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HomeMy WebLinkAboutCOM 0689.001 2012-2014 Jt11f7s N'..Y William P. Kenoi `.. ° Nancy E. Crawford .n x �ldi� �/ Director Mayor • r't�%,��1, C•. -"'__ Deanna S. Sako • �r;: ���e.:�.�. Deputy Director County of Hawaii Finance Department 25 Aupuni Street, Suite 2103 • Hilo,Hawaii 96720 ``"' (808)961-8234 • Fax(808)96I-8569 c:= `) February 28, 2014 �7 J Yoshimoto, Council Chair and =..; Members of the Hawai`i County Council Hawai`i County Council 25 Aupuni Street - _. Hilo, Hawai`i 96720 The budget and program reviews for the County of Hawai`i's Departments and Agencies will begin on April 2, 2014. I am enclosing a booklet containing the reports entitled, Six Month Progress Report on Program Objectives for FY 2013-14 and Final Status Report on Program Objectives for FY 2012-13. 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 2012-13. Should you have any questions or need more information, please don't hesitate to call Nancy Kelly, Budget Administrator at 961-8259. Thank you very much. H ( 61-414,-(14 Nancy Crawford Director of Finance APPROVED: 111 • . William P. Kenoi �� Mayor . Enc. Comm.No. C$9 Ref.To: FC Hawai`i County is an Equal Opportunity Provider and Employer .Date 9 R 7014 COUNTY OF HAWAI ' I___MAY OF p4 ', . . .• Departmental & Agencies' SIX MONTH PROGRESS REPORT ON PROGRAM OBJECTIVES FOR FY 2013-14 and FINAL STATUS REPORT ON PROGRAM OBJECTIVES FOR FY 2012-13 Table of Contents Within each of the following departmental, agency, or fund section, contains the: • Six Month Progress Report on Program Objectives for FY 2013-14 (white pages) • Final Status Report on Program Objectives for FY 2012-13 (yellow pages) 1. Aging 2. Civil Defense Agency 3. Corporation Counsel 4. County Council + County Clerk 5. County Physicians 6. Elderly Activities 7. Environmental Management 8. Finance 9. Fire 10. Human Resources 11. Information Technology 12. Legislative Auditor 13. Liquor Control 14. Management 15. Mass Transit Agency 16. Miscellaneous Accounts 17. Parks & Recreation 18. Planning 19. Police 20. Prosecuting Attorney 21. Public Works 22. Research and Development 23. Highway Fund 24. Sewer Fund 25. Cemetery Fund 26. Bikeway Fund 27. Beautification Fund 28. Vehicle Disposal Fund 29. Solid Waste Fund 30. Golf Course Fund 31. Geothermal Relocation & Community Benefits Fund 32. Housing Fund 33. Geothermal Asset Fund Y AGINe AGING AGING Empower older adults to stay healthy, active, and socially engaged using prevention and disease self-management techniques. 1. Healthy Aging Initiative a. Expand the Better Choices, Better Health—Ke Ola Pono Program, a chronic disease self-management evidence-based community program to the districts of Puna(Mauka and Makai) and Kohala(North and South). Deliver a minimum of 2 workshops serving 16 participants in each district. During the first 6 months of FY 2014, Office of Aging conducted one workshop at Tutu's House in Waimea. Participants numbered at eleven and all completed the Chronic Disease Self Management workshop. During this period all Master Trainers and Lay Leaders were concentrating on update training due to revisions in the Chronic Disease Self Management curriculum. After receiving updated training,Lay Leaders were gearing up for new workshops to start January 2014. b. Build capacity of the Better Choices, Better Health—Ke Ola Pono Program in the Hilo and Kona districts. Conduct Lay Leader training in each district graduating16 Lay Leaders. Three Big Island Master Trainers conducted Lay Leader update trainings in July and September. The training at Tutu's House in Waimea updated 5 Lay Leaders and the training at the ADRC in Hilo updated 8 Lay Leaders. Enable older adults to remain in their homes with a high quality of life for as long as possible through the provision of home and community based services, including supports for caregivers thus preventing and/or delaying the need for institutional care. 1. Kupuna Care Program Services. These Home and Community Based Services include case management, adult day care,personal care, home-delivered meals, heavy chore, homemaker, transportation, and home modification. a. A minimum of 600 older adults (unduplicated count) received home and community-based services through the Kupuna Care Program. As a result, 70% of clients will remain in the home after three months of Kupuna Care services. Six Month Progress Report on Program Objectives for FY 2013-14 1 AGING AGING 291 older adults received home and community-based services through the Kupuna Care Program. Of the 104 discharged during this time period, 75% of clients remained in the home. b. A minimum of 125 older adults receive home modification services that enable them to live safely within their own homes. As a result, least 75% of the clients served will report that the home modification items allowed them to remain in their home by increasing safety, reducing caregiver stress, and reducing falls in the home. During the period from 07/01/13 to 12/31/13, the Home Modification Program provided 69 units of home modification items to improve in-home safety for 28 frail and vulnerable adults. An annual client satisfaction survey will be conducted in May,2014. 2. Caregiver Support: National Family Caregiver Support Program Trained individuals will assess caregiver needs, provide information and assistance that link caregivers to needed services, and provide follow-up as needed. a. A minimum of 100 caregivers receive information and assistance. As a result, 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. 84 caregivers received information and assistance. During the same period, 74 received an assessment. b. Based on needs identified a minimum of 100 caregivers are provided respite, support group, and counseling services. 117 caregivers were provided with these services. 3. Transportation to enable older adults to access community services by providing transportation to/from congregate meal sites, medical and health related visits, grocery shopping and other community resources. a. A minimum of 350 older adults received transportation services to congregate meal sites and other community resources. 80% are satisfied with the serviced received. 203 older adults received non-governmental organization contracted transportation services. Six Month Progress Report on Program Objectives for FY 2013-14 2 AGING AGING 4. Public Education will offer meaningful information about the services and benefits available to older adults and their caregivers living in Hawai'i County. a. A minimum of 4,200 householders,physician offices, and organizations receive the monthly publication called the Silver Bulletin. As a result, at least 75%report satisfaction with the information content, quality and relevance of the newsletter as well as usefulness of the newsletter regarding benefits and programs around Hawai`i County. 4,200 copies of the Silver Bulletin newsletter are published and distributed each month to individuals and organizations. A portion of the newsletter is dedicated for the Office of Aging to feature issues and resources related to aging and disabilities, namely those being provided by or accessed through the Aging and Disability Resource Center. Surveys for the current contract year have not yet been conducted, but will be in February or March. Develop Hawai'i's Aging and Disability Resource Center(ADRC) to its fully functioning capacity to serve as a highly visible and trusted place where all persons regardless of age, income and disability can find information on the full range of long- term care support options. 1. Aging and Disability Resource Center(ADRC) Development Project a. The ADRC will provide information and assistance services to a minimum of 1150 of older adults and their caregivers (unduplicated). As a result at least 70% will be connected to appropriate services and resources. The ADRC has provided information and referral/assistance and options counseling to 191 individuals in the last six months. To date, 100% of survey respondents indicate that they were connected to appropriate services and resources. b. On an annual basis, the surveys will be sent to participants to determine their level of satisfaction with services provided. 75% of seniors and their care givers will report satisfaction with services. To date, 100% of survey respondents indicate a satisfaction with the services that were provided to them via the ADRC. Ensure the rights of older adults and prevent their abuse, neglect and exploitation 1. Elder Abuse and Neglect Awareness to a minimum of 200 elders, their caregivers and professionals in the Aging Network increase their knowledge of and ability to act on elder abuse and neglect issues. Six Month Progress Report on Program Objectives for FY 2013-14 3 AGING AGING The Legal Aid Society participated in ten events to enhance elder abuse and neglect awareness and educate elders, caregivers, and professionals in our community. 2. Legal Services a minimum of 300 individuals receive information about legal advice, counseling, and representation. As a result, 80% are linked to appropriate legal resources. 121 individuals received services. 100% were linked to an appropriate resource. The Office of Aging will proceed with projections based on Area Plan on Aging and State Plan on Aging goals and objectives and anticipated revenues. Due to an unforeseen financial situation at the federal and state levels, all plans, goals, and objectives are contingent upon receipt of federal, state and county funds as anticipated and these budget projections are subject to change. Contracts to the Elderly Activities Division,Department of Parks & Recreation. Funds provided to the Elderly Activities Division are deposited directly to its respective accounts. Elderly Activities Division provides the following contracted services and reflects its own program objectives. • Congregate Meals • Training and Employment • Home-Delivered Meals • Nutrition Education • Outreach • Transportation • Volunteer Services Six Month Progress Report on Program Objectives for FY 2013-14 4 AGING COMMITTEE ON PEOPLE WITH DISABILITIES 1. Continue to advise administration on issues facing people with disabilities. The committee drafted letters to the Mayor on the following issues: a. Request to increase prioritization for disability accessibility at Richardson Beach Park. b. Recommendations to the Mayor based on committee's meetings with the Police Department,Department of Public Works, and Civil Defense. 2. Work with disabilities community to help improve education and public awareness. The committee attempts to access members and services of the disability community by providing notices of meeting dates through newspaper, email, phone, and website notices. Members of the committee are either people with disabilities or affiliated with agencies that serve people with disabilities. Information gathered at meetings is shared with their respective agencies or personal affiliations. 3. Continue to improve accessibility of County facilities and programs for people with disabilities. The committee invited the Police Department,Department of Public Works, and the Civil Defense Department to share information about their services and explain how their services are designed to serve people with disabilities. The committee drafted letters regarding their recommendations to the Mayor for improving disability design and accessibility at county facilities. Six Month Progress Report on Program Objectives for FY 2013-14 5 AGING AGING... Non-Contracted Services 1. Aging and Disability Resource Center(ADRC) 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 and Hawaii County Office of Aging staff provided information tables and Q&A interaction at community resource fairs in East (Early Signs Health Fair, Care Givers Conference),West(Care Givers Conference) and South Hawaii (Ka`a Family Fair), as well as presentations to community groups visiting the ADRC (Hilo Medical Center Retirees,Meishoin Fujinkai, Hawaii Community College Human Services classes) or in community meeting sites (Korean War Veterans—Hilo, Waikoloa Community meeting). The Silver Bulletin had monthly articles on ADRC activities and upcoming events of interest. The ADRC is a partner with the State Department of Health and the Hawaii Fire Department on a pilot Falls Prevention Program targeting at risk seniors. The ADRC and HCOA also promoted its programs and activities through a partnership with the Seniors Living in Paradise television program. HCOA's segments included information about community resources and upcoming events, in particular, showcasing the Older Americans Month Outstanding Older Americans Awards luncheon in May. b. Collaborate with tenant agencies and community partners to provide quarterly in- service trainings opportunities for ADRC tenant staff. Ongoing training has been available through monthly Interdisciplinary Team meeting, through access to Web based presentations available through the Executive Office on Aging, Social Security and other aging network organizations, and safety related training (First Aid, CPR,AED) offered through the County Health and Safety Division. c. Provide opportunity for AIRS training and certification to staff located in the ADRC who provide resource information to ADRC target population. ADRC and Coordinated Services for Elderly staff providing I&R services were tested and certified by AIRS (Alliance of Information and Referral Systems) in 2012. Final Status Report on Program Objectives for FY 2012-13 1 AGING AGING The HCOA has begun working with the Elderly Activities Division (EAD) and Coordinated Services for the Elderly (CSE) to develop the Information & Assistance (I&A) component of the ADRC,which involves using AIRS- certified staff to address initial calls and walk-ins to the ADRC. d. Develop a Memorandum of Agreement with at least one acute hospital facility to streamline ADRC referrals and service access for eligible individuals. The Memorandum of Agreement with Hilo Medical Center regarding discharge planning was not executed due to circumstances within Hilo Medical Center. Transition service to Hilo Medical Center patients have continued with at least weekly ADRC staff visits with discharge planners. Through a Memorandum of Agreement with 'Ohana Health Plan, the ADRC receives direct referrals for transition services for their members discharged from Hilo Medical Center. e. Develop a working plan for updating resource database and expand use of Social Assistance and Management System program software capacity to include Aging and Disability Resource Center service delivery documentation. State grant funding to update the resource database was approved for a limited term staff position. The Social Assistance and Management System (SAMS) program is used for Aging and Disability Resource Center documentation. ADRC staff are receiving training to use web based SAMS intake, in-home assessment, and support plan tools. The policies and application forms for resource database inclusion/exclusion have been revised for use by the ADRC staff. These documents, based on those developed for the statewide ADRC program will be enacted in the upcoming year to ensure valid and appropriate resources are contained with the ADRC's resource database which will also serve as the driver for the public-access resource database online. 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). • A minimum of one presentation will be given annually in each of nine districts island-wide. • HCOA will participate in at least two health and/or resource fairs, one in East Hawai`i and one in West Hawai`i. Final Status Report on Program Objectives for FY 2012-13 2 AGING AGING During FY13, the Hawaii County Office of Aging coordinated 10 caregiver conferences,workshops, and resource fairs for over 230 caregivers and members of the public. They included "Caregiving 101" held at Parker Ranch School in Waimea, spearheaded by North Hawaii Hospice; "Poetry for Caregivers" held at the Regency at Hualalai featuring Frances Kakugawa; and monthly "Caregiver Respite Fun Days" held at Hawaii Island Adult Care"with guest speakers including Frances Kakugawa, Audrey Wilson, Lori Thal, and Maile Young, among others. Caregiver conferences included keynote speakers, breakout presentations, and information on services, programs, and resources available for caregivers in Hawaii County. Presentation topics included: knowing the basics of caregiving, a caregivers' story, home health care services, caring for loved ones with dementia, legal and psychological issues of caregiving, easing the burden of Alzheimer's Disease through journaling and poetry, caregiver support,tai chi and other relaxation techniques, healthy cooking demonstrations, art therapy, and hands-on caregiver skills training. 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. The Hawaii County Office of Aging contracted with Services for Seniors, Inc. to provide access and caregiver assessment services for family caregivers. During FY13, Services for Seniors provided 701 units of access services to 101 family caregivers and 75 caregiver assessments for 75 family caregivers. At least 80% of requests for information and/or services were contacted within 7 days to begin the NFCSP service processes. c. Provide respite, support group, and counseling services for caregivers based on needs identified through the Montgomery-Borgatta Burden Scale screening tool. Respite services will include adult day care,personal care, and homemaker services. At least 80% of caregivers with needs identified will receive respite, support group, or counseling services. Final Status Report on Program Objectives for FY 2012-13 3 AGING AGING The Hawaii County Office of Aging contracted with 14 service providers to provide Home and Community Based Services for family caregivers which include: respite care, counseling, and supplemental services. FY13 services provided include: 9 family counseling sessions,2,063 units of respite care for 40 family caregivers, and 54 units of supplemental services to 28 caregivers. Over 80% of NFCSP clients that were eligible for services received respite, support group, or counseling services. 3. Community Planning and Development—Partnerships Healthy Aging Initiative a. Increase by 2 the number of public and private agencies that will be members of the Hawai`i County Healthy Aging Partnership coalition. The increase would be based on the number of partners at the end of fiscal year ending June 2012. The intent is to embed a health related evidence-based program in Hawai`i County by building capacity and supporting healthy aging activities. The Big Island Healthy Aging Partnership added one new agency to its membership with the new Lay Leaders Training in Waimea. Four new Lay Leaders are connected with Friends of the Future, a private non-profit agency in Waimea. One new Lay Leader is connected with Kaheleaulani Native Hawaiian Health who is not an agency member at this time but is considered a good community contact. b. Support and coordinate the Better Choices, Better Health—Ke Ola Pono Program, a chronic disease self management evidence-based community program. Deliver a minimum of 10 workshops serving 100 participants. For the period July 1, 2012 to June 30, 2013, a total of 6 workshops were conducted serving 50 participants. Workshops were conducted in Hilo, Waimea and Ka`u. To build capacity in Waimea, a new Lay Leaders Training was conducted graduating 6 new Lay Leaders. The Chronic Disease Self Management curriculum was revised by the Stanford School of Medicine necessitating an update training to be completed by all Master Trainers and Lay Leaders. Three Master Trainers completed their update training by June 30,2013 and will conduct Lay Leader update trainings in the next fiscal year. Final Status Report on Program Objectives for FY 2012-13 4 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. Presentation was made at the September 2012 Hawaii Pacific Gerontological Society Conference on ADRC's Care Transition Intervention (CTI) services. Access to webinars on Medicare Updates provided through Executive Office on Aging SAGE Plus program was coordinated by the Office of Aging. Workshops, classes and presentations completed July 1,2012-June 30, 2013 ➢ July 2012 SafeTALK Suicide Prevention Training—ADRC ➢ September 2012 SafeTALK Suicide Prevention Training—WHCC ➢ September 2012 SafeTALK Suicide Prevention Training—ADRC ➢ October 2012 Medicare Update Training—ADRC ➢ May 2013 Elder Abuse Awareness Training—ADRC 5. Home Modification Enable older adults to live safely within their own homes, reducing caregiver stress and reducing falls in the home by correcting safety deficits. At least 75% of the clients served will report that the home modification items allowed them to remain in the home by increasing safety, reducing caregiver stress, and reducing falls in the home. During FY13, the Home Modification Program provided 347 units of home modification items for 145 frail and vulnerable adults. Home modification items improved safety, reduced caregiver stress, and reduced falls for 95% of the older adults that participated in the program. Services Contracted to Private/State Agencies 1. Kupuna Care Program Case Management and Home and Community Based Services Kupuna Care Program services include case management, adult day care,personal care, home-delivered meals, heavy chore, homemaker, assisted transportation, and Kupuna Care transportation. a. Empower clients and/or caregivers through participation in service decision making. At least 90% of clients and/or caregivers will participate in care/service plan decision making. Final Status Report on Program Objectives for FY 2012-13 5 AGING AGING b. Enable older adults to remain in their homes for as long as possible through the provision of home and community based services, thus preventing and/or delaying the need for institutional care. At least 70%of clients will remain in the home after three months of Kupuna Care home and community based services. The Hawaii County Office of Aging contracted with 13 service providers through the Kupuna Care Program to provide Case Management and Home and Community Based Services. During FY13, Kupuna Care services provided 8,476 units of Case Management for 632 clients and 45,684 units of Home and Community-Based Services to 384 frail and vulnerable adults. 