing the agreed upon percentage of old scrap material as stated in the Department of Health (DOH) operating permit. An agreement was reached between DOH and the scrap metal contractor on the minimum amount of scrap metal to be removed on a monthly basis and a new timeline to remove all the old scrap material from the two (2) sites. 3. Monitor salvage facility operations contract for the processing and shipment of scrap metal. Scrap metal contractor removed a total of 15,992 tons for the first half of fiscal year 09 -10. Staff verifies invoices via weigh tickets, shipping documents, pictures, and phone log and tracks scrap metal commodities through a permit log from the vendor. 4. Coordinate the removal, recycling and/or re -use of used tires for beneficial use. We continue to work with our vendor in the removal of tires. The Solid Waste Division is coordinating efforts to remove illegally dumped tires received at our landfills and transfer stations and transport them to our scrap metal contractor for tire processing or to a contracted tire shredder. These tires are processed in addition to those that come from the scrap metal facilities. Currently, the vendor processes tires to ship off - island or to create tire blocks. The Department of Health has issued a permit for the tire block processing facility. Tires are baled, put in molds and encased with concrete, crating large modular cement blocks with a lava rock motif. The blocks are undergoing engineering tests and currently are being used at the facility for retaining walls and as a perimeter security wall. Six Month Progress Report on Program Objectives for FY 2009 -10 1 ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 5. Track the progress and efficiency of the derelict vehicle anmesty program. As of January 26, 2009 the Derelict Vehicle Amnesty Program has been temporarily suspended until further notice due to budget constraints. Six Month Progress Report on Program Objectives for FY 2009 -10 2 ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 1. Maintain timely response to investigate all vehicle incident reports forwarded from the County police department within seven business days. We have continued to meet this goal in FY 08 -09. 2. Coordinate removal from public access roadways those vehicles classified as abandoned/derelict. Received 1,353 vehicle incident reports forwarded from the County Police Department, of which 289 vehicles could not be found at reported locations. A total of 1,064 vehicles were towed to County Salvage Facilities. 493 vehicles were removed from West Hawaii to the Kealakehe/Kailua Salvage Facility, and 571 vehicles were removed from East Hawaii to the Hilo Salvage Facility for the period July 2008 — June 2009. 3. Process and recycle all derelict/abandoned vehicles in compliance with Department of Health requirements. There was one violation issued by the DOH in February of 2009 for Kona scrap metal processing. The violation stated non- compliance in removing the agreed upon percentage of old scrap material as stated in the permit. In the new /current permit the contractor agreed to the requirement increasing the quantity of old scrap metal removed. 4. Monitor salvage facility operations contract for the processing and shipment of scrap metal. Scrap metal contractor removed a total of 20,192 tons for the fiscal year 08 -09. Staff verifies invoices via weight tickets and shipping documents and tracks scrap metal commodities through a permit log from our vendor. 5. Coordinate the removal, recycling and/or re -use of used tires for beneficial use. We continue to work with our vendor in the removal of tires. The Solid Waste Division is coordinating efforts to remove illegally dumped tires received at our landfills and transfer stations and transport them to our vendor's tire processing facility. These tires are processed in addition to those that come from the scrap metal facilities. The vendor is currently processing tires to ship off - island or to create tire blocks. Department of Health has issued a permit for the tire block project. Tires are baled, put in molds and encased with concrete, creating large modular cement blocks with a lava rock motif. These are undergoing engineering tests and currently are being used at the facility for retaining walls and a perimeter wall. Final Status Report on Program Objectives for FY 2008 -09 1 ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 6. Track the progress and efficiency of the derelict vehicle amnesty program. Applications for the Derelict Vehicle Amnesty Program are tracked from the time an application is requested to the final removal of the derelict vehicles. I ' I During the fiscal year, 282 new applications were received under the Derelict Vehicle Amnesty Program. An application may allow up to two (2) vehicles to be removed per applicant. Of the 282 applications, 10 applications remain to be investigated and the applicants appropriately notified. During the fiscal year, 170 vehicles were towed to County Salvage Facilities that qualified under the amnesty program. 51 vehicles were removed from West Hawaii to the Kealakehe/Kailua Salvage Facility and 119 vehicles were removed from East Hawaii to the Hilo Salvage Facility. As of January 26, 2009 the Derelict Vehicle Amnesty Program has been temporarily suspended until further notice due to budget constraints. Final Status Report on Program Objectives for FY 2008 -09 2 28 SOLID WASTE FUND ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 1. Implement proposed actions identified in the Update to the Integrated Solid Waste Management Plan for the County of Hawai`i. The 2002 Integrated Solid Waste Management Plan identified four (4) major alternatives for solid waste management in the County: a.) Construct no new landfill in East Hawai'i: No new landfill has been constructed; however, a resolution passed by County Council requests that expanding the existing landfill into the adjacent quarries be considered as an option. In 2009, a feasibility and cost estimate was prepared to evaluate a 7 -acre expansion. Based on the results of the report, a limited 7 -acre expansion is cost prohibitive in comparison to trucking solid waste to the County's West Hawai'i Sanitary Landfill. In the meantime, sliver fill construction at the South Hilo Sanitary Landfill utilizing the existing landfill footprint has extended the estimated life of the landfill until 2015. b.) Emphasize the recovery of recyclable materials at the planned East Hawai'i sort station: The most efficient and effective use of the Sort Station Reload Facility is now under Department review as a result of the prior Administration's decision not to implement the option of transporting garbage from East Hawai'i to the West Hawai'i Sanitary Landfill. Current options include operating the facility as a transfer station for trucking solid waste to the West Hawaii Sanitary Landfill, operation as commercial recyclables transfer station, or operation as a maintenance and equipment repair facility. c.) Procure a waste reduction facility for the east Hawai'i waste stream using either waste -to- energy, thermal gasification, or anaerobic digestion technology: In 2008 the County Council rejected a resolution authorizing a multi -year waste -to- energy facility contract; therefore the procurement process for this service has been terminated. The current draft Integrated Resources and Solid Waste Management Plan recommends against procuring a waste reduction facility at this time. d.) Establish a county recycling program with a long list of elements that has the potential to increase the waste diversion significantly: In accordance with the 2002 Integrated Solid Waste Management Plan, the 2 -Bin recycling program was implemented to increase residential participation in waste diversion. Six Month Progress Report on Program Objectives for FY 2009 -10 1 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND The above four (4) major alternatives were identified in the 2002 Integrated Solid Waste Management Plan. In the period covered by this 6 -month progress report, the update to the Integrated Resources and Solid Waste Management Plan has been going through its final review with the draft submitted to the Department of Health for comments (90 days to review are required) and public meetings have been held (after a 60 day open comment period). An implementation plan has been developed that summarizes all the activities. The new update will be presented to the Mayor and submitted to the County Council for a supporting resolution prior to submitting to the Department of Health for final approval. 2. Construct the basic solid waste and recycling elements of the East Hawai`i Reload Facility. Design any further elements of the complex. Construction of the East Hawaii Reload Facility is nearing completion. In addition to the basic elements of the facility, a Fats, Oils, and Grease (FOG) collection facility is being added. Construction completion is anticipated at the end of February, 2010. 