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HomeMy WebLinkAboutCOM 0007.008 2012-2014 William P. Kenoi =.cR• �'+�,' Nancy E. Crawford ���JiHv Mayor ��' Director ' v1" • +;"f+ t-;•: Deanna S. Sako •. OF'N►'�- Deputy Director County of Hawaii Finance Department 25 Aupuni Street, Room 2103 • Hilo,Hawaii 96720 (808)961-8234 • Fax(808)961-8569 C-3 w On `-0 June 17, 2013 = C a .--‹ ✓ r.-)-< ..T J Yoshimoto, Chairman, ..r" and Members of the Hawai`i County Council -- County of Hawai`i N• T> Hilo, Hawai`i 96720 U' Dear Chairman Yoshimoto and Members of the County Council: SUBJECT: Transfer of Funds June 1 through June 15, 2013 Attached is a Report of Transfers Authorized showing transfers made from June 1 through June 15, 2013. Copies of the approved transfer forms are attached for reference. If you need further information, please contact the department that requested the transfer. Sincerely, 4 cAcitai Kay Oshiro Controller Attachments Comm. No. -7.g Ref. To: FL Ref. Date JUN 17 2013 Hawai'i County is an equal opportunity provider and employer. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N- v o 0 0 0 0 O 0 0 0 0 0 0 0 0 0 0 0 0 0 N 0 0 0 0 0 N. N O O O O O O O O O o. . O. O O U O. O. O O. O M. C U) O O O O O O O O O O O O O N- N O 0 0 0 0 U) 7 N- U) 0 0 0 0 0 O U) 0 0 0 0 0 LO CO O 0 0 0 CO O O CO O O (::: O U) U) V N N O U) co- M N O M O O O Qr V' 4 N U) N- CO N N 0) r O U) a) Q 06 C- u) W 7 N . o'.5 C/) w > U E E cn :� w H C U s= w o6 C/) o6 O O CO E a) O U U Cn > fn > O C) .w C '". — w a) U O O O O O N 7,-, o c C t (I) N L] c 06d a_ - c 0m m H c -Q, O E Cr5 E N a Q a) a) w w. > > a) Y = a) (0 o .0 Q o f4 ° `m aa)) 06 a) 0 m m aa)) 0)) a) a) as a) m 2 a UUV) > E a. 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Q Cr EO O t d O U 0 N CO V' U) CO N- CO 0) 0 N co dC Z CO CO CO CO CO CO CO CO V V �t Q I- Form#:A-102 COUNTY OF HAWAII Revised: 07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Mass Transit Agency DIVISION: CONTACT: Tiffany Kai PHONE: 961-8343 DATE: 5 / 29 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.311.5311.02.115 OCE: Mass Transit Misc. Contracted $ 19,752 Services TOTAL: $ 19,752 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.311.5311.40.449 Mass Transit Equipment/Motor Vehicle $ 19,752 TOTAL: $ 19,752 EXPLANATION (Provide complete explanation): Additional funds are needed to cover the County's portion to purchase two motor coach buses. The budgeted amount in the equipment account(County match) is less than the 20% required when utilizing Federal Funds. !Funds available in miscellaneous contract services accortnt as only a portion of this has been expended. This was a result of expenditures being less than anticipated. gir SUBMITTED BY: ,A,06 DATE: / 02-11 / ***************1******************� * *Head * ****************************************************************** ACTION: V�yRecommend Approval _Recommend Deferral Recommend Denial Signed: %.. DATE: tI / / 13 Dire"sr of Finance ••ro ed _Deferred _ Denied ,0 � JUN — Signed: DATE: N 213 Mayor Transfer No. 32. Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Hawaii Police Depai intent DIVISION: ADMINISTRATION/FINANCE CONTACT: Nori Ishii PHONE: 961-2273 DATE: 6 / 3 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.201.5203.02.112 Admin -Mileage&Auto Allow $ 8,500.00 TOTAL: $ 8,500.00 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.201.5215.06.115 Police Sobriety Test $ 8,500.00 TOTAL: $ 8,500.00 EXPLANATION (Provide complete explanation): Funds are available under the Auto allowance account due to the current recruit class starting a few months later than anticipated. The recruits will start to incur these costs are later than estimated. Funds are needed for the Police Sobriety test account to cover higher than anticipated cost of laboratory services to check those suspected of being over the legal limit. JuN - 4 ?OE3 SUBMITTED BY: ' DATE: f department ead *************** ****************,************************************************************************************ ACTION: Recommend Approval —Recommend Deferral _Recommend Denial n Signed: om, DATE / v 'rector S Finance - •• .ved _Deferred —Denied :01Wm c JUN 10 2413 Signed: DATE: Mayor Transfer No. 33 Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Hawaii Police Depai tment DIVISION: ADMINISTRATION/FINANCE CONTACT: Nori Ishii PHONE: 961-2273 DATE: 5 / 24 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.201.5203.51.099 Admin-Misc S &W $ 150,000.00 TOTAL: $ 150,000.00 