100% of KC clients and/or their caregivers participated in the development of their care and service plans. Through the provision of Kupuna Care Home and Community-Based services, 80% of clients had their needs met and were able to remain in the home for three months or longer, avoiding costly Nursing Home placement. 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. By June 2013, legal services served 267 persons, exceeding the total goal of 260 older adults. The total number of legal services totaled 1,893.45 hours by the end of June. Contractual legal services will continue through the end of September 2013. 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 Hawai`i County. Aside from general issues on aging and caregiving, the Silver Bulletin dedicated two issues on the HCOA's Older Americans Month Outstanding Older Americans Awards Luncheon in May and June, showcasing the valuable older individuals living in our Hawaii County communities. 4,200 individuals and organizations continued to be served by this publication through June 2013. Final Status Report on Program Objectives for FY 2012-13 6 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. The Office of Aging will proceed with projections based on Area Plan on Aging and State Plan on Aging goals and objectives and anticipated revenues. Due to an unforeseen financial situation at the federal and state levels, all plans, goals, and objectives are contingent upon receipt of federal, state and county funds as anticipated and these budget projections are subject to change. By June 2013, the transportation services of CSE had provided 28,635 trips to an average of 420 unduplicated persons per month,January through June. Time of performance for this contract was extended through the end of September. Transportation is an essential service for seniors that allows them to access activities such as medical visits, employment, grocery shopping and nutrition programs. Initial numbers indicate that HCEOC needs to increase their trips and unduplicated riders. HCOA staff has provided technical assistance to HCEOC; an outreach plan has been developed that includes collaboration with the Hawaii County Nutrition Program in outreach efforts to seniors. Contracts to the Elderly Activities Division,Department of Parks & Recreation. Funds provided to the Elderly Activities Division are deposited directly to its respective accounts. Elderly Activities Division provides the following contracted services and reflects its own program objectives. • Congregate Meals • Training and Employment • Home-Delivered Meals • Nutrition Education • Outreach • Transportation • Volunteer Services Final Status Report on Program Objectives for FY 2012-13 7 2 CIVIL DEFENSE AGENCY 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). This objective is approximately thirty percent(30%) complete however it is expected that this objective will be attained within the fiscal year as proposed. A significant amount of effort and focus has been placed on those operating guidelines related to exercises, events, and incidents that were conducted or occurred and which presented with challenges associated with agency response. b. Continue to coordinate and participate in emergency preparedness exercises, drills and training. This objective is currently on target at fifty percent (50%) completion. The Hawaii County Civil Defense Agency (HCCDA) has participated in all exercises and drills conducted thus far and which the agency has either coordinated or has been invited to participate. This has included the Hilo Airport Triennial Exercise, a Tsunami evacuation exercise with the Keaukaha area schools and Hilo Airport, and the inaugural Puna Regional Emergency Preparedness (PREP) Fair. c. Continue to coordinate and participate in training for emergency response. This objective is currently being met and is at approximately fifty percent (50%) complete. Training that has been coordinated and participated in include Incident Command System (ICS)300 and 400 level training, Community Emergency Response Team (CERT) training, and Incident Management Team (IMT) training. 2. Improve Civil Defense public notification systems. a. Expand the use of the mass notification system for other Departments in the County. This objective is approximately sixty percent(60%) complete with the purchase and deployment of a new mass notification system on October 1, 2013 and the expanded use to include water conservation,water restriction, and water shut- off notification messages for the Department of Water Supply,Power shut-off messages for the Hawaii Electric Light Company (HELCO), and the activation of personnel recall for the Hawaii Fire Department. Six Month Progress Report on Program Objectives for FY 2013-14 1 CIVIL DEFENSE AGENCY CIVIL DEFENSE b. Continue growth and efficiency of the electronic/digital messaging notification system. This objective is and will be ongoing based on the continued and expanded use of the mass notification system. The software and system has the capability and capacity to deploy messages and notifications based on mapping as well as address specific data to support target area notification. It also has the capability to conduct polling of message deployment that allows for the recipients to respond to a series of questions pertaining to the message which may allow for more efficient use of the notification tool. 3. Develop electronic systems for more efficient communication with State Civil Defense, other emergency management partners, and County Departments. a. Identify and initiate the development and implementation of a common platform for electronic document collaboration. Currently, the common platform for digital information sharing and networking between the county civil defense agencies and the State Civil Defense is Web EOC. This platform has demonstrated effective information sharing and the tracking or processing of various incident management activities such as requests for assistance, resource tracking, and the posting of benchmark or highlight events and actions. The HCCDA is currently maintaining a commitment to utilizing Web EOC with all EOC activations to develop proficiency and effectiveness. Unfortunately, the State CD experienced the resignation of key staff that was instrumental to the continued use and deployment of Web EOC. This loss of software and program expertise has and will limit the continued evolution and expanded use of the Web EOC tool and may impede the attainment of this objective. Currently, this objective is approximately forty percent(40%) complete. b. Integrate Social Media and other electronic communication platforms in order to leverage technological communication media opportunities. This objective is only twenty percent(20%) complete due to the transition to a new mass notification system and the focus on that objective as a priority. The level of progress at the present time is due to the reliance on the Mayor's office for assistance with the posting of information on various social media websites to include Facebook,Twitter, etc. during EOC activations. Six Month Progress Report on Program Objectives for FY 2013-14 2 CIVIL DEFENSE AGENCY CIVIL DEFENSE 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. This objective is currently at thirty percent (30%) completion. Progress is expected to increase with the continued partnership and collaboration with various stakeholders. 5. Continue to administer the Department of Homeland Security Grant Program for the County of Hawai'i as administered and directed by the State Civil Defense Agency and the State Department of Defense. a. Utilize Homeland Security funds to enhance the Emergency Operations Center (EOC), develop EOC continuity and contingency plans, develop programs to integrate social media into our operations and develop supply caches throughout the county in support of shelters and mass care initiative. This objective is currently in progress and approximately twenty-five percent(25%) complete. 6. Continue to review and update tsunami evacuation maps, and provide updates to appropriate departments and agencies on an annual basis. This objective is currently seventy percent(70%) complete. The Hawaii County Tsunami Evacuation Maps have been reviewed and updated. The review and update process involved multiple stakeholder organizations and departments providing critical information to insure effectiveness and clarity of the map products. Revised public release maps have been provided to the State Civil Defense for publication in the two primary telephone directory products across the state. 7. Identify and develop a siren installation, upgrade, repair, replacement, and preventative maintenance program in accordance and coordination with State Civil Defense CIP Funding plan and through private subdivision developers. This objective is approximately ten percent(10%) complete. As this is an endeavor dependent upon other agencies and organizations (State CD and DAGS), little can be done to expedite its progress. However, the HCCDA is committed to support the development and expansion of the current siren warning system to maximize coverage and capabilities. Six Month Progress Report on Program Objectives for FY 2013-14 3 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). This objective has been met for Fiscal Year 2012/13 and will continue to be an essential program objective for FY 2013/14. The review and update of current operational guides and preparedness plans has been completed and to the degree it was possible, that process involved the active participation of various government, private sector, and other non-governmental organizations. A great deal of emphasis and effort was placed on the hazard of hurricane as part of the ongoing Regional Catastrophic Planning Group (RCPG) program. This program was designed to consider the impact of a category 4 hurricane with focus on identifying critical preparedness, response, and recovery gaps. b. Continue to coordinate and participate in emergency preparedness exercises, drills and training. This objective was met in FY 2012/13. The Hawaii County Civil Defense Agency (HCCDA) assisted in the coordination of various exercises to include the County of Hawaii's participation in the annual Makani Pahili Hurricane Exercise as well as other multi-agency exercises related to other hazards. c. Continue to coordinate and participate in training for emergency response. This objective has been consolidated with the activities and efforts of Objective lb above and it should be noted that in addition to assisting with the coordination of various exercises, the HCCDA assisted with the coordination of emergency response training to include All Hazards Incident Management Team (AHIMT) Training,Active Shooter training, and Incident Management System (ICS) Level 300 and 400 training. 2. Improve Civil Defense public notification systems. a. Expand the use of the City Watch notification system for other Departments in the County. Final Status Report on Program Objectives for FY 2012-13 1 CIVIL DEFENSE AGENCY CIVIL DEFENSE As noted in the Six Month Progress report, the referral to City Watch is not appropriate as that is a proprietary software system and it is more appropriate to identify this objective as the use of a Mass Notification System. As such this objective was not completed in FY 2012/13 due to fiscal constraints and the need to conduct a comprehensive Request for Proposal procurement process. That process was initiated in the latter part of FY 12/13 and at the close of the fiscal year, the project was approximately 60% complete. The intent of this objective is to acquire and deploy an effective Mass Notification System that utilizes as many communications and notification platforms as possible to include telephone, e-mail, text, and social media. b. Continue growth of the text messaging notification system. As indicated in the Six Month Progress Report, this objective is directly related to Objective 2a above. The acquisition of a comprehensive mass notification system or tool is desired and being pursued to consolidate the message deployment process and to enhance the capability of the agency in notifying the community of any issues or emergencies. 3. Develop electronic systems for more efficient communication with State Civil Defense, other emergency management partners, and County Departments. a. Initiate the use of Microsoft SharePoint as a common platform for electronic document collaboration. During the Makani Pahili Hurricane Exercise, it became readily apparent that the deployment and use of the WebEOC digital information communication and sharing system will require additional training and support from the State Civil Defense office. Due to transition in staff and limited expertise and varying levels of proficiencies, the use of the WebEOC tool was not consistent or effective. In collaboration with State CD and the other Counties, it is hoped that this deficiency will be addressed in FY 13/14. 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. This objective was met for FY 12/13 however will require annual review and maintenance to insure currency and capacity awareness. Post the Makani Pahili Exercise,the aforementioned agencies reviewed current policies, procedures, and standing memorandums of understanding related to sheltering and collectively identified strategies for insuring more effective sheltering and shelter Final Status Report on Program Objectives for FY 2012-13 2 CIVIL DEFENSE AGENCY CIVIL DEFENSE service coordination. In addition,the previously identified and initiated backup generator power project for eleven (11) evacuation shelters/centers is 90% complete. This project will be closed out and completed in FY 13/14. 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 Hawaii State Dept. of Health(DOH) develop a pandemic awareness program, develop and execute pandemic related training, and improve DOH's on-island laboratory facilities. This objective has been suspended due to a shift in DOH priority from Pandemic preparedness to Mass Casualty preparedness. However it should be noted that a significant effort was made to assist the DOH with other public education and outreach such as the development, mass printing and publication of various public health awareness materials. 6. Continue to review and update tsunami evacuation maps, and provide updates to appropriate departments and agencies on an annual basis. Objective was met for fiscal year 2012/13 utilizing current map products. As part of the annual review and update, a section of land area from Kawaihae Harbor to Kohala Estates was identified as missing from current published evacuation maps. This area is currently awaiting publishing in telephone directories which is targeted for fall of 2013. In addition, contact was made with the University of Hawaii at Manoa hazard map program to obtain the most current inundation map products for review in FY 13/14. Upon receipt of the most current maps and modeling,the next annual review will commence. 7. Upgrade and repair existing sirens, and install new sirens in accordance with State Civil Defense CIP Funding plan and through private subdivision developers. This project remains at 25% complete with no change or progress due to factors outside of Hawaii County control. As previously stated, the upgrade and renovation of the existing siren system is a State Civil Defense project in coordination with the Department of Accounting and General Services (DAGS). At the close of fiscal year 12/13, DAGS had not yet issued the work orders for those project sites in Hawaii County. Although this project is a State directed and coordinated effort, the Hawaii County Civil Defense Agency is committed to assisting and coordinating any assistance from the County of Hawaii. Final Status Report on Program Objectives for FY 2012-13 3 S CORPORATION COUNSEL CORPORATION COUNSEL LITIGATION DIVISION 1. Offer training opportunities to each litigator at least twice a year,to provide them with effective tools to effectively represent the County and its employees. Each litigator has attended at least one training. However, the training was not specific to litigation. The litigation section is currently understaffed making it difficult to provide effective training and tools. 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. No meetings have been scheduled. Although separate meetings with each department are not scheduled, each litigator keeps the client informed of the significant developments of each case. The litigation section is currently understaffed, making it difficult to find the necessary time to schedule meetings with all departments. 3. Responsibly monitor pending lawsuits by recommending settlement only when quantifiable justifications exist. There have been only a few lawsuits settled during this period of time. 4. Explore the desirability and possibility of obtaining office space at West Hawai`i Civic Center, for conducting depositions and/or doing other work while in Kona. The West Hawaii Civic Center does not have a dedicated office space (with locked doors and the size necessary to conduct depositions) to accommodate us. Six Month Progress Report on Program Objectives for FY 2013-14 1 CORPORATION COUNSEL & 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. Approximately 881 documents were reviewed for approval with a timely completion rate of 96.6%. 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. Approximately 30 documents were drafted with a timely completion rate of 63.3%. 3. Written Requests 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. Approximately 169 requests for a legal opinion were received with a timely completion rate of 86.4%. 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. Approximately 146 miscellaneous requests for legal advice were received with a timely completion rate of 58.9%. Approximately 447 requests to review and comment on various matters were received with a timely completion rate of 75.6%. Approximately 126 long terms projects were received during this period. Additionally,the attorneys attended 274 meetings on various matters (including Board and Commission meetings) during this time period. Six Month Progress Report on Program Objectives for FY 2013-14 2 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 5. Training for County Officers and Employees, and Board and Commission Members. The Office of the Corporation Counsel will conduct ongoing training for at least 500 County officers and employees, and substantive Boards and Commissions to prevent procedural and substantive errors, including recall training as requested by our County clients. Each attorney will provide at least one training. Approximately 334 county officers and employees were provided training on various matters during this period in Hilo and Kona 6. Risk Management/Mitigation. 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 2013-14 3 CORPORATION COUNSEL BOARD OF ETHICS 1. Review all petitions and requests for opinions in a prompt manner. For the first six months of Fiscal Year 2013-2014, the Board of Ethics received nine petitions. In that time period,the following occurred: - Decisions were rendered on five petitions (including one from FY2013-2013). - One petition was withdrawn. - Two petitions were continued to January 2014 for receipt of further information. - Two petitions received in December 2013 were scheduled for hearings in 2014. Six Month Progress Report on Program Objectives for FY 2013-14 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. The Cost of Government Commission was not empanelled during this period. Six Month Progress Report on Program Objectives for FY 2013-14 5 CORPORATION COUNSEL LITIGATION DIVISION 1. Offer training opportunities to the litigation team, and provide them effective tools to take cases to trial. Despite the budgetary limitations that prevented the litigators from attending the same training opportunities as afforded their counterparts in the private sector, the attorneys were sent to some live training courses for Appellate Law and Employment Law at the HSBA 2012 Bar Convention (Honolulu),EEOC Updates and Understanding Reasonable Accommodations (Honolulu),The Basics of Human Resources Law (Honolulu), Drug and Alcohol Testing Program for Supervisors (Hilo),Bias Awareness and Prevention (Hilo),Annual CAAP Conference(Hilo),NBI Construction Defect Litigation Seminar(Honolulu), Hawaii Personal Injury Protection Law (Honolulu), Appellate Practice Tips (Honolulu) and Building Codes in Hawaii (Honolulu). 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. The Litigation Division kept all departments involved in litigation matters informed of the status of ongoing cases, the scope of liability and provided guidance on how to avoid exposure in the future. The majority of the information was usually communicated by telephone or email. 3. Responsibly monitor pending lawsuits by recommending settlement only when quantifiable justifications exist. Upon filing motions to dismiss or for summary judgment, courts dismissed eleven lawsuits in favor of the County. Six major lawsuits were settled for a total of$146,000. The total amount demanded for these seventeen cases was $2,436,663.60. The office successfully negotiated a settlement of its lawsuit brought to force completion of the Mamalahoa Bypass Highway. In this case, the County received $12.5 million in cash, and $20 million in pledged real property from the developer to complete this important project. The County processed 76 claims during the fiscal year, and paid out$65,916.02 for 32 claims. The County also recovered $21,081.01 in monies for damaged properties owned by the County. Final Status Report on Program Objectives for FY 2012-13 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. Approximately 1,091 documents were received with an on time completion rate of 96.4%. 