3. Procure the services of a private firm to operate a waste reduction facility, in accordance with the goals and objectives identified in the Update to the Integrated Solid Waste Management Plan, and any further identified public policy. In 2008, the County Council rejected a resolution authorizing a multi -year waste -to- energy facility contract. The five (5) year update to the Integrated Solid Waste Management Plan is currently underway. It is anticipated that a revised set of waste reduction goals will be part of the adopted plan. 4. Initiate repairs and enhancement services at all County transfer stations. Repairs and enhancements are ongoing at County transfer stations. We are working on the construction documents for major repairs and enhancements to the Pahoa transfer station. We have completed major enhancements to the Waimea transfer station. We have also completed small repair and enhancement projects including signs, fences, earthquake repairs, and glasscrete pads at nearly all transfer stations within the last six (6) months. Six Month Progress Report on Program Objectives for FY 2009 -10 2 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 5. Fleet Maintenance — Continue a daily maintenance checklist and recurring replacement schedule on our heavy equipment based on age and repair costs. The County has a vendor contracted to provide limited night maintenance service for the truck tractors and the compactor trucks on an "as needed" basis. Repair work is performed through Automotive Division when staff is available; otherwise, it is contracted out to local vendors. Additionally, the Department has requested full -time maintenance staff to provide preventative maintenance and emergency repair of all Solid Waste Division light and heavy equipment, including equipment unique to our department. This is necessary as equipment repair capabilities continue to impair the Division's ability to maintain essential services, to comply with minimum regulatory standards for the management of solid waste, and to maximize the use of available Landfill airspace. The Solid Waste Division is responsible for operating and maintaining two (2) active landfills, twenty-one (21) transfer stations, three (3) baseyards, and two (2) inactive landfills, in addition to performing island -wide transportation of municipal solid waste 362 days a year. Continual daily use of landfill compactors and dozers on each of the County's landfills is prohibitive in creating a rotation for heavy equipment maintenance. Emergency repairs are being performed through the Automotive Division of the Department of Public Works when space and staff are available. Upon recommendation from the Automotive Division, emergency repairs are contracted out. When County-owned primary and secondary equipment goes out of service, the Department is dependent on the rental of heavy equipment in order to maintain operations. The Department requests a Division - managed maintenance staff to perform emergency repairs and preventative maintenance per the equipment manufacturer's recommended guidelines and as required to comply with the goals and requirements of the County's Integrated Solid Waste Management Plan. A recurring replacement schedule is implemented, based on age, abnormal wear and repair costs. Six Month Progress Report on Program Objectives for FY 2009 -10 3 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 6. Expand greenwaste and organics diversion to produce a value -added compost product for our island and provide greenwaste drop -offs at selected transfer stations island - wide. The West Hawai'i Sanitary Landfill compost infrastructure facility project has been completed and the site is prepared for a contractor to begin final site improvements and compost operations. Green waste and pallet mulching operations continued in East and West Hawai'i. A new request for proposals (RFP) to establish a Mulch and /or Compost Facility at the West Hawai'i Sanitary Landfill and the South Hilo Sanitary Landfill will soon be issued. Once the two facilities are up and operational, greenwaste may be restricted at the landfills or transfer stations except on specific schedules. 7. Continue post closure maintenance and monitoring of Kailua and old Waimea landfills. The County contracted services to provide quarterly monitoring, limited maintenance, and subsurface fire suppression activities at the Kailua Landfill and the Waimea Landfill. Additional post- closure monitoring and remediation of the Kailua Landfill was recently completed to comply with Department of Health/ US Environmental Protection Agency, (DOH/US EPA) regulations. The draft remedial action plan to address the ongoing subsurface fires at the Waimea Landfill as well as to insure compliance with DOH/US EPA regulations has been approved by DOH. During this first half of fiscal year 09 -10, monitoring activities continued to evaluate the impact of cover material that was placed over select areas of the Waimea Landfill, specifically regarding suffocating the fire, and reducing intrusion for oxygen to enter the landfill. It appears that ongoing monitoring supports the growing body of evidence that the subsurface fires have been significantly reduced. Six Month Progress Report on Program Objectives for FY 2009 -10 4 ENVIRONMENTAL MANAGEMENT ____-------____ -- SOLID WASTE FUND 8. Expand recycling education, used residential motor oil recycling, glass recycling, e- waste collections, household hazardous waste collections and landfill diversion programs. a) Recycling Education Program — Public education efforts were enhanced to Y g g increase awareness of the expanded 2 -bin recycling program at most transfer stations and landfill diversion rates. A media company was contracted to develop a series of T.V., radio and newspaper ads to explain the "What ", "Why" and "How" of the 2 -bin recycling program. In addition to newspaper and radio/T.V. advertising, additional ads were placed in phone books and incorporated into previews in local movie theaters. New signage has been designed and installed at various transfer stations to more clearly explain aspects of the recycling programs. Other promotional programs included Recycle Guide inserts in local newspapers on Earth Day, Hawai'i Recycles Day, and reusable shopping bag distributions. Training sessions were provided to increase recycling within County government offices by distributing recycling bins to County Departments, working with County workers, janitorial staff and outside vendors to collect recyclables from County facilities, and to expand recycling at various public venues and functions. The HI -5 Program offers 11I -5 recycling bins for use at community and special events. The Department also encourages businesses and community groups to start recycling initiatives and provides information to those interested in establishing new recycling ventures on island. The Department also sets up display booths at various community events to promote recycling and to educate the public on recycling opportunities and how they affect our environment. Recycle Hawai'i is currently contracted to provide community and school recycling education sessions. The County's current recycling education vendor, Recycle Hawai'i, continues providing Home Composting workshops and distribution of home compost units. Additional home compost units were delivered in the latter half of the last fiscal year to expand this valuable program and increase resident participation to divert more organic material from our landfills. b) Glass Recycling - Non -HI -5 glass bins have been placed at twenty (20) of the island's twenty-one (21) transfer stations. The Department is working with local recyclers to develop an end use market on- island. Beneficial on- island end uses include glasscrete which has been used to improve surfaces at select transfer stations. Six Month Progress Report on Program Objectives for FY 2009 -10 5 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND c) Primarily due to cost considerations, E -waste collection continues to be a challenge for the Department. Currently our vendor is operating the Hilo and Kona permanent collection sites in partnership with various stakeholders, including electronics manufacturers and foundations. d) Household Hazardous Waste (HHW) Program — The Department collected just over fifty one (51) tons of materials at its December, 2009 HHW Event Collections in Hilo, Kailua -Kona, Pahoa and Waimea. e) The County's program to collect and reuse latex paint and divert this from our landfills is available as part of our HHW Collection Events and at our Kea'au Recycle and Reuse Center (KRRC). This program and continuing modifications to the KRRC site are part of an expansion of services to increase diversion of construction & demolition materials. f) Mixed Recyclables collection and diversion has now expanded to twenty (20) out of our twenty-one (21) transfer stations. Segregated paper recycling (mainly separate cardboard and newspaper bins) continues at the Hilo, Kea'au and Kealakehe (cardboard only) transfer stations. g) Kea'au Recycling and Reuse Center (KRRC) continues to operate successfully. With expanded hours of service at KRRC, illegal dumping and incidents of recyclables contamination are down. Site staff is busy preparing for construction & demolition reuse expansion. Additional Reuse Centers were opened in Keauhou and Waimea and