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.201.5205.01.011 CIU-Regular S &W $ 40,000.00 010.201.5206.01.021 Hilo CID -Overtime S &W 40,000.00 010.201.5207.01.021 South Hilo-Overtime S &W 20,000.00 010.201.5210.01.011 Waimea-Regular S &W 50,000.00 TOTAL: $ 150,000.00 EXPLANATION (Provide complete explanation): Funds are available under this account to cover unanticipated increases due to promotions and movements. Funds are needed under the CIU Regular salaries&wages account due to a CIL payment. Funds are needed under the Waimea Regular salaries &wages account due to higher than anticipated cost as a result of moverment of personnel after budget was prepared. Funds are needed under the Hilo CID and South Hilo overtime S &W accounts due to an unanticipated increase of overtime to conduct various investigations. MAY 302013 SUBMITTED BY: fir DATE: / / -partment ACTION: V Recommend Approval Recommend Deferral _Recommend Denial Signed: :(.41A--( �;: DATE: Y' -45 Director cf Finance Approved Deferred Denied JUN/ Signed: DATE: / / Mayor Transfer No. 3y' Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Information Technology DIVISION: CONTACT: Sheila Cadaoas PHONE: 932-2965 DATE: 05 / 28 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.118.5118.02.115 Info Tech OCE,Misc. Contract Services $ 43,000 010.118.5118.02.109 Info Tech OCE, Equip Repair/Maintenance 5,000 010.118.5118.02.102 Info Tech OCE, Telephone 10,000 010.118.5118.02.337 Info Tech OCE, Subscrip&Memberships 17,000 TOTAL: $ 75,000 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.118.5118.10.449 Info Tech Equip,Motor Vehicle $ 75,000 TOTAL: $ 75,000 EXPLANATION (Provide complete explanation): 010.118.5118.02.115 Estimated contracted services for GIS upgrade were less than needed. 010.118.5118.02.109 Annual equipment maintenance was less than anticipated. 010.118.5118.02.102 Shift to VOID for telephone service reduced annual costs. 010.118.5118.02.337 Annual costs for co.hawaii.hi.us email boxes were less than anticipated. Funds are needed to purchase two(2) SUV type vehicles to replace a 1996 Ford Econo Van and a 1994 Ford Areostar Van. SUBMITTED BY: * DATE: 6 1 C l t3 Department H t d • *************** ***************************************************************************************************** ACTION: V Recommend Approval _Recommend Deferral _Recommend Denial Signed: DATE: 161 ` /YK/ Director off�inance Approved _Deferred _Denied Signed: DATE: JUN 14 2013 Mayor Transfer No. 35 • Form#:A-102 COUNTY OF HAWAII Revised: 07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: PARKS AND RECREATION DIVISION: Parks Maintenance CONTACT: Darren Takiue PHONE: 961-8560 DATE: 6 • / 4 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.500.5503.02.115 P&R Adm Oce, Misc Contract Services $ 60,000 010.423.5421.12.113 Hilo &W. HI Vets Cem Oce, Water $ 25,000 TOTAL: $ 85,000 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.500.5505.02.113 Parks Maint Oce, Water, Gas, Sewer $ 85,000 TOTAL: $ 85,000 EXPLANATION (Provide complete explanation): The administration committed funds in the community activity programs to working with various community groups on the drier areas of the island to get fields *safer, playable conditions. However, after further investigation it was determined that Parks maintenance crews could perform the work at a lower cost. Therefore, P&R is transferring funds from the admin account to the parks maintenance account to cover the cost of the project. Funds are also available in the Hilo &Vets cemetery fund due to the private water company supplying water to West HI Vet cemetery being delayed in PUC approval for fee increases which was expected early in the fiscal year. SUBMITTED BY: 1 DATE: ' / I , / '7 1 Departmelnt Head „/ ACTION: ✓ Recommend Approval _Recommend Deferral _Recommend Denial Signed: ' DATE: JuV.1 / 13 director of Finance Approved _Deferred Denied %al Signed: DATE: JUN/14 2013 Mayor Transfer No. 3b , .. County of Hawaii is an Equal Opportunity Provider and Employer %�- Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: PARKS AND RECREATION DIVISION: Various CONTACT: Darren Takiue PHONE: 961-8560 DATE: 6 / 4 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.500.5501.01.011 Hawaii County Band S&W, Regular S&W $ 29,500 TOTAL: $ 29,500 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.500.5517.01.021 Culture&Arts S&W, Overtime S&W $1,500 010.500.5507.01.021 Recreation Div S&W, Overtime S&W $4,000 010.500.5503.01.011 P&R Admin S&W, Regular S&W $22,000 010.500.5523.01.011 Panaewa Zoo S&W, Regular