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. Approximately 111 drafting requests were received with an on time completion rate of 84.7%. 3. Written Requests 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. Approximately 344 requests for legal opinions were received with an on time completion rate of 87.8%. 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. Final Status Report on Program Objectives for FY 2012-13 2 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION Approximately 265 miscellaneous requests were received with an on time rate of 69.1%, approximately 651 requests to review and comment on various legal questions were received with an on time completion rate of 79.4%, and approximately 299 long-term projects were received. 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. 68 training sessions were provided in Hilo and Kona during this reporting period. A total of 966 County Employees, Officers and Council personnel were trained during this period. 6. Risk Management/Mitigation. The Division will continue to work with their respective clients in risk management activities, in conjunction with the County's risk manager. Objective met. Final Status Report on Program Objectives for FY 2012-13 3 CORPORATION COUNSEL BOARD OF ETHICS 1. Review all petitions and requests for opinions in a prompt manner. The Board of Ethics received nine petitions from July 1,2012 to June 30,2013. After the Board met on the petitions, five were dismissed, one resulted in an informal advisory opinion,two were withdrawn, and one lacked the votes necessary to investigate further. Final Status Report on Program Objectives for FY 2012-13 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. There is no Cost of Government Commission at this time. A new Cost of Government Commission will be appointed to terms starting one year after the beginning of the term of the mayor, and shall submit its report not later than eleven months after its appointment. Final Status Report on Program Objectives for FY 2012-13 5 4 COUNTY COUNCIL + COUNTY CLERK 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 being achieved. 2. Provide an accurate reflection of Council and Committee meetings and votes taken by preparing minutes of each meeting in accordance with law and by entering same into the Council Records System. Objective not being achieved. 3. Prepare DVD copies of videotaped Council and Committee meetings as requested by the public, departments, and elected officials. Objective being achieved. 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 being 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 being achieved. 6. Assist the elected officials and the public to achieve meaningful and effective participation in the local legislative process. Objective being achieved. Support Service Division 1. Process all documents submitted by departments for reproduction within two business days. Objective being achieved. (Besides hard copies,we are able to receive documents through the computer, and by CE/DVD or jump drive). To date 1,641,699 B/W copies and 148,514 color copies were made. Six Month Progress Report on Program Objectives for FY 2013-14 1 COUNTY COUNCIL/CLERK COUNCIL/CLERK 2. Process all pieces of outgoing postal and interdepartmental mail delivered by departments no later than 2:30 p.m. within the same business day. Objective being achieved. To date 155,199 pieces of mail were posted. 3. Distribute incoming mail delivered to 25 Aupuni Street, Suite 1008, within two hours from receipt. This includes distribution and pick up of mail and interdepartmental envelopes to various County Offices located in Hilo proper. Objective being achieved. 4. Assist departments in complying with USPS regulations. Objective being achieved. Legislative Research Branch (LRB) 1. Prepare semi-annual supplements to the County Code for distribution within eight weeks of receipt of final adopted ordinances; pursuant to Hawai`i County Code, section 2-153. Objective being achieved. Supplement 16 to the Hawaii County Code was published and submitted for distribution in August,2013. 2. Complete review of legislation initiated by a Council Member as to its proper form within two weeks of receipt. Complex legislation may require a longer review period. Objective being achieved. LRB reviewed 67 resolutions and 23 bills between July 1,2013 and December 31, 2013. Additionally, LRB reviewed 49 proposed amendments to legislation on Council and Committee agendas. 3. Provide support to the administration, as requested and time permitting, with drafting, analysis, and research services. Objective being achieved. All requests for drafting, analysis and research were responded to in a timely manner. 4. Monitor Council and Committee meetings to provide research and advisory support for decision-makers on proposed legislative initiatives. Objective being achieved. An LRB staff member remained on-site and monitored all committee and council meeting, providing requested support, until the adjournment of each meeting. Six Month Progress Report on Program Objectives for FY 2013-14 2 COUNTY COUNCIL/CLERK COUNCIL/CLERK 5. Prepare the annual report for the Council-Clerk's Office within designated timelines. Objective achieved. The annual report for the Office of the County Clerk and Hawaii County Council was completed and submitted in a timely manner. 6. Update the Council-Clerk's website to include revisions to the Hawai`i County Code in the interim between supplements, revisions to the Hawai`i County Charter pursuant to the 2012 General Election, Operating and CIP budgets for the upcoming fiscal year, new or amended Council Rules of Procedure and Organization, and other miscellaneous internet maintenance duties. Objective being achieved. The Hawaii County Code was updated in a timely manner, as soon as ordinances became available to the LRB. The operational and capital budgets were posted upon becoming ordinances. The Council Rules of Procedure and Organization were updated after each duly approved amendment by the Council. 7. Perform all other miscellaneous duties that may be assigned by the County Clerk. Objective being achieved. FY 13-14 includes an analysis of the fiscal year budget for the Clerk/Council, proofreading materials for supplements 16 and 17 to the Hawaii County Code, and providing the final status for FY 12-13 Program Objectives, as requested by the Finance Department. LRB assisted with the recruitment for the vacant Legislative Auditor position. LRB staff participated as members of interview panels for vacant civil service positions in the County Clerk's Office. Additionally, a training seminar on the procedures of the Hawaii State Legislature and how to efficiently and effectively utilize its website was provided in December. Six Month Progress Report on Program Objectives for FY 2013-14 3 COUNTY COUNCIL/CLERK ELECTIONS DIVISION 1. To encourage voter participation by doing a mass mail-out of Permanent Absentee Applications to registered voters. Objective achieved. 2. To increase ballot access for all voters at the Absentee Walk-In voting sites. Objective being achieved. 3. To increase voter education by expanding the Young Voter Registration Program to middle school grades. Objective being achieved. 4. To provide election information and to increase voter registration by working with the university campuses with voter registration drives. Objective being achieved. Six Month Progress Report on Program Objectives for FY 2013-14 4 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. 2. Provide an accurate reflection of Council and Committee meetings and votes taken by preparing minutes of each meeting in accordance with law. Objective not achieved. 3. Prepare DVD copies of videotaped Council and Committee meetings as requested by the public, departments, and elected officials. Objective achieved. A total of 856 DVD copies were made. 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. 6. Assist the elected officials and the public to achieve meaningful and effective participation in Council and Committee meetings. Objective achieved. Support Service Division 1. Process all documents submitted by departments for reproduction within two business days. Objective achieved. Besides hard copies,we are able to receive documents through the computer, and by CD/DVD or jump drive. A total of 3,520,392 copies were made, of which 3,208,592 were B/W copies and 311,800 were color copies. Final Status Report on Program Objectives for FY 2012-13 1 COUNTY COUNCIL/CLERK COUNCIL/CLERK 2. Process all pieces of outgoing postal and interdepartmental mail delivered by departments no later than 2:30 p.m. within the same business day. Objective achieved. A total of 306,080 pieces of mail were posted. 3. Distribute incoming mail delivered to 25 Aupuni Street, Suite 1008, within two hours from receipt. Objective achieved. 4. Assist departments in complying with USPS regulations. Objective achieved. Legislative Research Branch (LRB) 1. Prepare semi-annual supplements to the County Code for distribution within eight weeks of receipt of final adopted ordinances; pursuant to Hawai`i County Code, section 2-153. Objective achieved. Supplements 14 and 15 were prepared for distribution as required by Section 2-153 of the Hawaii County Code. 2. Complete review of legislation initiated by a Council Member as to its proper form within two weeks of receipt. Complex legislation may require a longer review period. Objective achieved. LRB reviewed 69 resolutions and 52 bills. Additionally, LRB completed review of 43 proposed amendments to resolutions and bills before the Council or its Committees. 3. Provide support to the administration, as requested and time permitting, with drafting, analysis, and research services. Objective achieved. All requests for drafting, analysis and research were responded to in a timely manner. 4. Monitor Council and Committee meetings to provide research and advisory support for decision-makers on proposed legislative initiatives. Objective achieved. All meetings of the Council and its Committees were monitored by an LRB staffer through adjournment. Request for drafting of amendments, providing reference resources, analysis of Council Rules and Robert's Rules of Parliamentary Procedure, and all other requests were fulfilled. Final Status Report on Program Objectives for FY 2012-13 2 COUNTY COUNCIL/CLERK COUNCIL/CLERK 5. Prepare the annual report for the Council-Clerk's Office within designated timelines. Objective achieved. The annual report for the Office of the County Clerk was completed and submitted to the administration in a timely manner. 6. Update the Council-Clerk's website to include revisions to the Hawai`i County Code in the interim between supplements, revisions to the Hawai`i County Charter pursuant to the 2012 General Election, Operating and CIP budgets for the upcoming fiscal year, new or amended Council Rules of Procedure and Organization, and other miscellaneous intereet maintenance duties. Objective achieved. The Hawaii County Code was updated in a timely manner, as soon as ordinances became available to the LRB. The Hawaii County Charter was updated to include the amendments approved on the November 6, 2012 general election as soon as the election results were certified by the State Office of Elections. The operational and capital budgets were posted upon becoming ordinances. The Council Rules of Procedure and Organization were updated after each duly approved amendment by the Council. 7. Monitor the annual State Legislative session and assist the Council by preparing a list of bills of significant County interest and providing timely reports. We have transferred the bulk of this goal to the Legislative Assistants. A training class co-sponsored by LRB and the Legislative Reference Bureau of the State of Hawaii was conducted in December, called "Get to Know Your Way Around the Legislature." 7. Perform all other miscellaneous duties that may be assigned by the County Clerk. Objective achieved. FY 12-13 include preparing ballot questions for proposed charter amendments for the 2012 General Election, analysis of the fiscal year budget for the Clerk/Council, proofreading materials for supplements 14 and 15 to the Hawaii County Code and the 2012 Hawaii County Charter, updating the Clerk/Council vehicle use policy, and creating an audio/visual policy for satellite Council offices. Final Status Report on Program Objectives for FY 2012-13 3 COUNTY COUNCIL/CLERK ELECTIONS DIVISION 1. To encourage voter participation by doing a mass mail-out of Permanent Absentee Applications to registered voters. Objective achieved. A total of 15,386 registered voters applied for Permanent Absentee Voter status. 2. To increase ballot access for all voters at the Absentee Walk-In voting sites. Objective achieved. 3. To increase voter education by expanding the Young Voter Registration Program to middle school grades. Objective not achieved. 4. To provide election information and to increase voter registration by working with the university campuses with voter registration drives. Objective achieved. Final Status Report on Program Objectives for FY 2012-13 4 5 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 2013-14 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 2012-13 ELDERLY ACTIVITIES 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. Served 1,043 or 30% of the established objective of 3,500. 2. Providing Outreach Services to 900 adults. Served 395 seniors or 44% of the established objective of 900 older adults. 3. Providing Transportation Services to 1,000 older adults and accomplishing 34,000 trips annually. Provided Transportation services for 855 seniors or 86% of the established objectives of 1,000 older adults and completed 20,424 trips or 60% of the 34,000 trips annually. 4. Providing Transportation Services to 40 individuals less than 60 years of age with disabilities and accomplishing 600 trips annually. Provided Transportation services for 71 individuals under 60 yrs. of age or 178% of the established objective of 40 individuals & completed 717 trips or 120% of the 600 trips annually. 5. Providing and completing 2,000 Referrals. Completed 434 referrals or 22% of the established objective of 2,000. 6. Providing individuals with disabilities/older adults with 290 monthly hours of chore services annually. CSE provided 2,185 hours or 63% of the established objective of 3,480 annual hours of chore service to individuals with disabilities/older adults. Six Month Progress Report on Program Objectives for FY 2013-14 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. 1,446 RSVP volunteers served in volunteer assignments. 2. Assisting significantly in meeting community needs by providing 140,000 hours of volunteer service in a minimum of 150 volunteer stations. RSVP volunteers provided 53,365 hours of volunteer service through 142 volunteer stations. 3. Providing 125 volunteers to assist in Food Basket's Senior Farmers' Market Nutrition Program. RSVP volunteers provided 3,969 hours of volunteer service through 214 volunteers. 4. Providing 30 volunteers to assist the Blood Bank of Hawai'i at 4 community blood drives. 34 volunteers served in the Blood Bank of Hawaii Community Blood Drives. Six Month Progress Report on Program Objectives for FY 2013-14 2 ELDERLY ACTIVITIES NUTRITION PROGRAM Congregate Nutrition Services 1. To provide 62,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 900 older individuals, aged 60 and older, at fifteen congregate nutrition sites throughout Hawai'i County by June 30, 2014. As of December 31, 2013, there were 33,176 congregate meals served to 782 seniors. This is 53% of our objective for congregate meals and 87% of our objective for seniors served at congregate sites. Home Delivered Meal Service (Meals on Wheels) 1. To deliver 60,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 300 frail, homebound older individuals, aged 60 and older, throughout Hawaii County by June 30, 2014. As of December 31, 2013, there were 35,181 "Meals on Wheels" delivered to the homes of 287 homebound seniors. This is 58% of our objective for home delivered meals and 96% of our objective for seniors served. Six Month Progress Report on Program Objectives for FY 2013-14 3 ELDERLY ACTIVITIES SENIOR COMMUNITY SERVICES EMPLOYMENT 1. Place 5 enrollees into unsubsidized jobs by FY's end. As of December 31,2013,3 participants have been placed into unsubsidized jobs. 2. Provide services to a cumulative total of 41 enrollees by FY's end. As of December 31,2013, provided services to a cumulative total of 42 participants. 3. Visit each enrollee at his/her work site twice a year. Conduct 50 work site visits by FY's end. As of December 31,2013, conducted 41 work site visits. Six Month Progress Report on Program Objectives for FY 2013-14 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. Served 3,083 seniors, or 88% of the established objective of 3,500. 2. Providing Outreach Services to 900 adults Served 980 seniors or 109% of the established objective of 900 older adults. 3. Providing Transportation Services to 1,000 older adults and accomplishing 34,000 trips annually. Provided Transportation services for 1,143 seniors or 114% of the established objective of 1,000 older adults and completed 40,075 trips or 118% of the 34,000 trips annually. 4. Providing Transportation Services to 40 individuals under 60 years of age with disabilities and accomplishing 600 trips annually. Provided Transportation services for 96 individuals under 60 yrs. of age or 240% of the established objective of 40 individuals & completed 1,127 trips or 188% of the 600 trips annually. 5. Providing and completing 2,000 referrals. Completed 2,007 referrals or 100% of the established objective of 2,000. 6. Providing individuals with disabilities/older adults with 290 hours of chore services per month. (3,480 per year) CSE provided 10,516 hours or 302% of the established objective of 3,480 hours of chore service to individuals with disabilities/older adults per year. Final Status Report on Program Objectives for FY 2012-13 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. . 1,609 RSVP volunteers served in volunteer assignments. 2. Assisting significantly in meeting community needs by providing 140,000 hours of volunteer service in a minimum of 150 volunteer stations. RSVP volunteers provided 134,097 hours of volunteer service through 155 volunteer stations. 3. Providing 125 volunteers to assist in Food Basket's Senior Farmers' Market Nutrition Program. Objective ehieve . 265 RSVP volunteers assisted in Food Basket's Senior Farmers' Market Nutrition Program. 4. Providing 30 volunteers to assist the Blood Bank of I at 4 community blood drives. Objective achieved. 35 volunteers served in the Blood Bank of Hawaii Community Blood Drives. Final Status Report on Program Objectives for FY 2012-13 2 ELDERLY ACTIVITIES NUTRITION PROGRAM Congregate Nutrition Services 1. To provide 65,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 900 older individuals, aged 60 and older, at fifteen congregate nutrition sites throughout Hawai`i County by June 30, 2013. Objective ieved. 64,980 meals were served to 1,125 seniors. This is 100% of our objective for meals, and 125% of our objective for seniors served. Home Delivered Meal Service (Meals on Wheels) 1. To deliver 65,000 nutritious meals, each containing 1/3 of the U.S. RDA,to 350 frail, homebound older individuals, aged 60 and older, throughout Hawai`i County by June 30, 2013. Objective not achieved. 59,705 meals were served to 380 seniors. This is 92% of our objective for meals, and 108% of our objective for seniors served. Final Status Report on Program Objectives for FY 2012-13 3 p ELDERLY ACTIVITIES SENIOR COMMUNITY SERVICES EMPLOYMENT 1. Place 5 enrollees into unsubsidized jobs by FY's end. . 7 enrollees have been placed into unsubsidized jobs. 2. Provide services to a cumulative total of 42 enrollees by FY's end. Obfeetive-aehieved,As of 6/30/13, provided services to a cumulative total of 68 enrollees. 3. Visit each enrollee at his/her work site twice a year. Conduct 50 work site visits by FY's end. . As of 6/30/13, 85 work site visits have been conducted. Final Status Report on Program Objectives for FY 2012-13 4 7 ENVIRQNITL MANAGEMENT ENVIRONMENTAL MANAGEMENT ADMINISTRATION 1. Establish sewer fee rates at a level to cover expenses of operations, repairs and maintenance, and replacements. Sewer fee rates are not adequate to cover all planned expenses of operations, repairs and maintenance. The last sewer fee rate increase was in 2002 and current rates have not kept up with the increasing cost of operation, repair and maintenance of equipment and infrastructure that continues to deteriorate over time due to age. We have procured a consultant who is assisting in revenue requirement analysis, an updated user fee rate and schedule of increases. The consultant is tasked with assisting the department in presenting to Council and the community the request for a sewer rate increase. 2. Maintain vehicle disposal fee system to assure financial self-sufficiency for Vehicle Disposal program. The Vehicle Disposal Fund and the fees collected with the annual registration of vehicles are expected to be sufficient to maintain current operating expenses in FY13-14. 3. Evaluate current recycling programs to assess the feasibility of performing various programs in-house. This effort will be ongoing and depends upon Division budget. The challenge will be continuing service while transitioning a program to in-house. 