will be opened soon in Hawi. h) Kona Recycles @ Kealakehe: has finished improvements to the site to increase processing of cardboard with a larger baler and loading platform with the capacity to load shipping containers. i) The County Recycling Website has been maintained in order to increase the methods by which the Public can access convenient 24 -hour up to date information about recycling on the Big Island. The Department worked with a website development vendor to design and implement a new Recycling website for the County of Hawaii. The website, www.hawaiizerowaste.org, provides the Public with detailed information on the Department's Solid Waste Division and County- sponsored recycling programs as well as other relevant recycling events and information. j) Other Recycling Programs: The Department continues to offer its Do -It- Yourself Used Motor Oil Recycling Program via Recycle Hawaii and participating drop -off vendors. Six Month Progress Report on Program Objectives for FY 2009 -10 6 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 9. Support the State DOH HI5 programs and redemption centers for the public. There are currently nineteen (19) certified redemption center (CRC) locations on the Big Island which includes sixteen (16) permanent sites and three (3) mobile services. Arc of Hilo is currently operating redemption centers at ten (10) of the County's rural transfer stations. In addition, Atlas Recycling LLC offers redemption services at three (3) permanent locations. Atlas also offers once -a -month mobile redemption services in Ocean View and Na'alehu. Reynolds Recycling operates a redemption center in Hilo and regularly deploys l i the Big Island's first mobile reverse vending machine vehicle to various rural community sites. An additional CRC in Hilo is operated by Goodwill Industries. Mr. K's recycle and redemption recently opened in Hilo as well. County HI -5 recycling staff conduct regular compliance inspections at all CRCs. Inspection reports are filed with the State Department of Health on a monthly basis. County HI -5 recycling staff also conducts regular retail inspections for retailer compliance with the HI -5 Bottle Bill law. Monthly inspection reports are filed with the State Department of Health. Six Month Progress Report on Program Objectives for FY 2009 -10 7 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 1. Implement proposed actions identified in the Update to the Integrated Solid Waste Management Plan for the County of Hawaii. The 2002 Integrated Solid Waste Management Plan identified four (4) major alternatives for solid waste management in the County: a.) Construct no new landfill in East Hawaii: No new landfill has been constructed, however, a resolution by county council requests that expanding the existing landfill into the adjacent quarries be considered as an option. In the meantime, sliver fill construction at the South Hilo Sanitary Landfill utilizing the existing landfill footprint has extended the estimated life of the landfill until 2015. b.) Emphasize the recovery of recyclable materials at the planned East Hawaii sort station: The most efficient and effective use of the sort station reload facility is now under Department review as a result of the prior Administration's decision not to implement the option of transporting garbage from East Hawaii to the West Hawaii Sanitary Landfill. c.) Procure a waste reduction facility for the east Hawaii waste stream using either waste -to- energy thermal gasification, or anaerobic digestion technology: The Council did not approve a resolution authorizing a multi -year waste -to- energy facility contract; therefore the procurement process for this project has been suspended pending the outcome of the next update to the Integrated Solid Waste Management Plan. d.) Establish a county recycling program with a long list of elements that has the potential to increase the waste diversion significantly: In accordance with the 2002 Integrated Solid Waste Management Plan, the 2 -Bin recycling program was implemented to increase residential participation in waste diversion. 2. Construct the basic solid waste and recycling elements of the East Hawai`i Reload Facility. Design any further elements of the complex. Construction of the East Hawaii Reload Facility is nearing completion. In addition to the basic elements of the facility, a Fats, Oils, and Grease (FOG) collection facility is being added. Construction completion is anticipated at the end of December, 2009. Final Status Report on Program Objectives for FY 2008 -09 1 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 3. Procure the services of a private firm to operate a waste reduction facility, in accordance with the goals and objectives identified in the Update to the Integrated Solid Waste Management Plan, and any further identified public policy. The Council did not approve a resolution authorizing a multi -year waste -to- energy facility contract. The update to the 2002 Integrated Solid Waste Management Plan is currently underway. It is anticipated that a revised set of waste reduction goals will be part of the adopted plan. 4. Initiate repairs and enhancement services at all County transfer stations. Repairs and enhancements are ongoing at County transfer stations. We are working on the construction documents for major repairs and enhancements to the Pahoa transfer station. We have completed major enhancements to the Waimea transfer station. We have also completed small repair and enhancement projects including signs, fences, earthquake repairs, and glasscrete pads at nearly all transfer stations this fiscal year. 5. Fleet Maintenance — Continue a daily maintenance checklist and recurring replacement schedule on our heavy equipment based on age and repair costs. The County has a vendor contracted to provide limited night maintenance service for the truck tractors and the compactor trucks on an "as needed" basis. Repair work is performed through Automotive Division when staff is available, otherwise, it is contracted out to local vendors. Additionally, the Department has requested a full -time maintenance staff to provide preventative maintenance and emergency repair of all Solid Waste Division light and heavy equipment, including equipment unique to our department. This is necessary as equipment repair capabilities continue to impair the Division's ability to maintain essential services, to comply with minimum regulatory standards for the management of solid waste, and to maximize the use of available landfill airspace. The Solid Waste Division is responsible for operating and maintaining two (2) active landfills, twenty-one (21) transfer stations, three (3) baseyards, and two (2) inactive landfills, in addition to performing island -wide transportation of municipal solid waste 362 days a year. Final Status Report on Program Objectives for FY 2008 -09 2 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND Continual daily use of landfill compactors and dozers on each of the County's landfills is prohibitive in creating a rotation for heavy equipment maintenance. Presently, South Hilo Sanitary Landfill has one (1) compactor and one (1) dozer as spare. Emergency repairs are being performed through the Automotive Division of the Department of Public Works when space and staff are available. Upon recommendation from the Automotive Division, emergency repairs are contracted out. When County-owned primary and secondary equipment goes out of service, the Department is dependent on the rental of heavy equipment in order to maintain operations. The Department requests a Division - managed maintenance staff to perform emergency repairs and preventative maintenance per the equipment manufacturer's recommended guidelines and as required to comply with the goals and requirements of the County's Integrated Solid Waste Management Plan. A recurring replacement schedule is implemented, based on age, abnormal wear and repair costs. 6. Expand greenwaste and organics diversion to produce a value -added compost product for our island and provide greenwaste drop -offs at selected transfer stations island- wide. The West Hawaii Sanitary Landfill compost infrastructure facility project has been completed and the site is prepared for a contractor to begin final site improvements and compost operations. Green waste and pallet mulching operations continued in East and West Hawaii. The total tonnage for the fiscal year 2008 -2009 was 37,598 tons. The Request for proposals (RFP) # 2481 to establish a Compost and Biodiesel Facility at the West Hawaii Landfill was published in October 2008 but was cancelled due to budget constraints. The proposals for compost were 50% higher than for the current mulching services. Request for Proposal # 2479 was published in October 2008 to establish island - wide Greenwaste Collection Sites. Currently the only sites that have greenwaste drop -off facilities are Hilo, Kealakehe and Kea'au. No award was made against this proposal. The Department is reconsidering options given the financial uncertainties. Final Status Report on Program Objectives for FY 2008 -09 3 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 7. Continue post closure maintenance and monitoring of Kailua and old Waimea landfills. The County contracted services to provide quarterly monitoring, limited maintenance, and subsurface fire suppression activities at the Kailua Landfill and the Waimea Landfill. Additional post- closure monitoring and remediation of the Kailua Landfill was recently completed to comply with Department of Health/ US Environmental Protection Agency, (DOH /US EPA) regulations. The draft remedial action plan to address the ongoing subsurface fires at the Waimea Landfill as well as to insure compliance with DOH/US EPA regulations has been approved by DOH. During this fiscal year, cover material was • delivered to the Waimea Landfill and two (2) feet of cover material was spread and compacted over the areas identified as potential fire hazards. Ongoing monitoring supports the growing body of evidence that the subsurface fires have been significantly reduced. 