S&W $2,000 TOTAL: $29,500 EXPLANATION (Provide complete explanation): Funds are available in the County Band Salaries &Wages account due to positions vacated during the year and members not attending all practices & performances for the year. A transfer is needed in Culture&Arts overtime S&W and Recreation, overtime S&W due to unexpected overtime to cover staff shortages caused from illness and/or vacation leave. A transfer is also needed in P&R Admin and Panaewa zoo to cover vacation payouts from long time employees who left county employment during the year. SUBMITTED BY: DATE: 6 / C / De artment ead ill ************** ******************** ******************************************************************************* ACTION: �/ Recommend Approval _Recommend Deferral _Recommend Denial imuLki I Signed: c . t•IrI DATE: Us` /0 2043 Director i= Finance Approved _Deferred _Denied JUNN n 14 2913 Signed: DATE: '/ r Mayor Transfer No. 37 County of Hawaii is an Equal Opportunity Provider and Employer Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: PARKS AND RECREATION DIVISION: Recreations CONTACT: Darren Takiue PHONE: 961-8560 DATE: 6 / 4 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.500.5513.V.114 Aquatics Pools Oce, Electricity $ 20,000 TOTAL: $ 20,000 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 010.500.5507.02.114 Recreation Div Oce, Electricity $ 20,000 TOTAL: $ 20,000 EXPLANATION (Provide complete explanation): Funds are available in the Aquatics Pools Oce account due to the Pahoa Pool being closed for repairs. A transfer is needed in Recreation electricity account due to increase in usage from extended hours at Panaewa covered play courts and completed repairs of Waimea Baseball field lights, Honokaa Baseball field lights, and Keaau Armory. it SUBMITTED BY: DATE: Li / / / !7 partment ead ACTION: . Recommend Approval —Recommend Deferral — Recommend Denial I / Signed: DATE: l' / i I / € it‘tt,..,' Director o Finance 1 A.proved Deferred Denied rte— — — � JON 14 013 Signed: DATE: / Mayor Transfer No. 3E County of Hawaii is an Equal Opportunity Provider and Employer U' i Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Environmental Management DIVISION: Solid Waste CONTACT: Greg Goodale PHONE: 961-8515 DATE: 06 / 06 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5610.02.115 Recycling-Misc Contract Services $ 95,000.00 TOTAL: $ 95,000.00 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5604.06.449 Landfills Eqpt, Motor Vehicle $ 90,000.00 085.601.5604.06.480 Landfills Eqpt, Misc. Equipment 5,000.00 TOTAL: $ 95,000.00 EXPLANATION (Provide complete explanation): Funds are available in the Recycling- Misc Contracts account since plans to implement a composting program have been placed on hold this fiscal year. Funds are needed in the Motor Vehicle account to replace two compactor trucks instead of just one that was originally budgeted and reflects an anticipated price increase over the original estimate. These trucks are aging and are essential to daily operations. The second truck requested to be replaced was totalled in an accident in FY09-10 and had not yet been replaced. Since these trucks need to be customized according to our specifications,the County may receive better pricing by bidding on two trucks rather than one. Funds are needed in the Misc Equipment account to replace a well monitor that is required for regulatory compliance. r�; �` SUBMITTED BY: / / ,t' DATE: / /L l Department Head ACTION: ✓ Recommend Approval _Recommend Deferral — Recommend Denial Signed: /a("4 DATE: JUN = 2013 .director of Finance /Approved _Deferred Denied Signed: + DATE: JU�J 1 4 2p13 Mayor Transfer No. 39 Form#:A-102 COUNTY OF HAWAII Revised: 07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Environmental Management DIVISION: Solid Waste CONTACT: Greg Goodale PHONE: 961-8515 DATE: 06 / 04 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.911.5911.03.341 Vacation Pay-SW, Misc Charges $ 12,001.71 TOTAL: $ 12,001.71 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5604.01.011 Landfills S&W, Regular S & W $ 8,476.47 085.601.5610.01.011 Recycling Programs-Cty S&W, Reg S&W 3,525.24 TOTAL: $ 12,001.71 EXPLANATION (Provide complete explanation): To transfer funds from the Vacation Pay account to the listed Salaries & Wages accounts to cover vacation cash- in-lieu payments during the fiscal year. SUBMITTED BY: ! I,�` " ?