4. Improve productivity and efficiency through additional training and cross training. Continued the process of updating and/or documenting the various tasks each position performs as well as the processes and procedures associated with those tasks. Better documentation will assist with the training of new personnel and the cross training of existing staff. 5. Continually work to strengthen and standardize the language in our contracts. Continued to work to strengthen and standardize language in our contracts through careful review and consultation with the Purchasing Division and Corporation Counsel. Six Month Progress Report on Program Objectives for FY 2013-14 1 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 6. Improve the status of Wastewater accounts receivable. Reduce the average number of days in receivables to 90 days which represents a 10% decrease from the FY11-12 actual of 100 days. Reduce the percentage of balances over 90 days past due to 52% of total receivables, which represents a 10% decrease from the FY11-12 actual of 58%. The average number of days in receivables for Wastewater has decreased to 93 days and the percentage of balances over 90 days past due has decreased to 57%. The Department is continuing discussions with the Department of Water Supply to pursue water shut-off for non-payment of sewer fees which would provide significant leverage in the ability to collect sewer fees. We continue to work towards reducing the past due receivables by reviewing debt collection policies and other opportunities to further reduce outstanding balances. 7. Improve the status of Solid Waste accounts receivable. Reduce the average number of days in receivables to 109 days which represents a 10%decrease from the FY11- 12 actual of 121 days. Reduce the percentage of balances over 90 days past due to 59% of total receivables, which represents a 10% decrease from the FY11-12 actual of 66%. The average number of days in receivables for Solid Waste has decreased to 99 days. The percentage of balances over 90 days past due has decreased to 46%. We have received judgments from lawsuits initiated by the Office of the Corporation Counsel. Delinquent customers are being denied access to the landfills after proper notification. We have revised the disposal permit procedures and are reviewing possible code changes that will help to improve collections. The Department continues to work towards reducing the past due receivables by reviewing debt collection policies,procedures, and other opportunities to further reduce outstanding balances. Six Month Progress Report on Program Objectives for FY 2013-14 2 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 1. Establish sewer fee rates at a level to cover expenses of operations, repairs and maintenance, and replacements. For FY 2012-13 we were able to cover all planned expenses of operations, repairs and maintenance,though there are additional significant equipment replacement and repair projects in various stages of need that should be completed in the upcoming years. The last sewer fee rate increase was in 2002 and current rates have not kept up with the increasing cost of operation, repair and maintenance of equipment and infrastructure that continues to deteriorate over time due to age. We have procured a consultant who is assisting in revenue requirement analysis, an updated user fee rate and schedule of increases. The consultant is tasked with assisting the department in presenting to Council and the community the request for a sewer rate increase. 2. Maintain vehicle disposal fee system to assure financial self-sufficiency for Vehicle Disposal program. The Vehicle Disposal Fund and the fees collected with the annual registration of vehicles were sufficient to maintain current operating expenses in FY 2012-13. Due to budget considerations, the derelict vehicle amnesty program was temporarily suspended and the West Hawaii Abandoned Vehicle Coordinator position has remained vacant. We will continue to monitor costs and will consider a registration fee increase if necessary to meet operating costs. 3. Evaluate current recycling programs to assess the feasibility of performing various programs in-house. This effort will be ongoing and depends upon Division budget. The challenge will be continuing service while transitioning a program to in-house. 4. Improve productivity and efficiency through additional training and cross training. Began the process of updating and/or documenting the various tasks each position performs as well as the processes and procedures associated with those tasks. Better documentation will assist with the training of new personnel and the cross training of existing staff. Final Status Report on Program Objectives for FY 2012-13 1 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 5. Continually work to strengthen and standardize the language in our contracts. Continued to work to strengthen and standardize language in our contracts through careful review and consultation with the Purchasing Division and Corporation Counsel. 6. Improve the status of Wastewater accounts receivable. Reduce the average number of days in receivables to 94 days which represents a 10% decrease from the FY10-11 actual of 104 days. Reduce the percentage of balances over 90 days past due to 55% of total receivables, which represents a 10%decrease from the FY10-1 1 actual of 61%. The average number of days in receivables for Wastewater has decreased to 100 days and the percentage of balances over 90 days past due has decreased to 58%. The Department is continuing discussions with the Department of Water Supply to pursue joint billing and water shut-off for non-payment of sewer fees which would provide significant leverage in the ability to collect sewer fees. We continue to work towards reducing the past due receivables by reviewing debt collection policies and other opportunities to further reduce outstanding balances. 7. Improve the status of Solid Waste accounts receivable. Reduce the average number of days in receivables to 98 days which represents a 10% decrease from the FY10-11 actual of 109 days. Reduce the percentage of balances over 90 days past due to 55% of total receivables, which represents a 10% decrease from the FY10-11 actual of 61%. The average number of days in receivables for Solid Waste has increased to 116 days. The percentage of balances over 90 days past due has decreased to 56%. We have begun receiving judgments from lawsuits initiated by the Office of the Corporation Counsel. Delinquent customers are being denied access to the landfills after proper notification. We have revised the disposal permit procedures and are reviewing possible code changes that will help to improve collections. The Department continues to work towards reducing the past due receivables by reviewing debt collection policies, procedures, and other opportunities to further reduce outstanding balances. Final Status Report on Program Objectives for FY 2012-13 2 8 FINANCE FINANCE ADMINISTRATION/BUDGET Administration 1. 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 to date. The focus was on the fiscal year 2014-2015 budget and the upcoming budget process as well as various other accounting and procurement issues. In addition, there has been a variety of one on one training with many of the departments. 2. Maintain interaction and education for the public by participating in community meetings and by conducting workshops on the various finance areas, including budget, purchasing and real property tax related areas. Seven such workshops and meetings were conducted in the first half of the fiscal year. The focus was on various finance topics including accounting, budget and real property tax. 3. Conduct informational sessions or distribute instructive materials to division 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. Nine 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. There were two protests filed during the first half of the fiscal year. We met the deadline as noted above. Six Month Progress Report on Program Objectives for FY 2013-14 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 approximately 71 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 fiscal responsibility and accountability in developing the operating budget. On September 12,2013, the kickoff meeting for the FY2014-2015 budget was held for budget liaisons and/or fiscal staffs of the County departments and agencies. Ongoing assistance to the departments/agencies is provided as needed. Six Month Progress Report on Program Objectives for FY 2013-14 2 FINANCE ACCOUNTS 1. Close FY 12-13 books and issue final June 30 Budget Status Report by October 15, 2013, and determine the General Fund's fund balance by September 30, 2013. The FY 12-13 books were closed on November 13,2013 and the final June 30 Budget Status Report was issued on November 25,2013. The General Fund's fund balance was determined on November 13, 2013. 2. Obtain Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association(GFOA) for the County's June 30, 2013 Comprehensive Annual Financial Report. 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 or close of the previous month, whichever is later, except for June, July, August and September. The prior fiscal year was officially closed on November 13,2013 and we then began closing the months in Fiscal Year 2014. We anticipate being able to meet this objective beginning with the February 2014 closing. 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 pre-auditing 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. Certifications are being provided within the necessary timeframe. Six Month Progress Report on Program Objectives for FY 2013-14 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 pre-auditing 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 2013-14 4 FINANCE PURCHASING 1. Continue to review all internal policies and procedures for conformance to procurement laws and revise as necessary. Revise and update special provisions for goods and services type bid and proposal packages as need. Purchasing policies and procedures are reviewed on a regular basis. The State Procurement Office website is reviewed regularly and new information is shared with County departments. Bid documents are updated with the necessary language relating to using Public Purchase, the Purchasing Division's e- procurement software. 2. Maintain up-to-date purchasing manual and training as needed for all using agencies. Review all policies, procedures and guidelines for applicability to FRESH system. The Purchasing Division's Intranet page is updated to include additional purchasing information and forms for department's use. In addition,the Purchasing Agent partnered with Corporation Counsel to provide procurement training in the areas of contracts, procurement protests and professional services selection. Fresh invoice approval procedures have been reviewed and updated to match each departments delegated purchasing authority. 3. Process 98% of all routine documents (invoice payment approvals, contract approvals, change order and supplemental agreement approvals) within two working days of receipt, including electronic approval. During the first six months of FY 2013-14, approximately 97% of approximately 15,540 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 the first six months of FY 2013-14, approximately 95% of approximately 1,490 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 2013-14, about 67 IFBs or RFPs have been initiated and are in various stages of completion. Approximately 90% of specification drafts have been completed within 60 days. Six Month Progress Report on Program Objectives for FY 2013-14 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 2013-14, at least 95% of all(67) bid award contract documents were 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. Twenty-seven professional services contracts or significant amendments were posted to internet during the first six months of FY 2013-14, all within seven 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 2013-14 6 FINANCE TREASURY 1. Invest 99 per cent of all funds in interest-bearing accounts or certificates. Through December, more than 99% 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. At the halfway point, interest income is on track to easily exceed the budgeted goal and is projected to match last year's earnings. Intermediate term interest rates have bottomed out, but short term rates are still low. 4. Reconcile monthly statements within thirty days of receipt. Bank statement reconciliations are two months behind schedule due to the extended absence of one of our staff members. Bank statement reconciliations should be on schedule within the next quarter. Six Month Progress Report on Program Objectives for FY 2013-14 7 FINANCE REAL PROPERTY TAX 1. Maintain sales assessment mean ratio +1- 10% from the 100% assessment. Sales ratio/assessment ratio for Appraisal Year 2013 will be determined in March 2014. 2. Maintain a co-efficient of dispersion at+1- 15%of the mean ratio. The overall ratio for Appraisal Year 2013 will be determined in March 2013. 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 98%. 4. Maintain an active educational and informational program on real property taxation. • This is an ongoing program within the division. • Staff and public concerns are valuable resources for this important function of the division. • Website data such as forms and instructions are reviewed periodically and a new format has been instituted. • Presentations are made at professional, community, and club meetings upon request • Radio, newspaper, and local public television coverage are coordinated with the mayor's press secretary. 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 next tax sales are planned for early June 2014 followed by a November 2014 sale. Six Month Progress Report on Program Objectives for FY 2013-14 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 continues to respond in a timely basis 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 and provide adequate protection. Since June 2012,Police fleet property coverage has been renewed as well as Mass Transit, Kula'imano Housing,Public Officials bond, Flood (for eight facilities), Ouli Ekahi Housing and RSVP policies. The insurance industry has been closely monitored in order to 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 2013, and in addition to discussing RM Division activity and concerns of Departments, County accident (equipment and workers comp) trends are discussed in order to give Department heads a better sense of their Department's safety performance. 5. Meet 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 attended and participated in the County Safety Committee meetings, learning the concerns of its members (which I am able to discuss at risk management committee meeting). Also participated with Safety Division in performing pre-OSHA inspections for all departments County-wide. Six Month Progress Report on Program Objectives for FY 2013-14 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, 2013. Accomplished December 27,2013. 2. By December 2013, 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. Accomplished December 31,2013 with the acquisition of`O`oma. 3. Provide support for the land management and right-of way acquisition needs for all County departments. Currently working on Kapi'olani and Manono street projects. 4. Provide administrative and fiscal management of all County leased properties and insure all leases are paid on time. In progress. 5. Dispose of surplus real property as requested and authorized by the Mayor and the County Council. No real property sales have taken place. 6. Maintain the fixed assets record system of County property and submit the annual fixed asset report to the County Council. In progress. 7. Hold at least one public auction for the disposal of useable surplus County owned personal property. No auctions have taken place. Six Month Progress Report on Program Objectives for FY 2013-14 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 2013-14 we processed 100% of requests,6,489 out of 6,489 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 2013-14,we processed 100% of requests,2,599 out of 2,599 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 2013-14,we processed 100% of requests,483 out of 483 requests for CDL written driver's tests received. 4. Accommodate and complete processing 100% of requests for State Identification cards received. During the first half of FY 2013-14,we processed 100% of requests,3,808 out of 3,808 requests for State Identification cards received. Periodic Motor Vehicle Inspection Conduct at least 1,000 inspections of stations issuing safety checks. We have conducted 607 inspections, out of 1,000 inspections (61%) during the first half of FY 2013-14. Six Month Progress Report on Program Objectives for FY 2013-14 11 FINANCE ADMINISTRATION/BUDGET Administration 1. 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. The focus was on the fiscal year 2013-2014 budget and the upcoming budget process as well as various other accounting and procurement issues. In addition, there has been a variety of one on one training with many of the departments. 2. Maintain interaction and education for the public by participating in community meetings and by conducting workshops on the various finance areas, including budget, purchasing and real property tax related areas. Ten such workshops and meetings were conducted during the fiscal year. The focus was on various finance topics including accounting, budget and improvement districts. 3. Conduct informational sessions or distribute instructive materials to division 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. Thirteen such training sessions or distribution of instructive materials were completed during the fiscal year. 4. Refer procurement protests to Corporation Counsel within three working days of receipt. There were six protests filed during the fiscal year. We met the deadline as noted above. Final Status Report on Program Objectives for FY 2012-13 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 approximately 102 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 fiscal responsibility and accountability in developing the operating budget. On September 10,2012, the kickoff meeting for the FY2013-2014 budget was held for budget liaisons and/or fiscal staffs of the County departments and agencies. Ongoing assistance to the departments/agencies is provided as needed. Final Status Report on Program Objectives for FY 2012-13 2 FINANCE ACCOUNTS 1. Close FY 11-12 books and issue final June 30 Budget Status Report by October 15, 2012, and determine the General Fund's fund balance by September 30, 2012. The FY 11-12 books were closed on November 5,2012 and the final June 30 Budget Status Report was issued on November 16,2012. The General Fund's fund balance was determined on November 5, 2012. 2. Obtain Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association(GFOA) for the County's June 30, 2012 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 or close of the previous month, whichever is later, except for June, July, August and September. The prior fiscal year was officially closed on November 5,2012 and we then began closing the months in Fiscal Year 2013. July through November was closed within about six weeks and the Division needed an extra three days to close April. This objective was met for the other months in the fiscal year. 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 pre-auditing 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. Certifications are being provided within the necessary timeframe. Final Status Report on Program Objectives for FY 2012-13 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 pre-auditing 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. Final Status Report on Program Objectives for FY 2012-13 4 FINANCE PURCHASING 1. Continue to review all internal policies and procedures for conformance to procurement laws and revise as necessary. Revise and update Special Provisions for goods and services type bid and proposal packages as need. Ongoing program. 2. Maintain up-to-date purchasing manual and training as needed for all using agencies. Review all policies, procedures and guidelines for applicability to FRESH system. The Purchasing Manual is available on County's intranet,which additional information and forms have been added to assist departments during the past fiscal year. 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 approval. During FY 2012/13, approximately 99% of approximately 28,471 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 FY 2012/13, approximately 95% of approximately 2,277 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 FY 2012/13, about 141 IFBs or RFPs have been initiated and are in various stages of completion. Approximately 95% of specification drafts have been completed within 60 days. 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 2012/13, at least 90% of all (141) bid award contract documents were processed within one week of receipt. Final Status Report on Program Objectives for FY 2012-13 5 FINANCE PURCHASING 7. Maintain list of professional services awards on Internet as required by law and post 95% of entries within one day of contract circulation. Forty four professional services contracts or significant amendments were posted to internet during FY FY 2012/13, all within seven (7) days of contract award as required per § HRS 103D-304(i). Amendments all posted within one (1) day of receipt of contract. Final Status Report on Program Objectives for FY 2012-13 6 FINANCE TREASURY 1. Invest 99 per cent of all funds in interest-bearing accounts or certificates. More than 99% 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 budgeted amount was easily achieved as the average overall investment rate was comparable to the prior year's average rate despite a further decline in the interest rate environment. A laddered portfolio of callable agency notes contributed to better than expected returns. 