8. Expand recycling education, used residential motor oil recycling, glass recycling, e- waste collections, household hazardous waste collections and landfill diversion grants. a) Recycling Education Program — Public education efforts were enhanced to increase awareness of the expanded 2 -bin recycling program at most transfer stations and boost diversion rates. A media company was contracted to develop a series of T.V., radio and newspaper ads to explain the "What ", "Why" and "How" of the 2 -bin recycling program. In addition to newspaper and radio/T.V. advertising, additional ads were placed in phone books and incorporated into previews in local movie theaters. New signage has been designed and procured to more clearly explain aspects of the recycling programs. These signs were deployed at the various transfer stations. Other promotional programs included Recycle Guide inserts in local newspapers on Earth Day, Hawaf i Recycles Day, and reusable shopping bag distributions. Training sessions were provided to increase recycling within County government offices by distributing recycling bins to County Departments, working with County workers, janitorial staff and outside vendors to collect recyclables from County facilities, and to expand recycling at various public venues and functions. The HI -5 Program offers 11I -5 recycling bins for use at community and special events. The Department also encourages businesses and communities to start recycling initiatives and provides information to those interested in establishing new recycling ventures on island. Final Status Report on Program Objectives for FY 2008 -09 4 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND The Department also sets up display booths at various community events to promote recycling and to educate the public on recycling opportunities and how they affect our environment. Recycle Hawai'i is contracted to provide community and school recycling education sessions. The County's current recycling education vendor, Recycle Hawai'i, continues providing Home Composting workshops and distribution of home compost units. Additional home compost units were delivered in the latter half of the fiscal year to expand this valuable program and increase resident participation to divert more organic material from our landfills. b) Glass Recycling - Non -HI -5 glass bins have been placed at twenty (20) of the island's twenty-one (21) transfer stations. The Department is working with local recyclers to develop an end market use on- island. Beneficial on- island uses include glasscrete which has been used to improve surfaces at select transfer stations. c) E -waste collection continues to be a challenge for the Department. Currently our vendor is operating the Hilo and Kona permanent collection sites in partnership with various stakeholders, including electronics manufacturers and foundations. d) Household Hazardous Waste (HHW) Program — The Department collected approximately one - hundred and eleven (111) tons of materials at its HHW Event Collections. The addition of the Pahoa and Waimea HHW Collection events is an expansion of the program intended to better serve rural communities. e) The County's program to collect and reuse latex paint and divert this from our landfills is available as part of our HHW Collection Events and at our Kea'au Recycle and Reuse Center (KRRC). This program and continuing modifications to the KRRC site are part of an expansion of services to increase diversion of Construction & Demolition materials. f) Mixed Recyclables collection and diversion has now expanded to twenty (20) out of our twenty-one (21) transfer stations. Segregated paper recycling (mainly separate cardboard and newspaper bins) continues at the Hilo, Kea'au and Kealakehe (cardboard only) transfer stations. Final Status Report on Program Objectives for FY 2008 -09 5 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND g) Kea'au Recycling and Reuse Center (KRRC) continues to operate successfully. With expanded hours of service at KRRC, illegal dumping and incidents of recyclables contamination are down. Site staff are busy preparing for Construction & Demolition reuse expansion. Additional Reuse Centers were opened in Keauhou and will be opened in Hawi and Waimea in FY09 -10 h) Kona Recycles @ Kealakehe: has finished improvements to the site to increase processing of cardboard with a larger baler and loading platform with the capacity to load shipping containers. i) The County Recycling Website has been established in order to increase the methods by which the Public can access convenient 24 -hour up to date information about recycling on the Big Island. The Department worked with a website development vendor to design and implement a new Recycling website for the County of Hawai`i. The website, www.hawaiizerowaste.org, provides the Public with detailed information on the Department's Solid Waste Division and County- sponsored recycling programs as well as other relevant recycling events and information. j) Other Recycling Programs: The Department continues to offer its Do -It- Yourself Used Motor Oil Recycling Program via Recycle Hawaii and participating drop -off vendors. k) Overall County diversion rate for the Fiscal Year 2008 -2009 was 30.4% mainly due to large increases in greenwaste and scrap metal processing. Landfill tonnages decreased slightly on a year -to -year comparison. 1) A Zero Waste Study was completed and the County Council passed a Zero Waste Resolution and a Resolution to Ban Organics from the landfills by 2012. Final Status Report on Program Objectives for FY 2008 -09 6 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 9. Support the State DOH HI5 programs and redemption centers for the public. There are currently seventeen (17) certified redemption center (CRC) locations on the Big Island which includes fifteen (15) permanent sites and two (2) mobile services. Are of Hilo is currently operating redemption centers at ten (10) of the County's rural transfer stations. In addition, Atlas Recycling LLC offers redemption services at two (2) permanent locations. Atlas also offers once -a- month mobile redemption services in Ocean View and Na'alehu. Reynolds Recycling operates a redemption center in Hilo and regularly deploys the Big Island's first mobile reverse vending machine vehicle to various rural community sites. An additional CRC in Hilo is operated by Goodwill Industries. County HI -5 recycling staff conduct regular compliance inspections at all CRCs. Inspection reports are filed with the State Department of Health on a monthly basis. County HI -5 recycling staff also conducts regular retail inspections for retailer compliance with the HI -5 Bottle Bill law. Monthly inspection reports are filed with the State Department of Health. 10. Install security fencing at Laupahoehoe, Paauilo, and Pahala transfer stations. Security fencing has been installed at Laupahoehoe, Paauilo, and Pahala transfer stations. Now all facilities have security fencing except for Volcano Transfer Station, due to the requirement to maintain public access into the adjoining lands, and Miloli i. Volcano is proposed to be expanded and improved which will include a security fence. Miloli i is not currently scheduled for installation of a security fence. The Department is reviewing future site use plans for Miloli i. With the installation of the gates, additional operational responsibilities require that someone be available on -site at opening and closing to secure the gates. Contracted security guards will finish their contract at the end of 2009. In an effort to reduce operating costs, operational hours will be reduced and some stations will only open on specified days a week. The Department will utilize County transfer station attendants to operate the transfer stations with reduced security guard support. I Final Status Report on Program Objectives for FY 2008 -09 7 29 GOLF COUR FUND PARKS & RECREATION GOLF COURSE FUND 1. Improve, beautify and maintain the greens, tees and fairways at the Hilo Municipal Golf Course by: a. aerating all golf course greens in October and May, weather permitting; Objective is being achieved. Greens were aerated in July b. verticut and de- thatch all greens in June, weather permitting, or as needed; Objective not achieved. Greens do not warrant verticutting at this time. c. controlling application of fertilizer and pesticide to greens, fairways and tees weekly, or as needed; Objective is being achieved. d. controlling application of herbicide to greens, tees, stream beds, ditches and course boundaries weekly, or as needed; Objective is being achieved. e. daily mowing of greens; Objective is being achieved. f. mowing of tee tops every Thursday, weather permitting; Objective is being achieved. g. mowing of fairways Monday through Friday, weather permitting; • Objective is being achieved. h. top dressing greens monthly, weather permitting. Objective is being achieved. i. rolling of greens on a weekly basis, or as needed. Objective is being achieved. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PARKS & RECREATION GOLF COURSE FUND 2. Schedule and assign tee times for: a. individuals and groups on a daily basis; Objective is being achieved. b. club tournaments every six months; Objective is being achieved. c. larger fundraising tournaments on an annual basis. Targeting, but not limited to six fundraisers per fiscal year. Objective is being achieved. 3. Schedule inspection and repairs of course structures, clubhouse facilities and maintenance warehouse during the months of July, October, January, and April. Objective is being achieved. Inspections were done in July and October. 4. Daily routine inspections and maintenance of equipment, course vehicles and safety equipment. Objective is being achieved. 5. 80% of the service surveys received by golfers will be satisfactory or better. Objective is being achieved. 6. 50% of all employees will have at least one training course. Objective is being achieved. 7. 100% of employees will be exposed to safety talks at least once per month. Objective is being achieved. Six Month Progress Report on Program Objectives for FY 2009 -10 2 PARKS & RECREATION • GOLF COURSE FUND 1. Improve, beautify and maintain the greens, tees and fairways at the Hilo Municipal Golf Course by: a. aerating all golf course greens in October and May, weather permitting; Objective achieved. Greens were aerated in December and June. b. verticut and de- thatch all greens in June, weather permitting, or as needed; Objective not achieved. Verticutting is not necessary at this time. c. controlling application of fertilizer and pesticide to greens, fairways and tees weekly, or as needed; Objective achieved. d. controlling application of herbicide to greens, tees, stream beds, ditches and course boundaries weekly, or as needed; Objective achieved. e. daily mowing of greens; Objective achieved. f. mowing of tee tops every Thursday, weather permitting; Objective achieved. g. mowing of fairways Monday through Friday, weather permitting; Objective achieved. h. top dressing greens monthly, weather permitting. Objective achieved. i. rolling of greens on a weekly basis, or as needed. Objective achieved. Final Status Report on Program Objectives for FY 2008 -09 PARKS & RECREATION GOLF COURSE FUND 2. Schedule and assign tee times for: a. individuals and groups on a daily basis; Objective achieved. b. club tournaments every six months; Objective achieved. c. larger fundraising tournaments on an annual basis. Targeting, but not limited to six fundraisers per fiscal year. Objective achieved. 3. Schedule inspection and repairs of course structures, clubhouse facilities and maintenance warehouse during the months of July, October, January, and April. Objective achieved. 4. Daily routine inspections and maintenance of equipment, course vehicles and safety equipment. Objective achieved. 5. 80% of the service surveys received by golfers will be satisfactory or better. Objective achieved. 6. 50% of all employees will have at least one training course. Objective achieved. 7. 100% of employees will be exposed to safety talks at least once per month. Objective achieved. Final Status Report on Program Objectives for FY 2008 -09 2 30 GEOTHERMAL RELOCATION c COMMUNITY BENEFITS FUND PLANNING GEOTHERMAL RELOCATION & COMMUNITY BENEFITS FUND 1. The Geothermal Relocation and Community Benefits Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. Objective is being achieved. We are presently working with Council woman J g P Y g Emily Naeole - Beason's office in coming up with a budget that is manageable and complies with applicable ordinances. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PLANNING GEOTHERMAL RELOCATION & COMMUNITY BENEFITS FUND (Previously known as the GEOTHERMAL RELOCATION REVOLVING FUND) 1. The Geothermal Relocation and Community Benefits Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. Objective is being achieved. Final Status Report on Program Objectives for FY 2008 -09 1 31 HOUSING U D HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Administrative Services Division Accounting Branch 1. Provide accounting support to the divisions and improve at least three (3) services /procedures. Ongoing. Assisted with implementing of Existing Housing Division Housing Pro Program procedures for the monthly housing subsidy payments. 2. Conduct three (3) fiscal monitoring of various programs and projects. Ongoing. •Monitored WIA -ARRA DLIR's Adult, Dislocated Worker, and Youth Programs in December. 3. Comply with fiscal federal single audit requirements. Single audit for FY 08 -09 completed. Waiting for final report from auditors. 4. Monitor monthly the 2009 -2010 expenditures to ensure fiscal responsibility and integrity. As of 12/09, the OHCD has expended 53% of the total office budget. 5. Complete 2010 -2011 budget and goals and objectives and monitor quarterly the actual goals and objectives achieved. Completed 2010 -2011 budget and goals and objectives, and submitted to Finance. Quarterly monitoring ongoing. Clerical Branch 1. Provide clerical support services to the divisions and improve at Least three (3) services /procedures. Ongoing. Support services provided to all divisions. Reviewed office procedures for County/U.S. mail and OTG procedures at Kona OHCD. 2. Provide support services to the Hawai'i County Housing Agency (HCHA). Ongoing. Prepare agenda /submittals for HCHA members whenever meetings /workshops scheduled. 3. Provide support services to the Hawai'i County Workforce Investment Board (WIB). Ongoing. Prepare agenda /submittals for WIB members whenever meetings /workshops scheduled. Six Month Progress Report on Program Objectives for FY 2009 -10 1 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Administrative Services Division (continued) Technology Branch 1. Plan and coordinate at least one (1) upgrade of hardware and software to maintain the operational efficiency of the LAN /WAN and other related automated systems within the OHCD during the fiscal year. Completed. Installed hardware and software upgrade, Housing Pro, for the Existing Housing Division. Also installed upgrade to the OHCD's tape backup system. Community Development Division Development Branch 1. Construct one (1) emergency housing program for homeless singles (West Hawai'i Emergency Housing Program Facility). Ongoing. Issued notice to proceed for site development contract (Phase I) to Big Island Excavating, with work at 50% completion. Completed vertical design, bid and awarded vertical development contract (Phase II) to Bolton, Inc. (Kailua -Kona) 2. Complete environmental, design and construction for one (I) transitional /permanent rental housing program for families (Kaloko Housing Program). Ongoing. Completed and received approval of federal and state environmental assessment. Procured, awarded and completed additional site survey (Fewell Geotechnical Engineering, Ltd.) Procured and awarded design contract to M5 Architecture, LLC, with design at 98% completion. Coordinating Council approval of boundary amendment and zoning entitlements. Developing specifications for upcoming Invitation for Bids. Submit application for additional federal Economic Development Initiative totaling $475,000. (Kailua - Kona) 3. Provide technical assistance to two (2) government or private sector housing projects. Ongoing. Facilitated submittal of 17 general excise tax exemption certifications for three (3) eligible affordable housing projects: Hawai'i Island Community Development Corporation (HICDC) — Senior Neighborhood (Hilo) and P P ( ) g Kumakua — Phase I (Hawi); Steadfast Housing Development Corporation — Group Home 12 (Kailua- Kona). Six Month Progress Report on Program Objectives for FY 2009 -10 2 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Community Development Division (continued) 4. Provide construction management oversight to three (3) assigned projects. Ongoing. Provided construction management assistance to five (5) CDBG- funded accessibility improvement projects: Hawaiian Beaches Park — Completed (Pahoa); Spencer Beach Park — 95% completed (Kawaihae); Mountain View Park — 80% completed (Mountain View); Papa'ikou Gym and Park — 50% completed (Papa'ikou); Lincoln Park Tennis Courts — 20% completed (Hilo). Planning Branch 1. Implement Hawaii County Code, Chapter 11, for five (5) housing developments. Ongoing. Negotiating affordable housing agreements for three (3) developments. (Hilo, Waikoloa, Kailua -Kona) 2. Administer two (2) Fair Housing trainings for the