�e�� Z DATE: / /z— / Department Head ACTION: Ni Recommend Approval Recommend Deferral Recommend Denial Signed: DATE: '1 11 Z013 ../Director of Finance Approved Deferred _Denied r igilL JUN 14 ?013 Signed: DATE: / Mayor Transfer No. go Form#:A-102 COUNTY OF HAWAII Revised: 07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Department of Environmental Mgmt DIVISION: Solid Waste CONTACT: Greg Goodale PHONE: 961-8515 DATE: 06 / 06 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5610.02.115 Recycling-Misc Contract Services $ 2,600.00 TOTAL: $ 2,600.00 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5610.06.454 Recycling-Cty Eqpt, Computer Eqpt $ 2,600.00 TOTAL: $ 2,600.00 EXPLANATION (Provide complete explanation): Funds are available in the Recycling-Misc Contracts account due to the succesful award of a zero cost contract for recycling e-waste that is collected at the County's e-waste collection events. Funds are needed in the Recycling Computer Equipment account to replace desktop PC's for two Recycling Specialists who are currently using computers originally purchased in 2006 and 2007 which have reached the end of their useful life. I ' SUBMITTED BY: //9 0 DATE: / / G / /3 1? r/ Department Head ACTION: ✓ Recommend Approval _Recommend Deferral _Recommend Denial Signed: etto• �-+^a. DATE: JUN 1 2013 vML) ,�,G,©irector of Finance Approved _Deferred _Denied 1411141 JUN 142013 Signed: ��� DATE: Mayor Transfer No. �I Form#:A-102 COUNTY OF HAWAII Revised:07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Environmental Management DIVISION: Vehicle Disposal CONTACT: Greg Goodale PHONE: 961-8515 DATE: 06 / 04 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 075.641.5641.02.115 Vehicle & Parts Disp Oce, Misc Contracts $ 13,000.00 TOTAL: $ 13,000.00 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 075.641.5641.01.011 Vehicle & Parts Disp, Regular S & W $ 10,000.00 075.901.5902.15.341 Health Benefits, Misc Chrg 3,000.00 TOTAL: $ 13,000.00 EXPLANATION (Provide complete explanation): Funds are available in the Vehicle & Parts Disp Oce-Misc Contracts account due to higher prices in the scrap metal market which reduced the cost to the County for scrap metal processing. Funds are needed in the Vehicle& Parts Disp, Regular Salaries & Wages as the division hired a temporary contractual employee to oversee close out of the ten year scrap metal contract and closure of the scrap metal yards. Funds are needed in the Health Benefits, Misc Charges due to changes in employee elected medical coverage. I1 _ 7 SUBMITTED BY /f.' `. DATE: G / / 2- Dep.rtment Head ACTION: ✓Recommend Approval _Recommend Deferral _Recommend Denial Signed: / DATE: UN/ 1 I 2613 tit/ ,Director of Finance s-' Approved Deferred Denied Signed: DATE: JUN 14 /2013 Mayor Transfer No. 1-12, Form#:A-102 COUNTY OF HAWAII Revised: 07/01 REQUEST TO TRANSFER FUNDS DEPARTMENT: Department of Environmental Mgmt DIVISION: Solid Waste CONTACT: Greg Goodale PHONE: 961-8515 DATE: 06 / 06 / 13 FISCAL PERIOD: July 1, 20 12 to June 30, 20 13 FROM: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5604.02.115 Landfill OCE-Misc Contract Services $ 350,000.00 TOTAL: $ 350,000 TO: ACCOUNT NUMBER ACCOUNT TITLE AMOUNT 085.601.5604.01.021 Landfills S & W, Overtime $ 300,000 085.901.5902.17.341 Retirement Benefits 50,000 TOTAL: $ 350,000 EXPLANATION (Provide complete explanation): Funds are available in the Misc Contracts account due to a savings in disposal fees paid to the Dept of Health since the anticipated rate increase was not approved by the legislature during this fiscal year. Additional funds are available in the Misc Contracts account as the Kailua-Kona Scrap Metal Cleanup is not anticipated to start this fiscal year, we are currently in the planning phase of this project. Funds are needed in the Overtime account since overtime has increased as the division has expanded services without additional staffing. Expanded sevices include opening the Pahala Transfer Station one additional day per week, providing greenwaste drop off at the Puako Transfer Station, and providing weekly e-waste collection events. The relocation of the greenwaste processing site from Kealakehe to the Puuanahulu landfill has also resulted in the additional need to haul greenwaste from Kealakehe to Puuanahulu. Due to the increased overtime costs, a corresponding increase is needed to cover the retirement benefits. 7 C s � I SUBMITTED BY �/� r"� '� e'G�� � DATE: / / Department Head ACTION: ✓ Recommend Approval _Recommend Deferral Recommend Denial Signed: 40..4,�.,kr(4-14, DATE: JUN 1 4 ?O13 V erector of Finance ,. .proved _ Deferred _Denied Signed: DATE: JO 1 4/2013 Mayor Transfer No. 4 3