4. Reconcile monthly statements within thirty days of receipt Bank statements are being reconciled in a timely manner. Final Status Report on Program Objectives for FY 2012-13 7 FINANCE REAL PROPERTY TAX 1. Maintain a mean sales ratio of+/- 10%from a 100%of market value level. • 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 mean sales levels for improved property were 0.93 for condominiums and 1.02 for single family residences. Both within 5% of the targeted mean. • The sales ratio for vacant land was 0.99 or within 1% of the targeted mean. • The sales ratio report issued annually now meets the criteria set out in the IAAO recommendations 12 through 17. 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 COD was 11.14 for condominiums, 16.84 for single family residences, and 17.57 for land. The market has leveled off from prior year's declines and showed a small 2% increase for improved properties. • The sales ratio report issued annually now meets the criteria set out in the IAAO recommendations 12 through 17. 3. Conduct field inspections of 98%of all building permits issued or on file for all new construction. Field inspections for new construction permits were at 100%. Final Status Report on Program Objectives for FY 2012-13 8 FINANCE REAL PROPERTY TAX 4. Maintain an active educational and informational program on real property taxation. Updated specifications for the RPT website to be more user-friendly were finalized and put out for bid. Implementation is planned for the next fiscal year. • 12 of the appraisal staff received training in the form of IAAO Course 300 (Fundamentals of Mass Appraisal) this last November. In house all-day training sessions on how to use the Computer Assisted Land Pricing (CALP) and in Appeals Preparation and Presentation were also held. Further sessions are planned including for sections outside of the appraisal group. • The recommendations found in the `Technical Assistance Report Evaluating Property Tax Policies and Administrative Practices in Hawaii' issued by the IAAO (International Association of Assessing Officers)were prioritized by an Ad Hoc Committee. Those that could be made without Council action are already in place or in the process of being implemented. The remaining recommendations requiring ordinance changes are being considered by a Task Force in the next fiscal year. • The division continues to participate in public forums and further refined and expanded a power point presentation called Real Property Tax 101 which covers the process from assessment to taxes. It has been well received by both professional and public groups. The division continues working with the public over the counter, by email or on the phone. • The division's forms are also being reviewed and updated to make them electronically fill able allowing easier use online and by email. This will continue to be an ongoing process as circumstances require. 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 on December 5,2012 with a total of 61 properties offered for sale. All sold. The county received $308,600 of which $177,907 was in penalties, interest and costs. An additional $635,616 was collected as surplus. • The second sale was held on May 30,2013 with a total of 43 properties offered for sale of which 40 sold,three did not. The County received $176,269 of which $62,270 was in penalties, interest and costs. An additional$249,230 was collected as surplus. Final Status Report on Program Objectives for FY 2012-13 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. The Division continues to respond in a timely basis 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 and provide adequate protection. Since June 2012, Police fleet and subsidized vehicle coverage have been renewed as well as policies for Mass Transit,Kula`imano Housing, Public Officials bond,Flood (for eight facilities),RSVP, COH property, Fire EMT professional liability and Helicopter/Hull liability,Kohala Ranch fire truck, Ouli Ekahi housing and model homes in Kanakoa. Insurance industry has been closely monitored to be able to 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 2012, February and June 2013 and in addition to discussing RM Division activity and concerns of Departments, County accident(equipment and workers comp) trends were discussed so as to give Department heads a better sense of their Department's safety 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 meetings learning the concerns of its members (which I am able to discuss at Risk Management Committee meeting). Also participate with Safety Division in performing pre- OSHA inspections for all departments County-wide. Final Status Report on Program Objectives for FY 2012-13 10 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, 2012. This was accomplished December 27,2012 2. By December 2012, 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. Still working on previous properties, and have not selected next purchase yet. 3. Provide support for the land management and right-of way acquisition needs for all County departments. This is being done constantly including the Honaunau Bypass, Manono Street Widening and the Kapiolani Street Extension. 4. Provide administrative and fiscal management of all County leased properties and insure all leases are paid on time. This is being accomplished constantly including Hansen Warehouse and DWS move. 5. Dispose of surplus real property as requested and authorized by the Mayor and the County Council. This has not been done yet. 6. Maintain the fixed assets record system of County property and submit the annual fixed asset report to the County Council. This was accomplished August 15,2012. 7. Hold at least one public auction for the disposal of useable surplus County owned personal property. Not accomplished yet. Final Status Report on Program Objectives for FY 2012-13 11 FINANCE VEHICLE REGISTRATION AND LICENSING Vehicle Registration 1. Process mail within three days of receipt. All mail processed within three days of receipt, except for the months of November and December where there was mail processed no later than 10, working days after receipt. This was due to low staffing due to vacant positions within the division. 2. No complaints referred to the department level and above. All complaints handled at the Division level. Licensing 1. Accommodate and complete processing 100%of requests for written driver's tests received. For FY 2012-13 processed 100% of requests 11,571 out of 11,571 requests for written driver's tests received. 2. Accommodate and complete processing 100%of requests for driver road tests received. For FY 2012-13, processed 100% of requests 4,472 out of 4,472 requests for driver road tests received. 3. Accommodate and complete processing 100%of requests for CDL written driver's tests received. For FY 2012-13 processed 100%,882 out of 882 requests for CDL written driver's test. Periodic Motor Vehicle Inspection 1. Conduct at least 400 inspections of stations issuing safety checks. For FY 2012-13, conducted 1009 inspections or 252 percent. Final Status Report on Program Objectives for FY 2012-13 12 9. FIRE FIRE EMERGENCY OPERATIONS DIVISION 1. 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 every six months starting in January 2014. The Hawaii Fire Department continues to meet service expectations recognized by the NFPA, ISO, OSHA, and the USLA. 2. 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 starting July 2013. The Hawaii Fire Department continues to work towards achieving NFPA 1710 staffing levels in the face of continuing Fiscal shortfalls. Fire Fighter Recruit class of 13 new hires are continuing their training. 3. Continue to maintain annual review of all Mutual Aid Agreements, Memorandums of Understanding (MOU), Memorandums of Agreement (MOA), and recognized response time standards and service delivery according to NFPA 1710 every six months starting January 2014. The Hawaii Fire Department has drafted updated Memorandums of Agreement, Memorandums of Understanding, These MOU and MOA update drafts are completed and are being sent to the County Council for approval. 4. Pursuit of Rapid Intervention Teams, Accountability Systems and Fire Fighter safety —May Day Standard Operating Guidelines in accordance with NFPA 1710 Standard for Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations by Career Fire Departments by June 2014. The Hawaii Fire Department has applied for grant funding for Rapid Intervention Team training, May Day training and Personnel Accountability System equipment. Six Month Progress Report on Program Objectives for FY 2013-14 1 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 1. Facilitate and implement a proactive Public Education/information program in collaboration with local public information networks. Goal is to provide monthly safety tips, discuss health awareness topics, and to educate and inform the public as to the various services delivered by our department. Goal is to initiate program by January 2014. Project has stalled with original media source. The plan is to follow up and make contact with original media source if not, identify other venues and sources for public education and outreach. 2. Continue with the promotion of the EMS Career Ladder with the recruitment and start of the next MICT class by August of 2013. In addition, identify prospective candidates for the 2014-2015 MICT class and make the appropriate contact. Assure that all prospective candidates are aware of the required pre-requisites, call run log and application process for MICT class by Fall 2013. Ideally,through collaboration with the Operations Division, have these prospective candidates to be assigned at a training unit with a mentor and structured mentorship/MICT preparedness program at least six months prior to the start of class. Ongoing and on schedule—MICT Class started in August 2013 as scheduled. Five personnel have recently completed the didactic portion of MICT training and are scheduled to start clinical and internship training on Oahu on February 3,2014. Contact was made with nearly 20 prospective MICT candidates interested in the 2015 MICT Class, many of which have the necessary prerequisites completed or have intent to complete them by the end of 2014. 3. Develop QA Benchmarking system by June 2014: Develop a program to effectively benchmark our EMS provider's performance on a variety of cases. i.e., Stroke, Trauma, Cardiac, Critical, to ensure that our providers are performing at a high level and be able to identify and address performance issues. Ongoing and on schedule- Chest Pain benchmark was completed in December 2013. Working on other specific Benchmarks to correspond with the Hawaii State Standing Orders. Six Month Progress Report on Program Objectives for FY 2013-14 2 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 4. Assess the effectiveness of the Fall Prevention Project by evaluating the data, as well as to look into the possibility of expanding the project to other outlying communities by June 2014. Memorandum of Understanding's for the Fall Project have been signed and is moving forward. A perspective software program to help identify and track Fall Risk candidates is being looked at to help manage the program. 5. Identify and acquire an electronic inventory system capable of effectively managing the accountability, ordering and distribution of EMS supplies, medications and equipment by June 2014. Several electronic inventory systems have been identified. However source of funding is an issue. An electronic inventory system was also placed into the EMS Supply bid specs to see if EMS supply vendors could provide a software program imbedded within their supply contract. Supply bid specs are nearly completed. 6. Implement a pilot"Hands Only" CPR Program within the DOE and County. Goal is to provide training to two high schools and two elementary schools willing to participate and 50% of County employees working at the County Building in Hilo and the West Hawai`i Civic Center by June 2014. Ongoing and on schedule—Honoka`a High School and Kea'au High School Seniors have been trained. Hilo High,Waiakea High, Ka`u High and Kamehameha Schools are scheduled to be trained by the end of this school year. Waiakea Intermediate and the Youth Challenge Academy students have also been trained during this period. No County of Hawai`i employees have been trained thus far. 7. Continue to pursue alternative funding opportunities to facilitate acquisition of new equipment and/or training throughout the fiscal period. Active and ongoing: HMSA Foundation grant for a Community Outreach vehicle awarded; Strategic Highways Safety grant for Child Passenger Inspection stations and replacement child safety seats awarded; Applied for a Driver Simulator through the AFG - awaiting notification of award or denial. Aggressively pursuing whatever alternative funding opportunities arise. Networked with Daniel R. Sayer Foundation Executive Directors to indentify other mechanisms and sources for alternative funding opportunities. Six Month Progress Report on Program Objectives for FY 2013-14 3 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 8. Initiate the revision of the EMS Policy and Procedures manual by June 2014. Revisions have not yet started for EMS Policy and Procedures Manual. Six Month Progress Report on Program Objectives for FY 2013-14 4 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. Continue to review, adopt, and implement an established policy by June 2014. Review and Revision of Search and Rescue policies and procedures is ongoing. 2. Develop and implement interagency awareness training to familiarize them in safety actions to take in the event that they may become lost or disoriented in a remote location by December 2013. Objective is currently ongoing and halfway complete. 3. Continue to update our Resource Management Plan for all types of rescue equipment by December 2013. The Hawaii Fire Department is continuing our Resource Management Plan update and is halfway complete. 4. Continue to be actively involved in procuring funds through grants and other alternative sources by June 2014. The Sayre Foundation continues to support the Hawaii Fire Department. Other funding sources are still being pursued. 5. Develop and implement an All-Terrain Vehicle program with the training personnel by December 2013. Objective is currently ongoing. 6. Develop a jet-ski program in conjunction with the Ocean Safety Division, to house, maintain, and respond to ocean incidents by June 2014. Program has not yet been initiated. Six Month Progress Report on Program Objectives for FY 2013-14 5 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 1. Develop and implement a Hazardous Materials Operations level recertification training program for all HFD personnel by December 2013. Program implemented and is currently ongoing. 2. Explore alternative funding opportunities to purchase new monitoring equipment, update older current equipment, and for training opportunities by June 2014. The Hawaii Fire Department is currently working collaboratively with Civil Defense to secure funding to upgrade our obsolete equipment. 3. Develop and implement an island-wide training program for the Hazmat teams to allow them to practice large scale exercises utilizing both Hazmat teams incorporated into a unified command system by December 2013. We are currently working with the CST team to develop and implement utilization of the Incident Command System and possibly the development of and IMT. 4. Review training opportunities offered by Department of Homeland Security (DHS), 93rd CST, State RAD Team, and other outside agencies, and identify opportunities for partnerships and shared resources by December 2013. The Hawaii Fire Department has annual table top, lanes training, and a full scale drill with the CST in compliance with Homeland Security Exercise and Evaluation standards. 5. Complete review and implement Standard Operating Guidelines by December 2013. Standard Operating Guideline revisions were submitted and are currently being reviewed. Six Month Progress Report on Program Objectives for FY 2013-14 6 FIRE OCEAN SAFETY 1. Continue pursuit of target manpower goals of providing a minimum of two Water Safety Officers daily per tower in accordance with our operational schedule, and so strive to provide at least four Water Safety Officers on site at Hapuna Beach State Park and four Water Safety Officers at Kahalu`u Beach Park, and two Water Safety Officers at each of the following: La'aloa, Honoli`i, Richardson's Ocean Park, Isaac Hale, and Ahalanui Beach Parks. Onekahakaha Beach Park, Carlsmith Beach Park, Leleiwi Beach Park, and Spencer Beach Park to have at least two Water Safety Officers on duty during weekends, holidays and summer and winter vacation. To be completed by June 2014. The Hawaii Fire Department is striving to add manpower to maintain safe staffing levels at our beaches. 2. Provide a minimum of two United States Lifeguard Association(USLA) open water rescue training sessions to all Water Safety Officers on staff as follows: • One in East Hawai`i and West Hawai`i, to be completed in May of each year. • All Water Safety Officer I new hires—to be completed by July 2013. Training sessions have been completed. 3. Continue to co-sponsor with Hawaiian Lifeguard Association-Hawai`i (HLA- Hawai`i) the Big Island Junior Lifeguard program at four locations: Hilo, Puna, Kailua-Kona and Hapuna, to promote ocean safety through education and activities to youth ages 13-17. Programs to be implemented during July and August 2013. Programs have been implemented and the Hawaii Fire Department added a session in Ka`u in 2013. 4. Sponsor and host Jr. Lifeguard Championships for the Island of Hawai`i at Hapuna Beach State Park annually during July 2013. The Hawaii Fire Department hosted Jr. Lifeguard Championships at Hapuna Beach State Park in July 2013. 5. Procure and erect a new surveyor Jr. tower for the North end of Hapuna Beach by December 2013. The new surveyor Jr. tower has been placed on Hapuna Beach. Six Month Progress Report on Program Objectives for FY 2013-14 7 FIRE OCEAN SAFETY 6. Expand manpower coverage at the Punalu'u Beach tower to include two lifeguards seven days a week by June 2014. Coverage at Punalu`u Beach has been expanded. 7. Initiate and create a plan to implement a Jet Ski program in the Ocean Safety Division by June 2014. The Jet Ski Program has not yet been initiated or implemented due to funding. Six Month Progress Report on Program Objectives for FY 2013-14 8 FIRE FIRE PREVENTION BUREAU 1. Complete all High Hazard occupancy inspections. High hazard occupancies consist of all high rise residential buildings inclusive of Hotels and Apartments, all liquor establishments, restaurants, and entertainment occupancies having an assembly area with a maximum occupancy greater than 299, and all hazardous materials bulk storage areas inclusive of flammable fuel storage and dispensing. Ongoing and currently on schedule—Prevention East and West anticipate completion by the end of fiscal year 2014. 2. Expand our capacity for public education by providing at least four large safety talks in the public setting. Our goal is to push forward fire safety in and around the home and workplace. Topics are to include smoke detector education, fire sprinkler education, electrical hazards, cooking hazards, and brush and rubbish fire hazards around the home. This training will be open to both the public and private sectors. The Hawaii Fire Department completed two safety talks thus far and anticipates completion of objective by end of fiscal year 2014. 3. Expand upon our Fire Prevention Week activities to make it a more informative and interactive type of event. The Hawaii Fire Department held Fire Prevention Week activities both on the East and West side of the Island,which included vendors island-wide. 4. Complete the adoption of the 2012 NFPA 1 Uniform Fire Code and its amendments on both the State and County levels. State amendments completed and pending the State Fire Council and Legislative action. County amendments are ongoing. 5. Complete the adoption of the Hawai`i County Code, Chapter 14, Article 5 amendments as it relates to Fireworks. The Hawaii Fire Department Prevention Bureau is currently working to complete the adoption of the Hawaii County Code amendments relating to Fireworks. Six Month Progress Report on Program Objectives for FY 2013-14 9 FIRE AUXILIARY SERVICES BUREAU Fire Equipment Maintenance Section 1. Provide training opportunities to allow personnel the knowledge base to keep abreast of the latest trends and technology. Identify training needs as well as availability of training to meet maintenance section needs. Training has been given on our Draft Commander; however,we are currently working on more training opportunities for our personnel. 2. Establish a comprehensive vehicle replacement schedule in accordance with recognized standards. The Hawaii Fire Department is currently working on our vehicle replacement schedule. 3. Implement a field maintenance program utilizing computer base software data management systems fleet management program. A filed maintenance program has not yet been initiated. Fire Communications Control Center 1. Implement a comprehensive Quality Assurance/Improvement program inclusive of case review and Policy/Procedure review and development. Personnel are assigned to Quality Assurance/Quality Improvement program and is currently involved in case review. 2. Explore maintenance of all certification and training needed to run Hawai`i Fire Dispatch Center. Initiation of Fire Radio Dispatcher I Training Procedures are currently ongoing. 