general public. Ongoing. Coordinating two (2) trainings for April 2010. (Hilo, Kailua -Kona) 3. Administer two (2) Fair Housing trainings for persons with language barriers. Ongoing. Coordinating two (2) trainings for April 2010. (Hilo, Kailua -Kona) 4. Encourage four (4) new individual landlords attend Fair Housing training. Ongoing. Targeting new landlords for April 2010 trainings. (Hilo, Kailua -Kona) 5. Encourage 100 visits to the County Fair Housing website link. i to the County Fair Housing Secured 650 visits ty g website link. 6. Provide technical assistance to three (3) community stakeholder groups. Ongoing. Provided technical assistance to six (6) community stakeholder groups: Community Alliance Partners ( islandwide), Envision Downtown Hilo 2025 Lead Solution Partners (Hilo), Pahoa Weed and Seed (Pahoa), Mayor's Roundtable for Substance Abuse (islandwide), Going Home Consortium (islandwide) and Neighborhood Place of Puna (Pahoa). Six Month Progress Report on Program Objectives for FY 2009 -10 3 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Community Development Division (continued) 7. Provide technical assistance to three (3) non -profit entities in grant applications. Ongoing. Provided technical assistance to two (2) non - profit entities in grant applications: Hawaii County Economic Opportunity Council — American Recovery and Reinvestment Act funds for energy - efficient housing units ( islandwide); HICDC — U. S. Department of Agricultural Rural Development funds (Hilo). 8. Provide technical assistance to 12 persons requesting Fair housing information. Ongoing. Provided technical assistance to 62 persons requesting housing information — of which 23 were related to Fair Housing issues. (islandwide) Existing Housing Division Family Self Sufficiency Branch Family Self Sufficiency Program 1. Increase the number of participants in the Section 8 Family Self- Sufficiency Program to 125 by June 30, 2010. Ongoing. Monthly program informational meetings planned in Hilo and Kona YP g g P throughout 2010. Section 8 Homeownership Option Program 1. Complete two (2) Section 8 Homeownership Option Program transactions with an eligible program participant. Ongoing. Continuing to work with eligible program participants. Housing Program Branch American Dream Down Payment Initiative 1. Complete two (2) American Dream Down Payment Initiative (ADDI) transactions with eligible individuals. Ongoing. Continuing to work with eligible applicants to complete transaction by June 30, 2010. Six Month Progress Report on Program Objectives for FY 2009 -10 4 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Existing Housing Division (continued) 2. Apply for funding to maintain current level of funding. Ongoing. HUD no longer provides ADDI funding. Will explore other sources. Home Repair Programs 1. Complete the rehabilitation of 20 existing housing units owned by low and moderate income person(s) through the Residential Emergency Repair Program (RERP) and the Native American Housing and Self- Determination Act (NAHASDA) Rehabilitation Loan Programs. Ongoing. Continuing to promote program to eligible homeowners. As of December 31, 2009, completed six (6) rehabilitation projects. 2. Continue to promote the RERP and NAHASDA Programs by meeting with community groups and property owners at least annually. Ongoing. Continuing to meet with community groups to promote program benefits. 3. Apply for funding to maintain current level of funding and to implement special rehabilitation loan programs. application for 2010 CDBG funding Working on app g which is due on January 7, 2010. Rental Assistance Branch Housing Choice Voucher (Section 8) Program 1. Maintain a 99% utilization rate of HUD provided funding for the Housing Choice Voucher (Section 8) Program. Ongoing. As of December 31, 2009, expended 95% of HUD program allocation for Section 8 Program. 2. Continue to improve the image of the Section 8 Programs by emphasizing adherence to the program's guidelines and by meeting with community groups and property owners at least quarterly. Ongoing. Quarterly meetings scheduled to meet with community groups or property owners to promote program's guidelines. Six Month Progress Report on Program Objectives for FY 2009 -10 5 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Existing Housing Division (continued) 3. Apply for additional HUD funding. Ongoing. Continue to monitor HUD website for funding opportunities. HOME Tenant Based Rental Assistance Program 1. Maintain 90% utilization rate of funding for Tenant Based Rental Assistance Program. Ongoing. Continuing to work with eligible participants. 2. Promote the Tenant Based Rental Assistance Program by meeting with community groups and social service providers at least quarterly. Ongoing. Quarterly meetings scheduled to meet with community groups or property owners to promote program's guidelines. 3. Apply for additional program funding. Ongoing. Working on application for 2010 HOME funding which is due on January 7, 2010. Support Service Branch 1. Provides staff support services to various branches in the Division. Ongoing. 2. Conducts Housing Quality Standards inspections. Ongoing. As of December 31, 2009, met all HUD inspection goals and requirements. 3. Monitors the management contracts for Kula'imano Elderly Housing and O'uli Ekahi Housing Projects to ensure fiscal responsibility and integrity. Ongoing. Six Month Progress Report on Program Objectives for FY 2009 -10 6 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Grants Management Division Grants Administration Branch Community Development Block Grant (CDBG) 1. Solicit proposals from eligible entities for the 2010 CDBG program by January 2010. Ongoing. Held public hearings in October 2009. Application packets were available in October and are due to the OHCD on January 7, 2010. 2. Prepare the annual Consolidated Action Plan and submit the Plan to HUD by May 15, 2010. Ongoing. See #1 above. 3. Prepare the July 1, 2010 to June 30, 2014 Consolidated Plan by October 2009. Completed. CP was approved by HCHA on December 15, 2009 and is available to the public from December 28, 2009 to January 4, 2010. The CP will be submitted to HUD on January 4, 2010. 4. Fund, monitor, complete, and/or close CDBG projects in accordance with program regulations. Ongoing. The OHCD is monitoring 13 CDBG funded projects. 5. By April 2010 the balance of CDBG funds in the federal treasury must be less than one and a half times the yearly grant amount. Ongoing. The ratio as of December 31, 2009 is 1.65. 6. Complete the reporting, monitoring, and audit requirements of CDBG program by December 2009 for fiscal year ending June 2009. Completed. The annual CDBG report was submitted to HUD in September 2009. Single audit report was completed and awaiting final report from auditors. Six Month Progress Report on Program Objectives for FY 2009 -10 7 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Grants Management Division (continued) HOME & ADDI 1. Solicit project proposals from eligible entities for the 2010 HOME and ADDI program by January 2010. Completed. Held public hearings in October 2009. Proposal packets were available in October and due to the OHCD on January 7, 2010. Received 4 HOME proposals. 2. Prepare the Program Description and submit the Description to the Hawai'i Housing Finance and Development Corporation (HHFDC) by May 15, 2010. Ongoing. See #1 above. 3. Fund, administer, complete and/or close out HOME and ADDI projects in accordance with program regulations. Ongoing. Currently monitoring 12 HOME funded housing projects. 4. Complete the reporting, monitoring, and audit requirements of HOME and ADDI program by December 2009 for fiscal year ending June 2009. Completed. The HOME report was submitted to the State in September 2009. Single audit report was completed and awaiting final report from auditors. r Othe Grants G 1. Apply for other grant programs which will complement or enhance program objectives. Ongoing. Submitted an application for $475,000 of Economic Development Initiative- Special Project (EDI) funds from HUD for the Kaloko Transitional Housing Project. Grant Agreements are estimated to be executed by June 2010. 2. Fund, administer, complete and/or close out other grant projects in accordance with program regulations. Other grants include but are not limited to HPG, SPG, CFDA Grants. Ongoing. Currently, monitoring 8 other grants. Six Month Progress Report on Program Objectives for FY 2009 -10 8 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Grants Management Division (continued) Workforce Development Branch Workforce Investment Act (WIA) 1. Prepare the 2010 Annual Plan and submit the Plan to DLIR by April 2010. Pending. Annual Plan will be submitted in April 2010, when funding allocations for 2010 are issued by the State. 2. Monitor the Adult, Dislocated Worker, and Youth Programs by June 2010. Ongoing. Adult and Dislocated Worker Programs will be monitored by January 2010. Youth Programs were monitored December 2009. 3. Provide services to: 90 adults who are 18 years of age and older and meet the income requirement. 65 dislocated workers who have recently been laid off due to shut down of business and who have been given notice of layoff. 