3. Maintain participation in and acquire knowledge of new technologies within the ongoing communications system design - allow to address current and projected system needs and regulatory requirements. Participate in various conferences put on by organizations such as NENA and APCO. This objective has not yet been initiated. Six Month Progress Report on Program Objectives for FY 2013-14 10 FIRE AUXILIARY SERVICES BUREAU Warehouse and Supply Section 1. Increase distribution center efficiency through utilization of updated inventory practices and electronic inventory management. Assess existing resources and inventory system, review and evaluated possible alternatives, and make recommendations by September 2012. Staff attended FRESH System training. The Hawaii Fire Department will continue to assess existing resources. 2. Provide consistent intake of supply and equipment request received and delivered in an expeditious manner. The Hawaii Fire Department is currently working to help better assist intake of supply and equipment. 3. Ensure proper general housekeeping throughout the warehouse to maintain a clean, organized, and safe working environment. The Hawaii Fire Department is taking proper steps to maintain the incoming, distribution and the overall housekeeping of our warehouse. 4. Ensure the disposal of supplies or equipment no longer serviceable or damaged beyond repair. The Hawaii Fire Department is continuing to ensure proper disposal of supplies/equipment no longer serviceable. 5. Identify and maintain core and essential inventory of all emergency services equipment and supplies. The Hawaii Fire Department is working collaboratively with our Emergency Medical Services Bureau to see methods of upgrade of equipment. 6. Implementation of an automated inventory system. Implementation have not yet been initiated. Six Month Progress Report on Program Objectives for FY 2013-14 11 FIRE TRAINING BUREAU 1. Continue the re-evaluation process of, create a delivery plan, and re-implement the Fire Equipment Operators training course by January 2014. In collaboration with our Driver Training Program,we are currently updating our entire Driver Training Program Training Manual. This will help facilitate and assist with creating and re-implementing the Fire Equipment Operators training course. 2. Proceed with the implementation of Hawai`i Fire Department's newly acquired emergency Services Trailer Operations and Safety and Emergency Vehicle Driver Training courses by December 2013 and have at least personnel located at Stations 2 and 7 certified under the Trailer Operations Program by July 2014. The Hawaii Fire Department began implementation of the EVDT course with our Recruit classes and integrating it into the whole Driver Training Program update as stated above. 3. Continue to support and deliver NFA programs; deliver two-day off-campus courses in HFD twice a year, training 30 personnel by October 2013 and another 30 personnel by July 2014. Training is currently on track and is approximately more than halfway complete. A class is scheduled for March and will complete this objective. 4. Conclude the training of 18 Fire Fighter Recruits with Fire Fighter Basic Training and EMT Training and have them transition over to 24-hour duty by October 2013. Due to attrition, 15 Fire Fighter Recruits graduated. They have been reallocated and are currently on 24-hour duty status. Recruits are scheduled to complete probation at the end of March. 5. Continue with electronic filing and record keeping system via RMS; evaluate initial implementation of the recordkeeping (utilizing the 41st FFR class training) and make necessary adjustments as needed. Begin to implement with the rest of HFD by end of July 2014. The Hawaii Fire Department is currently is currently seeking other alternatives to assist in managing the administrative side of our Records Management System. Alternative programs that are currently being explored are Microsoft Access program and Laserfiche. Six Month Progress Report on Program Objectives for FY 2013-14 12 FIRE VOLUNTEER TRAINING SECTION 1. Obtain communication equipment such as PAK radios and pagers to support the volunteer program. These communication items shall meet the narrow band requirement set forth by the FCC. The funding source will mainly come out of the Training Division Budget. Communication equipment has not yet been obtained. 2. Replacement of aging vehicle fleet, as average age of current vehicles is approximately 28 years old. The Hawaii Fire Department continues to seek replacement fleets for personnel. 3. Certify all volunteer companies in the Defense Driving Program—a program sponsored by the National Safety Council. All 24 companies have been trained. 4. Continued integration of Hawai`i Fire Department operations personnel with Hawai`i Fire Department Volunteer Fire companies. Targeting 100% integration by end of FY 2013-14. Integration has been initiated and is currently ongoing. 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CO "O °' 0 E" .2 i is o b ' ° 'o '» 0 0 .,0 ,L,i E o o 5 -o � c CO o •o w o, E > b > . > O y o b o c Q E T �+ > O > O V. d YO .1 N b v '^�" is O ; 00 y '� a a�'i 0 cc •o . H .- o a .Y C M = y •b >. y -p o co d •fl C 3 v0 Cd . 'U -o ro N �N N , N , v � Gam"• 0U. f' o , fl.az; ca Q F- .a vD v] Q Q Q d w .�ca 3 v, s.. U v o 0 ,,, w cc! O' z z z FIRE EMERGENCY OPERATIONS DIVISION 1. Continued pursuit of meeting recognized response time standards according to NFPA 1710. It will be evaluated in six month intervals, January 1, 2012 and June 30, 2013. The Hawaii Fire Department is meeting recognized response times according to NFPA 1710 75% of the time; this objective is a continuing goal. 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 by June 30, 2013. Due to the current position vacancies,we are not able to currently assign this task. 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. It will be evaluated in six month intervals, January 1, 2012 and June 30,2013. The Hawaii Fire Department has received approval for continual recruitment of firefighter recruits to meet is personnel staffing levels. 4. Maintain the construction process of targeted priority infrastructure (new Makalei Fire Station)by June 2013. Makalei Station Operational on 12/1/12. 5. 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 by May 2012. Reviewed three Memorandum of Understanding which will expire in 2017. 6. 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 by June 2013. Monthly and Quarterly reviews done by EMS Bureau. Final Status Report on Program Objectives for FY 2012-13 1 FIRE EMERGENCY OPERATIONS DIVISION 7. Continued pursuit of alternative funding programs and prioritize cost-sharing programs based on the current Department financial feasibility to continue necessary fleet replacement by December 31, 2013. Three Class 1 Pumpers delivered on 12/1/2012. Two Class A Pumpers, Two 3000 gallon Tanker Apparatus, and a Rescue Quint approved for next fiscal year. 8. Provide an evaluation of the Battalion District Boundaries to contemplate relocation of the Battalion Headquarters to more effectively cover the Battalion Districts upon completion of the new Makalei Station by June 2013. New Battalion districts established on 12/1/2012, review of effectiveness completed and new Battalion districts are permanent. Final Status Report on Program Objectives for FY 2012-13 2 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 1. Implement a proactive Public Education and Injury Prevention program through the collaborative efforts with State EMSIPB. Efforts initially to be focused on a Senior Fall Prevention and Child Passenger Safety Seat program by December 2012. Fall Prevention Home Safety inspection Memorandum of Understanding currently being reviewed by Corporation Counsel. Child Passenger Safety Seat Technician training scheduled for last week in January 2013. 2. Utilize and implement the County of Hawai`i's FRESH inventory system to assist with the management of EMS supplies, pharmaceutical, and equipment. The goal will be to improve accountability, streamline the procurement process, reduce waste and increase overall efficiency. Implementation to be completed by July 2012. Suspended and awaiting receipt of new EMS Supply Bid contract to resume trial. 3. Assess and evaluate the MICT recruitment process and determine specific timelines and benchmarks for personnel interested in the MICT Program by July 2012. Focus will be on how the Department can assist and or encourage interested personnel in attaining the necessary pre-requisites and experience. Accomplished and on-going. MICT class is scheduled to start on August 19, 2013. Six applicants have been accepted into the year long program. The recruitment effort for the next MICT class has already begun. Informal discussion with the Hawaii FireFighters Association in regards to assisting personnel in the attainment of the necessary pre-requisites have also been initiated. 4. Evaluate the viability of creating an MOA with Kapi'olani Community College or any other accredited institution to establish an ongoing, exclusive Anatomy Physiology and Medical Terminology class for HFD personnel by July 2012. The recruitment process for Fire Fighter Recruit has been modified to include the Kapi`olani Community College (KCC) EMT pre-requisites of English 100 and Health 123 (Medical Terminology) as a minimum consideration for hire. The Anatomy and Physiology and Math 100 are still a pre-requisite for application to the MICT Program. Final Status Report on Program Objectives for FY 2012-13 3 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 5. Revise and update the EMS Policy and Procedures manual inclusive of a comprehensive, detailed Infection Control protocol and packet for operations personnel by June 2013. Infection Control protocol packets have been completed. Review of EMS Policy and Procedures is ongoing. 6. Assess the feasibility of expanding the Scope of Practice to that of an ALS capacity for specific Engine Company's based on available data of call volume and response times by June 2013. This objective has been completed. Final Status Report on Program Objectives for FY 2012-13 4 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. Continue to review revision, adopt and implement an established policy by Fiscal December 2012. We have transferred the hard copy to an electronic format for ease of revising. The Rescue Captains have reviewed and made changes to the policy and procedures regarding rescues as needed. 2. Develop and implement a mandatory Rescue Specialist training by December 2012. Both of our rescue companies are currently conducting their rescue training in accordance with the Annual Rescue Program outlined. 3. Implement our annual rescue training schedule identifying the core requirements needed for our rescue program by December 2012. Implementation completed as stated above. 4. Track all required training done by our rescue personnel with individual training logs by December 2012. Training logs tracked and completed as stated above. 5. Development of a Resource Management Plan for all types of rescue equipment by December 2012. We have implemented and are utilizing various forms to track our rescue equipment in regards to their personal equipment, and the equipment assigned to their position and as their cache at the station. This is in addition to the procedure that was used in the past. 6. Continue to be actively involved in procuring funds through grants and other alternative sources throughout the fiscal year. Currently the Sayre Foundation is providing our personnel and department with additional equipment to supplement our budgetary needs. There are no other grants currently being sought. Final Status Report on Program Objectives for FY 2012-13 5 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 7. Continue to work with the Sayre Foundation regarding the identification and purchase of equipment for our rescue personnel by December 2012. The Sayre Foundation have been a great asset to the Hawaii Fire Department in assisting us with equipment for our rescue personnel and we will continue to work with the Foundation. 8. Develop a Memorandum of Agreement with the Coast Guard in regards to search and recovery of a missing swimmer by December 2012. We have signed and implemented a MOA with the Coast Guard on all Search and Rescue incidents. 9. Evaluate the need to repair,replace, and/or maintain our rescue equipment currently in use by December 2012. We are utilizing our tracking system to identify all current and future equipment needs for our rescue teams. Final Status Report on Program Objectives for FY 2012-13 6 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 1. Establish a mandatory Hazardous Materials Operations and Technician training and competency maintenance program by January 2013. We have implemented a program to recertify our Operations and Technician level personnel to keep them current in compliance with OSHA regulations and NFPA standards. 2. Establish a Hazardous Materials equipment maintenance and replacement program by January 2013. Although we have kept up with the maintenance of our current equipment and have procured some new monitoring equipment,we still have some future equipment needs. 3. Maintain annual review and revise current Hazmat policies,procedures and guidelines in accordance with OSHA,NIOSH, and NFPA. Develop a recommended revised draft by January 2013. We have completed and submitted our final draft that is in the process of being finalized before implementation. 4. Review training opportunities offered by Department of Homeland Security(DHS), 93rd CST, State RAD Team, and other outside agencies, and identify opportunities for partnerships and shared resources by January 2013. We have identified training opportunities available and although some personnel have taken advantage of these training opportunities,we would like more of our personnel to get involved. 5. Procure equipment and identify a maintenance program for all of the hazmat equipment and supplies by January 2013. We have procured some much needed equipment through a DHS grant but are still working on other equipment that are becoming obsolete. We have also addressed our equipment maintenance and are still working on other needs as they arise. Final Status Report on Program Objectives for FY 2012-13 7 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 6. Identify funding for training, equipment, and supplies through grants and other alternative sources by January 2013. We have received some additional funding from the Local Emergency Planning Committee but are also looking at possible grants for the purchase of future equipment. Final Status Report on Program Objectives for FY 2012-13 8 FIRE OCEAN SAFETY 1. To reach target manpower goals of providing a minimum of two Water Safety Officers daily per tower in accordance with our operational schedule, and so strive to provide at least four Water Safety Officers on site at Hapuna Beach State Park and four Water Safety Officers at Kahalu`u Beach Park, and two Water Safety Officers at each of the following: La'aloa Beach Park, Honolii 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 Water Safety Officers on duty during weekends, holidays and summer and winter vacation. Manpower goals to be attained by December 2012. We have received approval to add two more full-time lifeguards at the Punalu`u Beach; however,we are still striving to attain more manpower to supplement our existing force. 2. Provide the districts of South Kona, South Kohala, Puna, and Hilo with a Lieutenant position to increase supervision in these areas by June 2013. Due to budgetary constraints, this objective has not been completed. 3. Provide a minimum of four United States Lifeguard Association(USLA) open water rescue training sessions to all Water Safety Officers (WSOs) on staff as follows: • Two per year in West Hawaii: one in November 2012 and one in May 2013. • Two per year in East Hawai`i: one in November 2012 and one in May 2013. • All new Water Safety Officer I hires during orientation in Fiscal Year 2012. However,we have revised our water certification to include the Ocean Safety Division and in our HFD Aquatics Competency Certification program. We have begun implementation and will now be doing our recertification annually. 4. Continue to co-sponsor with Hawaiian Lifeguard Association-Hawaii (HLA- Hawai`i)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 12-17. Programs to be implemented during FY 2012/2013. We have conducted these classes last year and will continue to do so annually. Final Status Report on Program Objectives for FY 2012-13 9 FIRE OCEAN SAFETY 5. Sponsor and host Jr. Lifeguard Championships for the Island of Hawai`i at Hapuna Beach State Park annually during July 2012. The Island of Hawaii Jr. Lifeguard championships were held at the Hapuna Beach on July 21,2012. We will continue to hold this event annually and will host the State Jr. Lifeguard championships every four years. 6. Procure two new surveyor towers for Hapuna Beach north end to cover the Hapuna Prince Hotel beach area, and the Punalu'u beach by January 2013. We have put up a new surveyor tower at the Punalu`u Beach in 2012. We have also put up a tower at the north end of Hapuna Beach fronting the Hapuna Beach hotel in May 2013. We are now able to monitor the area fronting the hotel. 7. Implement a new policy regarding the use of Ultra Violet Protection Garments to be used as personal protective equipment by July 2012. We have issued all of our lifeguards UV protection garments to shield them from the harmful UV rays and also for protection while performing rescues or any other related duties. 8. Provide goggles and snorkel equipment for all of the WSOs as safety equipment by July 2012. All of our lifeguards have been issued goggles and snorkel as part of their PPE. This equipment is part of the requirements for our USLA agency certification. Final Status Report on Program Objectives for FY 2012-13 10 FIRE FIRE PREVENTION BUREAU 1. Complete the inventory and inspection of ALL display fireworks in Hawai`i County to assure proper labeling and accountability. All display fireworks in Hawai`i County shall be labeled by July 5, 2012. Inventory, inspection and accountability completed. 2. Update the Fire departments permitting forms and make forms available on the County website. Permit forms to include Tent and temporary structures, installation of Propane tanks, installation and removal of above-ground and below-ground fuel storage tanks, Assembly occupancies greater than 300, and Application of flammable finishes. Roll out October 2012. The Hawaii Fire Department permitting forms have been updated and is not available on the County website. Pertinent information also listed on permit forms. 3. Improve upon our public education program. In particular, the Fire Prevention Week festivities. Objective would be to expand and use each day during our Annual Fire Prevention week as a means to spread the word on Fire and Life safety, instead of compressing activities in two days. Implement October 2012. Fire Prevention Week was a success and we will continue to expand and provide more information out to the public. 4. Implement Business Occupancy Inspection Program utilizing Company Personnel. Program will enhance response personnel's knowledge of fire inspections and occupancies within their districts. Training to be completed by December 2012, with inspections starting in January of 2013. First program evaluation and review provided by June 2013. More code enforcement education is needed by our fire suppression personnel because of the legalities and liabilities to the department. 5. Ongoing advocacy for residential fire sprinklers becoming law in Hawaii. Implement an effective Community Awareness program and explore venues to engage and educate the public. The majority of fire injury and deaths occurs in residential type fires. Initiate planning and development phases in July of 2012. Implementation targeted for November 2012. Submitted and is currently with the State Fire Council. We have incorporated this subject matter into our Public education speaking engagements. Final Status Report on Program Objectives for FY 2012-13 11 FIRE AUXILIARY SERVICES BUREAU Fire Equipment Maintenance Section 1. Include funding resources in 2012/13 budget to re-roof maintenance facility by December 2012. Project is underway. The Department of Public Works has inspected and took temporary measures to stop leaks and prevent rain water from getting into the electrical systems. Re-roofing details, bid specifications and procurement has been initiated. 2. Evaluate cost effective measures to initiate facility upgrades and repairs to include adding a mezzanine floor for parts inventory and expansion of work floor space to accommodate increased work load and shop equipment by October 2012. Although shop expansion remains a critical need,we have not been able to evaluate viable alternatives or complete an accurate needs assessment other than repairs and maintenance of the roof. 3. Explore the opportunity to increase maintenance personnel by adding a shop clerk to maintain Fleet Management Data System by September of 2012 to request position in the 2013/14 budget. Improvements to the existing DSL high speed internet connection to the mechanic shop were pursued and completed,Road Runner now installed. However, the connection still remains intermittent and slow. We are now pursuing new computers to handle the Fleet Maintenance Software at two stand alone locations within the maintenance facility. Inputting of fleet information will follow and target for the program to be fully operational is June 2013. 4. Increase maintenance personnel staffing by re-funding a Fire Equipment Mechanic position by July 2012. Due to the overall reduction in the County of Hawaii workforce and the existing hold on re-establishing the Fire Departments unfunded positions, this has caused an increase in work that is done by private repair facilities. However, all funded positions are staffed in the mechanic shop and our personnel continue to put in the effort to meet the ongoing needs of fleet maintenance. Final Status Report on Program Objectives for FY 2012-13 12 FIRE AUXILIARY SERVICES BUREAU Fire Communications Control Center 1. Identify and implement established demark points, within the dispatch center, with all vendors who have equipment within this integrated communications facility by March 2013. This objective is ongoing. Integration of four dispatch positions with adjustment presently being conducted. Existing 911 phone system has been addressed. Old radio consoles have been removed. During this process computer and communications lines were identified and marked. Removal of lines,wires and equipment no longer in use has be cleaned out. 2. Explore opportunities to incorporate Automatic Vehicle Locator data into a CAD mapping system by August 2013. Utilizing a grant through Homeland Security Funding, the use of cell phones with GPS located in responding vehicles, along with the appropriate CAD software,was tested. Although the system was operational, no significant enhancement in response or dispatch protocol was identified. At this time the program proved to be cost prohibitive and was terminated. Final Status Report on Program Objectives for FY 2012-13 13 FIRE AUXILIARY SERVICES BUREAU Warehouse and Supply Section 1. Increase distribution center efficiency through utilization of updated inventory practices and electronic inventory management. Assess existing resources and inventory system,review and evaluated possible alternatives, and make recommendations by September 2012. Working with the EMS inventory and personnel, the existing software provided by our Fiscal section proved to be inconsistent with our inventory procurement, receiving and distribution practices. A reassessment of program needs and resources will follow. This setback was valuable as it established a baseline for discussion with possible vendors to find the appropriate inventory control program software. 2. In light of changes to the physical footprint of the existing facility due to major ADA upgrades,the Auxiliary Services Division will explore opportunities to increase storage space within existing facility,to include expansion or relocation. Recommendations to be submitted by September 2012. Several discussions over the past six months have taken place regarding the plans and design of the renovated Warehouse, Training and Dispatch Building. Architectural drawings are being completed and Public Works is targeting January/February to move forward with the bid process. Additionally, housekeeping practices within the existing facility continue. Final Status Report on Program Objectives for FY 2012-13 14 FIRE TRAINING BUREAU 1. Continue the support of all pre-existing training curriculum and personnel participation in NFA programs. Deliver two (2)NFA Courses for 60 personnel by October 2012. We had five personnel that attended on-campus courses; we held one NFA off- campus class with 19 personnel attending. Another class is set for March of this year. We also had a total of six personnel attend NFA on campus (1 and 2)week courses covering EMS and Fire topics; 62 persons in ICS 300 and 69 persons in ICS 400 classes; held a first ever in the State NAEMT EMS Safety Course here in Hilo, training a total of 67 people and 11 of those to the Instructor level so we can continue to provide the training to our personnel and other First Responders in our community. 2. Evaluate the need to improve the training records management system utilizing current technologies (NFIRS, laserfiche, database, etc.), recommend changes and initiate changes by November 2012. We have initiated the use of our ZOLL—RMS system to document our training starting with our current Fire Recruit Class in October 2012 and will evaluate its progress and usability as we proceed. If it works out well we will be implementing the use of RMS to document all of our Training Records. 3. Prepare for the hiring of 20 Fire Fighter recruits effective October 2012. Due to budgetary constraints we were only able to hire 18 Fire Fighter Recruits that started October 1, 2012. We started another Fire Fighter Recruit class on May 1,2013. Final Status Report on Program Objectives for FY 2012-13 15 FIRE VOLUNTEER TRAINING SECTION 1. Identify resource requirements, costs and possible funding sources,to meet narrow banding communications requirements for all Volunteer Fire companies. Submit evaluation and recommendations to the Fire Chief by September 2012. The volunteer training captains identified and submitted their resource requirements for all of their volunteer companies but are still awaiting a funding source. 2. Continued integration of Hawai`i Fire Department Operations personnel with Hawai`i Fire Department Volunteer Fire Companies through a consolidated training program. Targeting 100% integration by June 2013. Integration complete with only two companies not integrated with paid personnel. 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V te+ .4 a. y m ti R V .5 P. ■ U 20 es 00 7,-.3 0 G u b 4.4 R :9 ca b Er = 0 2 CL y V y a U O ,b L C 0 Y d N y O 44 = O0 E W 0 wU Q d L 0 S Z U 0 0 0 ww :av) O zz 10 HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES Classification and Pay 1. Review and process position redescription reviews within five workdays of receipt. Sixty-four redescription review requests were received and all were processed within five workdays of receipt. 2. Review and process reallocations for recruitment within 10 workdays of receipt. Sixty-nine reallocation requests for recruitment purposes were received and all were processed within 10 workdays of receipt. Labor/Transactions 1. Hear and respond to employer-level grievances within 60 days from receipt. Twelve employer-level grievances were received and all were responded to within 60 days from receipt. 2. 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 receipt if it does not require inter jurisdictional action, 30 days if it does. One hundred and ten email requests were received and all were responded to within 14 days from receipt. 3. 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. One request from Corporation Counsel's Office was received and responded to within 14 days from the date of the request. 4. Conduct two department/agency audits each quarter on personnel files, temporary assignment records, postings, etc. to ensure compliance with personnel laws, rules, policies and procedures, collective bargaining agreements and executive orders. A total of two agencies were audited during the first half of the fiscal year. 1st quarter: Human Resources, Finance 2"d quarter: None Fewer department/agency audits were conducted due to a high level of mass pay adjustments transactions performed throughout this period (see#5 below). Six Month Progress Report on Program Objectives for FY 2013-14 1 HUMAN RESOURCES HUMAN RESOURCES Labor/Transactions (continued) 5. With the exception of mass pay adjustments transactions, audit and approve properly completed and submitted payroll certification forms within five workdays of receipt. Audit and approve mass pay adjustment payroll certification forms within two weeks of the last form received. Audited and approved 1,480 payroll certification forms. 1,464 forms, or 99%, were processed within five workdays of receipt. Audited and approved 2,842 mass pay adjustment payroll certification forms. All forms were processed within two weeks of the last form received. Training 1. Conduct the New Hire Orientation class once a month. Seven New Hire Orientation classes were conducted: July 2,2013 Kona August 7,2013 Hilo August 22,2013 Police Recruits September 3,2013 Kona October 17,2013 Hilo November 5,2013 Kona December 3, 2013 Hilo 2. Annually conduct each module in the Customer Service Skills Series. In progress - Classes are scheduled throughout the fiscal year 3. Annually conduct each module in the Supervisory Skills Series. In progress - Classes are scheduled throughout the fiscal year 4. Annually coordinate the Prevention of Workplace Violence training program. Prevention of Workplace Violence classes for supervisors and employees were conducted on November 12,2013 in Hilo and November 19,2013 in Kona. 5. By September 30, 2013, hold the annual Pre-retirement Workshop. The annual Pre-retirement Workshop was held on September 18,2013 with 145 State & County employees attending. Six Month Progress Report on Program Objectives for FY 2013-14 2 HUMAN RESOURCES HUMAN RESOURCES Training(continued) 6. Issue the Fall 2013 and Spring 2014 Training Catalogues. The Fall training catalog was issued on July 11,2013. The Spring training catalog was issued on December 19,2013. 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 unless extensive research/investigation or action/information from other departments is required to properly respond to the inquiries and complaints. For the period,July 2013—December 2013, the EO Officer received 128 complaints and inquiries. 114 (89%)were closed within 14 days; 3 (2%) closed in less than 30 days, 5 (4%)were pending more than 30 days and 6 (5%) remain pending. 2. By June 30, 2014, deliver 2 supervisory training classes, 2 non-supervisory training classes and 2 customer service training classes. Conducted five ADA Customer Service classes with 78 participants, two supervisory Anti-Discrimination and Harassment training classes with 19 participants, and nine non-supervisory Anti-Discrimination and Harassment classes with 134 participants. Also conducted five "Ally" training classes (gay lesbian bisexual and transgender sensitivity training) for supervisory and non- supervisory employees with 41 participants. Administrative Services 1. Review and act upon properly completed and submitted Flexible Spending Plan change in status forms within two workdays of receipt. Reviewed 100 Flexible Spending Plan change in status forms. 85 forms, or 85%, were processed within two workdays of receipt. 2. By December 31, 2013, hold an annual employee awards program. The 48th Annual Employee Recognition Program was held on October 28,2013 at the Aupuni Center Conference Room. Mayor Kenoi honored and recognized 25 outstanding County of Hawaii employees. Six Month Progress Report on Program Objectives for FY 2013-14 3 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination 1. Establish eligible lists to assist hiring departments fill their vacancies: • Within two months for registration recruitments and small/medium size open- competitive recruitments requiring a written examination. We established 5 out of 5, or 100%, of eligible lists within two months. • Within three months for large size open-competitive recruitments requiring a written examination. We established 3 out of 3, or 100%, of eligible lists within three months. • Within two months for open-competitive recruitments requiring a training and experience evaluation (T&E). We established 46 out of 55, or 84%, of eligible lists within two months. Four eligible lists were established later due to the volume of recruitments open simultaneously. Two were continuous recruitments with specialized minimum requirements and eligible lists were established later once we obtained qualified applicants. Three recruitments are currently in progress and lists will be established by February 2014. • Within four months for the Police Officer I recruitment requiring a written examination and a performance test. The Police Officer I recruitment was conducted in September 2013 and the performance test is scheduled for January 11,2014. We are on schedule to meet the four month objective. 2. Certify (refer)names from available eligible lists to hiring departments within four workdays from receipt of the request for the list. 244 out of 245 requests, or 99.6%,were certified (referred) names from available eligible/internal lists to hiring departments within four workdays. 3. By October 31, 2013, coordinate the placement of Cooperative Vocational Education (CVE) students within the County. Fourteen CVE positions were filled by October 31,2013. One position remained vacant due to Hawaii Community College's difficulty in referring interested students. This position will hopefully be filled in January 2014 with the start of the college's spring semester. Six Month Progress Report on Program Objectives for FY 2013-14 4 HUMAN RESOURCES HUMAN RESOURCES Health and Safety 1. Coordinate and/or conduct safety inspections of at least six County facilities. Safety inspections of seven County facilities were conducted. Facilities include: Honoka`a Waste Water Treatment Plant, Central Fire Station, Hakalau Parks & Recreation Gym, Hilo Solid Waste Division Sort Station, Kona Parks & Recreation Old Airport Maintenance Shop and Baseyard, Pu'uanahulu Solid Waste Division Landfill, and Hilo County Building Basement Library. 2. Provide requested safety and equipment training within two months of original request. Forty nine training requests were received and all were delivered within two months of original request. 3. Provide two HIOSH-required training programs per quarter. Eight HIOSH training programs were provided in the first quarter and seven HIOSH training programs were provided in the second quarter: 1st quarter: Respiratory Protection and Fit Testing,Bloodborne Pathogens, Fire Extinguisher, Ladder Safety, Fall Protection, Forklift, Hazard Communication GHS, and Personal Protective Equipment training 2" quarter: Hazard Communication GHS,Respiratory Protection and Fit Testing,Forklift, Personal Protective Equipment, Lockout/Tagout, Bloodborne Pathogens, and Hearing Conservation training 4. Provide at least six Defensive Driver Courses (DDC)to County employees during the fiscal year. Six, or 100%, of Defensive Driver Course Training sessions were provided. 5. Conduct a semi-annual workers compensation claims review for every claim. File reviews were conducted in September and October. Six Month Progress Report on Program Objectives for FY 2013-14 5 HUMAN RESOURCES HUMAN RESOURCES Classification and Pay 1. Review and process position redescription reviews within five workdays of receipt. One hundred twenty-seven redescription review requests were received and all were processed within five workdays of receipt. 2. Review and process reallocations for recruitment within 10 workdays of receipt. Eighty-four reallocation requests for recruitment purposes were received and all were processed within 10 workdays of receipt. Labor Relations 1. Hear and respond to employer-level grievances within 60 days from receipt. Eighteen employer-level grievances were received and all were responded to within 60 days from receipt. 2. 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 receipt if it does not require inter jurisdictional action, 30 days if it does. Three hundred thirty-seven email requests were received and all were responded to within 14 days from receipt. 3. 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. Two requests from Corporation Counsel's Office were received and both were responded to within 14 days from the date of request. Final Status Report on Program Objectives for FY 2012-13 1 HUMAN RESOURCES HUMAN RESOURCES Personnel and Organizational Development 1. Conduct a New Hire Orientation class once every two months. Thirteen New Hire Orientation classes were conducted: July 10,2012 Kona August 20, 2012 Hilo September 11, 2012 Kona September 20,2012 Hilo (Police Recruit Class) October 24,2012 Hilo November 13, 2012 Kona December 14, 2012 Hilo January 8, 2013 Kona February 5,2013 Hilo March 5,2013 Kona April 2,2013 Hilo May 7,2013 Kona June 4,2013 Hilo 2. Coordinate Prevention of Workplace Violence training program once every six months. Prevention of Workplace Violence classes for supervisors and employees were conducted on November 15, 2012 and April 23,2013 in Hilo and November 27, 2012 in Kona. 3. By September 30, 2012, hold the annual Pre-retirement Workshop. The annual Pre-retirement Workshop was held on September 12,2012 for 79 State and 54 County employees. Administrative Services 1. Conduct two department/agency audits each quarter on personnel files, temporary assignment records, postings, etc. to ensure compliance with personnel laws, rules, policies and procedures, collective bargaining agreements and executive orders. A total of eight agencies were audited during the fiscal year. 1st quarter: Prosecuting Attorney, Legislative Auditor 2"d quarter: Housing, Information Technology 3rd quarter: County Clerk, Corporation Counsel 4th quarter: Liquor Control, Water Supply Final Status Report on Program Objectives for FY 2012-13 2 HUMAN RESOURCES HUMAN RESOURCES Administrative Services (continued) 2. With the exception of mass pay adjustments transactions, audit and approve properly completed and submitted payroll certification forms within five workdays of receipt. Audit and approve mass pay adjustment payroll certification forms within two weeks of the last form received. Audited and approved 2,951 payroll certification forms. 2,917 forms, or 99%, were processed within five workdays of receipt. There were no mass payroll certification forms processed during the fiscal year. 3. Review and act upon properly completed and submitted Flexible Spending Plan change in status forms within two workdays of receipt. Reviewed 193 Flexible Spending Plan change in status forms. 192 forms, or 99%,were processed within two workdays of receipt. Recruitment and Examination 1. Establish eligible lists to assist hiring departments fill their vacancies: • Within two months for registration recruitments and small/medium size open- competitive recruitments requiring a written examination. We established 7 out of 9, or 78%, of eligible lists within two months. Two eligible lists were established later due to the large number of recruitments that were open simultaneously • Within three months for large size open-competitive recruitments requiring a written examination. We established 5 out of 7, or 71%, of eligible lists within three months. Two eligible lists were established later due to the large number of recruitments that were open simultaneously. • Within two months for open-competitive recruitments requiring a training and experience evaluation (T&E). We established 80 out of 91, or 88%, of eligible lists within two months. Ten eligible lists were established later due to the large number of recruitments that were open simultaneously. One recruitment had no applicants. Final Status Report on Program Objectives for FY 2012-13 3 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination (continued) • Within four months for the Police Officer I recruitment requiring a written examination and a performance test. The Police Officer I eligible list was established within four months. 2. Certify (refer) names from available eligible lists to hiring departments within four workdays from receipt of the request for the list. 390 out of 391 requests, or 99.7%,were certified (referred) names from available lists to hiring departments within four workdays. 3. By October 31, 2012, coordinate the placement of Cooperative Vocational Education (CVE) students within the County. Twelve CVE positions were filled by October 31,2012. Two positions were filled later in the 2013 spring semester. One position remained vacant due to the shortage of CVE student referrals from Hawaii Community College. Health and Safety 1. Coordinate and/or conduct safety inspections of at least six County facilities. Safety inspections of 23 County facilities were conducted. Facilities include: Pahoa Swimming Pool, Veteran's Cemetery, Parks and Recreation Office-West Hawaii Civic Center, Parks and Recreation Elderly Activities Coordinated Services Office -Kohala,Elections Warehouse, Ho`olulu Tennis Stadium, Parks and Recreation Elderly Activities Office- ADRC, Public Works Building Division Carpenter Shop -Hilo, Public Works Building Division Carpenter Shop -Kona, County Building Basement, Parks and Recreation Nutrition Office, Parks and Recreation Kona Baseyard, County Clerk's Office, Solid Waste Hilo Sort Station, Hilo Wastewater Treatment Plant, Corporation Counsel, Hilo Municipal Golf Course,Research & Development Library in County Building Basement, Pu'uanahulu Landfill,Pahoa Vehicle Registration and Licensing Office,Hilo Motor Vehicle Registration Office,Kona Motor Vehicle Registration Office and Public Works Automotive Repair Shop • Final Status Report on Program Objectives for FY 2012-13 4 HUMAN RESOURCES HUMAN RESOURCES Health and Safety (continued) 2. Provide requested safety and equipment training within two months of original request. Sixty-five safety training requests were received and all were delivered within two months of original request. 3. Provide two HIOSH-required training programs per quarter. HIOSH required training programs were provided in each quarter as follows: 1st quarter: Blood borne Pathogens,Respirator, Forklift and Fall Protection training 2"d quarter: Fire Extinguisher,Ladder, Forklift and Fall Protection training 3rd quarter: Bloodborne Pathogens,Respirator,Fire Extinguisher, Fall Protection, Lockout/Tagout,Personal Protective Equipment, Hazard Communication and Hearing Conservation training 4th quarter: Respiratory Protection, Personal Protective Equipment, Hazard Communication GHS,Bloodborne Pathogens and Hearing Conservation training 4. Provide at least six Defensive Driver Courses (DDC)to County employees during the fiscal year. Six Defensive Driver Course Training sessions were conducted during the fiscal year. 5. Conduct a semi-annual workers compensation claims review. During the first half of the fiscal year, conducted file reviews in October and November of 107 claims. During the second half of the fiscal year, conducted file reviews in February and March of 93 claims. Final Status Report on Program Objectives for FY 2012-13 5 HUMAN RESOURCES HUMAN RESOURCES 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 unless extensive research/investigation or action/information from other departments is required to properly respond to the inquiries and complaints. From July 1,2012 to June 30,2013,236 inquiries and complaints were received. 221 (93.6%)were closed within 14 days from the date received. 5 (2.1%)were closed within 30 days from the date received. 