124 in- school youth (ages 14 -18) and out -of- school youth (ages 14 -21) who are considered disadvantaged with at least one (1) of the WIA program barriers. Ongoing. Served 83 Adults and 81 Dislocated Workers as of December 2009. Served 135 In School and Out of School Youth as of December 2009. 4. Plan and implement the One -Stop Center operations in Hawai'i County by June 2010. Ongoing. Current Memorandums of Understanding (MOU's) terminate June 30, 2010. Staff will execute new 2 year MOUs for period July 1, 2010 — June 30, 2012. Big Island Workplace Connection (One -Stop Group) meets monthly. 5. Coordinate and provide support to the Hawai'i County Workforce Investment Board, Hawai'i County Youth Council and its subcommittees by June 2010. Ongoing. Coordinating and providing support to the Hawaii Workforce Investment Board (WIB). WIB meetings are held quarterly, Hawaii County Youth Council meetings held monthly, and Sub - committee meetings held periodically. 6. Solicit proposals for interested vendors and renewing existing providers for the Eligible Training Providers (ETP) list in FY 2009 -2010. Completed. In compliance with the ETP guidance issued by the State, the ETP list has been approved for the program year 2009 -2010 and distributed to service providers. Six Month Progress Report on Program Objectives for FY 2009 -10 9 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Special Projects Division (now a part of the Community Development Division) Kamakoa at Waikoloa Workforce Housing — Phase IA 1. Complete construction and sell 90 for -sale units in Phase IA. l i Ongoing. Resumed development role and assigned site development, project management and surveying contracts. Coordinating procurement for completion of design for Phase IA. Developing specifications for upcoming procurement of developer. Notified and addressing site encroachment issues. (Waikoloa) 2. Complete construction and lease 118 rental units in Phase IA. Deferred. Coordinating an amendment of the site development contract to exclude work for the multi - family portion of Phase IA. Evaluating potential future use(s) for the multi- family portion. (Waikoloa) Six Month Progress Report on Program Objectives for FY 2009 -10 10 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Administrative Services Division Accounting Branch 1. Provide accounting support to the divisions and improve at least 3 services /procedures. COMPLETED. Reorganized the branch by separating the operational and contractual accounting functions. Providing better reporting data and information to grantors, implemented direct deposit to landlords. 2. Conduct 3 fiscal monitoring of various programs and projects. COMPLETED. On -site fiscal monitoring of HIEDB, HIWEDO and the State Workforce Development Office for the Reed Act Program was conducted in September 2008; conducted monitoring for WIA program service providers in May and June, 2009. 3. Comply with fiscal federal single audit requirements. COMPLETED. The on -site review for the single audit was completed in September, 2008. Single audit report was issued and sent to grantor agencies. There were no findings or questioned costs. 4. Monitor monthly the 2008 -2009 expenditures to ensure fiscal responsibility and integrity. COMPLETED. Created and distributed to division heads monthly trend reports that show monthly /yearly expenditures and balance of budgeted amounts. 5. Complete 2009 -2010 budget and goals and objectives and monitor quarterly the actual goals and objectives achieved. COMPLETED. 2009 -2010 budget and goals and objectives were submitted to Finance Department on November 19, 2008. Final Status Report on Program Objectives for FY 2008 -09 1 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Clerical Branch 1. Provide clerical support services to the divisions and improve at least 3 services /procedures. COMPLETED. Support services provided to all divisions. Assigned 1 clerical staff to each division, color -coded forms /folders according to division, and improved system for sorting of mail. 2. Provide support services to the Hawai'i County Housing Agency (HCHA). COMPLETED. Prepared agenda /submittals for HCHA members for 7 meetings held during FY 2008 -09. 3. Provide support services to the Hawai'i County Workforce Investment Board (WIB). COMPLETED. Prepare agenda /submittals for sub - committee monthly meetings and quarterly WIB meetings. Technology Branch 1. Plan and coordinate at least one upgrade of hardware and software to maintain the operational efficiency of the LAN /WAN and other related automated systems within the OHCD during the fiscal year. COMPLETED. The OHCD upgraded the tape backup system. Also, the OHCD completed upgrading the Existing Housing Division's workstations and tablets to meet system requirements for the new Section 8 database software system. Community Development Division Development Branch 1. Develop two (2) housing projects alone or in partnership with government agencies or the private sector. Completed environmental assessment and conducted groundbreaking — West Hawaii Emergency Housing Facility. Completed environmental assessment and began procurement for design work — Kaloko Housing Program. Final Status Report on Program Objectives for FY 2008 -09 2 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 2. Provide technical assistance in application of affordable housing funds to one (1) non- profit organization. COMPLETED. Assisted the local housing coalition in selection and acquisition of American Recovery and Reinvestment Act funds for Homeless Prevention and Rapid Re- Housing. 3. Provide construction management oversight to three (3) assigned projects. Construction management services were not provided for CDBG- funded projects, in order to focus on housing projects in West Hawai'i. With additional staff, construction management services will be coordinated for the upcoming fiscal year. Planning Branch 1. Implement Hawaii County Code, Chapter 11, on five (5) housing developers. Executed 3 affordable housing agreements with developers — resulting in the future development of 18 affordable rentals and 29 affordable, finished lots. Because of existing market conditions, the motivation of developers to construct housing has significantly lessened. 2. Construct one (1) overnight homeless program in West Hawai'i. Completed environmental assessment and conducted groundbreaking — West Hawai'i Emergency Housing Facility 3. Complete environmental, design and start of construction for one (1) transitional /permanent rental housing program in West Hawai'i. Completed environmental assessment and began procurement for design work. 4. Provide technical assistance (TA) to one (1) non -profit entity in homeless grant applications. COMPLETED. Assisted local housing coalition to establish a review committee for 3 applicants of the federal Emergency Shelter Grant. 5. Administered two (2) Fair Housing (FH) seminars for the general public. COMPLETED. Conducted 55 FH trainings for transitioning homeless persons. Conducted 2 FH seminars for the general public. Final Status Report on Program Objectives for FY 2008 -09 3 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 6. Administer two (2) FH seminars for persons of limited or non - English proficiency. COMPLETED. Coordinated 2 FH seminars for persons of limited /non- English proficiency for Marshallese families. 7. Assure four (4) new individual landlords attend FH training. COMPLETED. Trained 62 new individual landlords during 2 FH seminars for the general public. 8. Assure 100 visits to the County FH website link. The OHCD is waiting upgrade completion of the County website before creating its FH website. 9. Provide TA to 12 persons requesting FH information. COMPLETED. Provided technical assistance to 15 persons requesting FH information. 10. Provide TA to one (1) non-profit entity in FH grant applications. The OHCD didn't receive a technical assistance request from Legal Aid Society of Hawaii for its federal FH grant application. Existing Housing Division Family Self- Sufficiency Branch Family Self-Sufficiency Program 1. Increase the number of participants in the Section 8 Family Self - Sufficiency Program to 100 by June 30, 2009. COMPLETED. As of June 30, 2009, there are 49 participants in the Section 8 Family Self - Sufficiency Program. The Existing Housing Division (EHD) continues to hold monthly informational meetings in Hilo and Kona. Section 8 Homeownership Option Program 1. Complete two (2) Section 8 Homeownership Option Program transactions with an eligible program participant. COMPLETED. Continuing to work with eligible program participants. The EHD continues to hold monthly informational meetings in Hilo and Kona. Final Status Report on Program Objectives for FY 2008 -09 4 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Housing Program Branch American Dream Down Payment Initiative 1. Complete two (2) American Dream Down Payment Initiative (ADDI) transactions with eligible individuals. COMPLETED. Continuing to work with eligible program participants. Provided down payment assistance to two (2) eligible first -time homebuyers. 2. Apply for funding to maintain current level of funding. l i COMPLETED. Applied and received $4,346 from the 2009 ADDI Program. Home Repair Programs 1. Complete the rehabilitation of fifteen (15) existing housing units owned by low and moderate income person(s) through the Residential Emergency Repair Program (RERP) and the Native American Housing and Self- Determination Act (NAHASDA) Rehabilitation Loan Programs. COMPLETED. As of June 30, 2009, completed fourteen (14) rehabilitation projects. 2. Continue to promote the RERP and NAHASDA Programs by meeting with community groups and property owners at least annually. COMPLETED. Continuing to meet with community groups and property owners. 3. Apply for funding to maintain current level of funding and to implement special rehabilitation loan programs. COMPLETED. Grant application submitted to HOME Program on January 9, 2009. $415,000 was awarded from the 2009 CDBG Program Rental Assistance Branch Housing Choice Voucher (Section 8) Program 1. Maintain a 99% utilization rate of HUD provided funding for the Housing Choice Voucher (Section 8) Program. COMPLETED. The EHD expended 99% of the HUD provide funding for the Housing Choice Voucher (Section 8) Program. Final Status Report on Program Objectives for FY 2008 -09 5 • HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 2. Continue to improve the image of the Section 8 Programs by emphasizing adherence to the program's guidelines and by meeting with community groups and property owners at least quarterly. COMPLETED. As of June 30, 2009, the EHD completed twelve (12) in- service training for community groups and service providers. The EHD has plans to hold a Landlord Forum in 2010. 3. Apply for additional HUD funding. COMPLETED. Grant application submitted to HUD in September 2009. A second application for additional funding will be submitted to HUD in December 2009. HOME Tenant -Based Rental Assistance Program 1. Maintain 95% utilization rate of funding for Tenant -Based Rental Assistance Program. COMPLETED. As of June 30, 2009, the EHD expended 99% of the funding provided for the Tenant -Based Rental Assistance Program. 2. Promote the Tenant -Based Rental Assistance Program by meeting with community groups and social service providers at least quarterly. COMPLETED. The EHD continues to meet with community groups and social service providers at least quarterly. 3. Apply for additional program funding. COMPLETED. Grant application will be submitted to HOME Program on • January 9, 2009. $400,000 was awarded from the 2009 HOME Program. Support Service Branch 1. Provides staff support services to various branches in the Division. COMPLETED. Continuing to review current procedures to maximize efficiency of office. 2. Conducts Housing Quality Standards inspections. COMPLETED. As of June 30, 2009, there are no HQS inspection delinquencies. Final Status Report on Program Objectives for FY 2008 -09 6 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 3. Monitors the management contracts for Kula'imano Elderly Housing and O'uli Ekahi Housing Projects to ensure fiscal responsibility and integrity. COMPLETED. Met all HUD annual compliance audit requirements for Kula'imano Elderly Housing Project scheduled in February 2009. Grants Management Division Grants Administration Branch Community Development Block Grant (CDBG) 1. Solicit proposals from eligible entities for the 2009 CDBG program by January 2009. COMPLETED. Held public hearings in October 2008. Project proposal forms were available in October and due to the OHCD on January 9, 2009. 2. Prepare the annual Consolidated Action Plan and submit the Plan to HUD by May 15, 2009. COMPLETED. Consolidated Action Plan was submitted to HUD on May 12, 2009. 3. Fund, monitor, complete, and/or close CDBG projects in accordance with program regulations. FUNDED 6 projects. MONITORED 11 CDBG funded projects. COMPLETED 3 projects. 4. By April 2009 the balance of CDBG funds in the federal treasury must be less than one and a half times the yearly grant amount. COMPLETED. The Timeliness ratio as of April 2009 is 1.11. 5. Complete the reporting, monitoring, and audit requirements of CDBG program by December 2008 for fiscal year ending June 2008. COMPLETED. The annual CDBG report was submitted to HUD in September 2008 and the single audit report submitted to HUD on June 19, 2009. Final Status Report on Program Objectives for FY 2008 -09 7 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT HOME & ADDI 1. Solicit project proposals from eligible entities for the 2009 HOME and ADDI program by January 2009. COMPLETED. Held public hearings in October 2008. Project proposal forms were available in October and due to the OHCD on January 9, 2009. 2. Prepare the program description and submit the description to the Hawai'i Housing Finance and Development Corporation (HHFDC) by May 15, 2009. COMPLETED. Program description was submitted to HHFDC on July 23, 2009. 3. Fund, administer, complete and /or close out HOME and ADDI projects in accordance with program regulations. FUNDED 5 projects. ADMINISTERED 8 projects. COMPLETED 3 projects. 4. Complete the reporting, monitoring, and audit requirements of HOME and ADDI program by December 2008 for fiscal year ending June 2008. COMPLETED. The HOME report was submitted to the State in September 2008 and the single audit report submitted to HUD on June 19, 2009. Other Grants 1. Apply for other grant programs which will complement or enhance program objectives. COMPLETED. Submitted an application for Neighborhood Stabilization Program funds from the State. $5,374,200 was awarded and Grant Agreements were executed June 12, 2009. Submitting an application for Economic Development Initiative Grants in the amount of $475,000 from HUD for the Kaloko Housing Project. 2. Fund, administer, complete and/or close out other grant projects in accordance with program regulations. Other grants include but are not limited to HPG, SPG, CFDA Grants. The OHCD is administering 5 projects funded by USDA and Special Purpose Grants from HUD. Final Status Report on Program Objectives for FY 2008 -09 8 HOUSING OFFICE OF HOUSING '& COMMUNITY DEVELOPMENT Workforce Development Branch Workforce Investment Act (WIA) 1. Prepare the 2009 Annual Plan and submit the Plan to DLIR by April 2009. COMPLETED. Funding allocations were issued by the State on May 12, 2009, and Annual Plan was submitted by June 9, 2009. 2. Monitor the Adult, Dislocated Worker and Youth Programs by June 2009. COMPLETED. Adult and Dislocated Worker Programs were monitored December 2008. Youth Programs were monitored July 2008. 3. Provide services to: 150 adults who are 18 years of age and older and meet the income requirement; 100 dislocated workers who have recently been laid off due to shutdown of business and who have been given notice of layoff; 200 in- school youth (ages 14 -18) and out -of- school youth (ages 14 -21) who are considered disadvantaged with at least one of the WIA program barriers. COMPLETED. Served 138 adults and 159 dislocated workers as of June 2008. Served 165 in- school and out -of- school youths as of June 2009. 4. Plan and implement the One -Stop Center operations in Hawaii County by June 2009. COMPLETED. Memorandums of Understanding (MOU) 2008 -2010 executed. Cost sharing Big Island Workplace Connection (One -Stop Partners) met monthly. Developed cross - training program. 5. Coordinate and provide support to the Hawaii County Workforce Investment Board, Hawai'i County Youth Council and its subcommittees by June 2009. COMPLETED. Coordinated and provided support to the Hawaf i Workforce Investment Board (WIB), Youth Council and sub - committees. WIB meetings were held quarterly, Youth Council meetings were held monthly, and sub- committee meetings were held periodically. 6. Solicit proposals for interested vendors and renewing existing providers for the Eligible Training Providers (ETP) list in FY 2008 -2009. COMPLETED. Renewed existing providers and distributed ETP list to service providers on July 21, 2008. Final Status Report on Program Objectives for FY 2008 -09 9 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Special Projects Division Kamakoa at Waikoloa Workforce Housing 1. Complete the site work for Phase IA. * 2. Complete the construction of 90 out of the 90 for sale units in Phase IA. * 3. Start the construction of the 118 rental units in Phase IA. * 4. Begin sales for the 90 for sale units in Phase IA. * 5. Execute the building design contract for Phase IB which includes approximately 300 units. * 6. Complete the site work design for Phase IB. * *Completed 50 % of mass grading work for rental portion of Phase IA. Completed 70 % of mass grading work and began sewer system work for non - rental portion of Phase IA. Final Status Report on Program Objectives for FY 2008 -09 10 32 GEOTHERMAL ASSET FUND PLANNING GEOTHERMAL ASSET FUND 1. The Geothermal Asset Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. Objective is being achieved. No expenditures were process on this account. Six Month Progress Report on Program Objectives for FY 2009 -10 1 PLANNING GEOTHERMAL ASSET FUND 1. The Geothermal Asset Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. Objective is being achieved. Final Status Report on Program Objectives for FY 2008 -09 1