4 (1.7%)were closed more than 30 days from the date received, and 6 (2.5%) remain pending other department and/or agency action. 2. By June 30, 2013 develop and issue Volume Three of the Equal Opportunity Program Manual to Departmental Human Resource Representatives. Volume Three was developed, but has not been issued to departments, due to changes in staffing. 3. By June 30, 2013, deliver 2 supervisory training classes, 2 non-supervisory training classes and 2 customer service training classes. As of June 30,2013, the following classes were conducted: nine supervisory with 86 attendees and fifteen non-supervisory with 282 attendees. Four customer , service classes with 18 attendees were also conducted. Final Status Report on Program Objectives for FY 2012-13 6 ilL INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY 1. Provide a reliable and managed network for the County of Hawaii. Expand and maintain the County of Hawai`i Local and Wide Area Networks. a. Provide redundancy with high speed connections with different physical routes. b. Redesign and reconfigure the network to implement higher level protocols using professional and managed services where applicable. c. Implement security methods to protect the County of Hawaii information assets. d. Extend network to include access for all Departments where possible. e. Expand wireless access service in county buildings. f. Expand public wireless access service in county buildings. g. Implement redundant Internet connections. h. Explore and implement modern wide area network connectivity for remote locations. • A wireless access point was installed at the Hilo base yard Automotive shop. • The County network was expanded to include connectivity for the Waiakea Office Plaza with the assistance of vendor Scientel. This is the new office location for the Department of Information Technology and the Department of Environmental Management. • Planning and design for a dedicated high speed internet connection from West Hawaii Civil Center was completed. • Contracted with vendor World Wide Technologies to implement Layer 3 security throughout the County's local and wide area networks. Planning and design is complete to re-IP County devices, creating subnets per functional areas around the island. 2. Expand and maintain the County of Hawai`i server and application support. a. Upgrade mission-critical data and application servers. b. Leverage the use of current server and storage technologies. c. Expand the use of virtual server and client technologies. Six Month Progress Report on Program Objectives for FY 2013-14 1 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY • New server equipment Virtual VSphere 5 and EMC VNXe Disk Array where received and installed at Civil Defense. • The FireRMS system was upgraded to the current version and moved to a virtual server environment. • Software updates were applied to the Eden/Fresh financial system, both test and production environments, in conjunction with the Finance Department. Assistance was provided to Finance and Human Resources during the implementation of negotiated employee salary adjustments. • Assistance was provided to the Building Division of Public Works with the implementation of their Magnet Building permit system. The emphasis was on preparation of legacy data to be migrated from the original Lotus Notes system to the Magnet system. • A new On-Line services page debuted on The County of Hawai'i website. This page brings available on-line services for the public onto one page for easier one-click access. On-line services include: Interactive Maps, applications for County jobs and Housing programs, Motor vehicle registration renewals, permits, bill payments, and much more. • Assistance was provided to the Solid Waste Division of the Department of Environmental Management during the ongoing implementation of a new scale house ticketing and accounts receivable system. 3. Maintain and enhance the reliability, security, and redundancy of the county's information technology infrastructures. a. Expand alternate server and backup locations to provide mission-critical services in the event of primary site disaster. b. Increase County employee collaboration through the implementation of collaboration technologies. c. Increase County employee communications through the deployment of conference calling services. • Replacement UPS for server racks at both Civil Defense and Aupuni Server room were procured and received. • Analysis was completed for maximizing processor and disk space capacity for the AppAssure enterprise backup system. Equipment is in the procurement process. Six Month Progress Report on Program Objectives for FY 2013-14 2 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY • An RFP to upgrade our county network security system (Active Directory), and to upgrade, consolidate and provide better disaster recovery for all County Email was awarded. This project also includes the first phase of acquiring software licenses for all workstations and email users in the County,including Police, Prosecutor,Housing and Aging. This system upgrade must be completed before the roll out of new PCs can begin. 4. Enhance employee technical skills and knowledge: Offer online information and self-help tools: a. Develop content rich internal sites to provide support, training, and self- help tools. b. Research and provide alternate training opportunities for MS Office, VoIP phones, and voicemail systems. DIT purchased one year of online training with unlimited course vouchers that can be used by any County of Hawaii employee. The course materials span back office technical products from Cisco, Microsoft, VMware and more, as well as end user training for Windows 8.1 and Office 2013. 5. Ensure the IT systems and processes pass audit. Implementation of Tripwire software for server and software monitoring for enhanced security has continued. 6. Review and improve Information Technology's customer support and services. a. Expand the use of HelpSpot support ticket software. b. Expand use of service metrics to improve quality service and response. • The department was successfully reorganized to create two sections. The User Support section consists of Help Desk and Applications. The Systems Support section consists of Network and Shared Services. Each branch is managed by an Information Systems Program Manager that reports to the Director. • The department moved from its former"temporary" location to a newly renovated space at the Waiakea Office Plaza. The new space provides superior workspace for DIT staff and is located closer to the majority of our East Hawaii user population. Six Month Progress Report on Program Objectives for FY 2013-14 3 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY ma�ti_e� 7. Coordinate and manage a County wide PC refresh program for all end of life systems (Microsoft XP and later will end of life in March of 2013). Approximately 1000 PCs. • A new PC specifications sheet was created that includes information needed to match new PCs to the units they are replacing. • A physical inventory of all PCs and laptops used in the County was begun. This information is needed to be able to plan the deployment phase of the refresh program. Six Month Progress Report on Program Objectives for FY 2013-14 4 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY 1. Expand and maintain the County of Hawai`i Local and Wide Area Networks. a. Add private wireless access service in county buildings Private wireless access was expanded in Hilo to include the Civil Defense Emergency Operations Center. b. Add public wireless access service in county buildings Public wireless internet access was expanded in Hilo to include the Civil Defense Emergency Operations Center. Public internet access is also available at the Pahoa Senior Center. Public wireless voice service via AT& T was expanded at the WHCC. c. Implement redundant Internet connections The redundant connection to the Internet for WHCC project is on-going with completion expected in FY13-14. d. Begin migration to MPLS and managed services This project has been superseded by the Federal"First Net" initiative. Federal Funding for MPLS was instead given to the State of Hawaii to deploy across all the Counties with the First Net implementation. 2. Expand and maintain the County of Hawai`i server and application support. a. Upgrade mission-critical data servers The Real Property Tax servers have been upgraded. Federal grants are being pursued to upgrade Microsoft Exchange servers, Finance Department servers, and to start utilizing the West Hawaii Civic Center as a secondary data center for the County. 3. Expand VMware environment Servers no longer eligible for maintenance continue to be virtualized to mitigate failure of these critical systems. An additional VMware server has been installed and memory upgrades have been completed. Final Status Report on Program Objectives for FY 2012-13 1 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY 4. Maintain and enhance the reliability, security, and redundancy of the county's information technology infrastructures. a. Develop alternate server and backup location to provide mission-critical services in the event of primary site disaster The Department is planning to utilize the West Hawai`i Civic Center server room located in Building F as a redundant data center location. Legacy servers have been migrated to a new virtual server installed at WHCC. b. Where possible, harden fiber switch locations with secure racks and enterprise UPS Aupuni Center and Civil Defense UPS replacements are nearly complete. Enterprise UPS system has been installed at WHCC. c. Implement deduplication backup systems for enhanced data protection and disaster mitigation AppAssure system capacity has been upgraded. Additional server backups have been migrated off of tape to the AppAsure system. 5. Enhance employee technical skills and knowledge: Offer training classes in: a. Web page maintenance using a content management system Training and documentation has been provided to departmental staff and many departments have elected to maintain their respective website content. The Department of IT periodically provides training for new users. b. Research and provide alternative training opportunities for MS Office The Department of IT recommends that County employees utilize free Microsoft Online Training being provided by the Hawaii State Library System. This training is free for anyone with a Library Card. Microsoft Office 2010 migration guides are available on the County Intranet. The department is also planning to implement a Microsoft Sharepoint based intranet site to provide access to internal training documents and materials. Final Status Report on Program Objectives for FY 2012-13 2 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY c. VoIP phones and voicemail Manuals are available on the County Intranet. 6. Develop and maintain county information technology strategic plan. The Department has developed a 3 year plan to help guide IT initiatives for the County of Hawaii. Final Status Report on Program Objectives for FY 2012-13 3 x2 Il.EGILATIE AUDITOR LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 1. To procure an independent certified public accountant to conduct an annual post-audit of the County's accounts and financial transactions (Hawai`i County Charter §10-13). Pursuant to Hawaii County Charter§10-13, the Office of the Legislative Auditor procured external auditor Accuity LLP to conduct annual financial audits for the four-year period FY2009-2010 through FY2012-2013. As part of this contract,Accuity LLP is concluding fieldwork for its issuance of an Audit Opinion on the County's Comprehensive Annual Financial Report; a Financial Statement Audit and Management Report of the Department of Water Supply; and single-audit reports on federal financial assistance programs required for FY2012-2013. Pursuant to Hawaii County Charter §10-13, the Office of the Legislative Auditor undertook procurement of an external auditor to conduct annual financial audits for the four-year period FY2013-2014 through FY2016-2017, with a Notice of Award being issued to N&K CPAs, Inc. on December 5,2013. 2. To file an annual audit plan with the Council based on a County-wide risk assessment of funds,programs, services, and operations of any County agency, executive agency, or program, which is supported, in whole or in part, by County funds (Hawai`i County Charter §3-18). 18-Month Audit Plan: The Office of the Legislative Auditor earlier filed an 18-month audit plan—January 2013 through June 2014—based on our completion in December 2012 of an updated County-wide risk assessment through the survey of key management personnel at different organizational levels within the agencies and programs that comprise County government. External Peer Review: Pursuant to Government Auditing Standards (Yellow Book) §3.97, our office underwent its first peer review by the Association of Local Government Auditors. ALGA issued a Certificate of Compliance dated December 12,2013, recognizing that our"internal quality control system was suitably designed and operating effectively to provide reasonable assurance of compliance with Government Auditing Standards for audit and attestation engagements during the period Julyl,2009 through June 30,2012." Six Month Progress Report on Program Objectives for FY 2013-14 1 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 3. To conduct or cause to be conducted performance and/or financial audits of County agencies, programs, and/or operations in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor(Hawai`i County Charter §3-18). The Office of the Legislative Auditor is awaiting revised policies and procedures from the Department of Environmental Management as part of a limited scope performance or financial audit of internal controls related to its billing and collection of wastewater and solid waste fees (current and delinquent). 4. To conduct or cause to be conducted follow-up performance and/or financial reviews of audited entities in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor (Hawai`i County Charter §3-18). The Office of the Legislative Auditor is researching the acquisition of data analytics software to complete our development of a database to track, monitor, update, and report to the Council on the status of implementation by County agencies and programs of audit recommendations contained in reports prepared by our office as well as third-party experts procured by our office. 5. To conduct or cause to be conducted performance and/or financial audits of County agencies, programs, and/or operations as may be requested by the Council by resolution. The Office of the Legislative Auditor procured and is overseeing an independent financial review of expenditures by the Office of the County Clerk and Office of Elections related to the 2008/2010/2012 primary and general elections as requested by the Council in Resolution 111-13 (Draft 2). Six Month Progress Report on Program Objectives for FY 2013-14 2 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 1. To procure an independent certified public accountant to conduct an annual post-audit of the County's accounts and financial transactions (Hawai`i County Charter §10-13). Pursuant to Hawaii County Charter§10-13, the Office of the Legislative Auditor procured external auditor Accuity LLP to conduct annual financial audits for the four-year period FY2009-2010 through FY2012-2013. As part of this contract,Accuity LLP completed fieldwork and issued the following reports for FY2011-2012: Audit Opinion on Hawaii County's Comprehensive Annual Financial Report; Financial Statement Audit and Management Report of the Department of Water Supply; and USDA Verification for the Kulaimano Elderly Housing Project. Accuity LLP also conducted entrance conferences with the Departments of Finance and Water Supply related to annual financial audits for FY2012-2013. Pursuant to Hawaii County Charter§10-13, the Office of the Legislative Auditor also commenced procurement of an independent external auditor to conduct annual financial audits of the County's accounts and transactions for the four-year period FY2013-2014 through FY2016-2017. 2. To file an annual audit plan with the Council based on a County-wide risk assessment of funds, programs, services, and operations of any County agency, executive agency, or program, which is supported, in whole or in part, by County funds (Hawai`i County Charter §3-18). Risk Assessment/Annual Audit Plan: The Office of the Legislative Auditor completed an updated County-wide risk assessment survey of key management personnel by examining agencies and programs in greater detail and at different organizational levels than examined in our FY2007-2008 survey. These updated survey results served as an objective basis for the development of an 18-month audit plan (January 2013-June 2014),which was presented to the Council's Finance Committee on December 18,2012. External Peer Review: Pursuant to Government Auditing(Yellow Book) Standards §3.97, the Office of the Legislative Auditor is preparing for its first external peer review to determine whether our internal quality control system operates to provide reasonable assurance of compliance with applicable professional standards. The peer review will be conducted by representatives of the Association of Local Government Auditors (ALGA) in December 2013. Final Status Report on Program Objectives for FY 2012-13 1 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 3. To conduct or cause to be conducted performance and/or financial audits of County agencies,programs, and/or operations in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor(Hawai`i County Charter §3-18). The Office of the Legislative Auditor is currently reviewing and re-evaluating a limited scope performance or financial audit of the Department of Environmental Management's internal controls related to its billing and collection of current and delinquent wastewater and solid waste fees. 4. To conduct or cause to be conducted follow-up performance and/or financial reviews of audited entities in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor(Hawai`i County Charter §3-18). The Office of the Legislative Auditor developed a partial database to permit tracking, monitoring, and reporting to the Council on the implementation status by County agencies and programs of audit recommendations contained in reports prepared by our office as well as third-party experts procured by our office. Our office is currently investigating data analytics software for completion of this database. 5. To conduct or cause to be conducted performance and/or financial audits of County agencies,programs, and/or operations as may be requested by the Council by resolution. As requested in Council Resolution No. 312-12, the Office of the Legislative Auditor is reviewing documentation from the Department of Water Supply related to its water meter award and compliance procedures for the Hawaiian Ocean View standpipe station. As requested in Council Resolution No. 111-13 (Draft 2),the Office of the Legislative Auditor commenced procurement of a certified public accountancy firm to conduct an agreed-upon procedures financial examination of expenditures of the County Office of Elections/Office of the County Clerk related to the 2008/2010/2012 primary and general elections. Final Status Report on Program Objectives for FY 2012-13 2 13 LIQUOR CONTROL LIQUOR CONTROL LIQUOR CONTROL 1. Licensing: a. Conduct 30 interviews with new liquor license applicants. - Licensing officer conducted 46 new liquor license applicants. b. Process 30 new license applications. - 24 applications for new liquor licenses were processed. c. Conduct 30 site visits to applicant premises. - 30 site visits to applicant premises were done. 2. Operations: a. Hold minimum of 18 manager examinations in Hilo and 36 in Kona for approximately 900 employees of licensed establishments. Classes and examinations to be offered to all licensees' staff, including minor-aged employees. - A total of 42 liquor card classes were held, 12 in Hilo,24 in Kona and 6 special classes were held upon requests by licensees. - 643 employees attended these classes. b. Conduct minimum of 700 on-premise checks per month to promote compliance to liquor laws by liquor licensees. - 7,680 on-premise checks and 68 investigations were done in the past six months. c. Provide all staff, commissioners and board members education via county, state and nationally sponsored programs. - Director and 2 Commissioners attended the National Liquor Law Enforcement (NLLEA) 2013 Conference in Phoenix,AZ, July 30—August 3,2013. - County of Hawaii, Dept. of Liquor Control hosted the 2013 State Liquor Investigators' Workshop in Waikoloa,August 26-28,2013. All liquor investigators,the administrative officer, licensing officer and Director attended this conference. Six Month Progress Report on Program Objectives for FY 2013-14 1 LIQUOR CONTROL LIQUOR CONTROL - County of Hawaii,Dept. of Liquor Control hosted the 2013 State Conference of Liquor Commissions and Industry Representatives in Waikoloa, September 15-18,2013. The conference was attended by 7 commissioners,5 adjudication board members and 6 staff members. - 2013 National Conference of State Liquor Administrators (NCSLA)was attended by the administrative officer and 1 adjudication board member. This conference was held in Omaha, NE, October 27-30,2013. - Staff attended Laserfiche training in November 2013. - Liquor investigators and administrative officer attended annual sound meter training conducted by the State of Hawaii, Department of Health. - Accountant attended procurement training in July 2013 and October 2013. 3. Public Programs: a. Provide minimum of 2 youth, public and enforcement programs which promote compliance to liquor laws. - Project assistance in the amount of$4,962.32 granted to The Pantry's Friday Nite Youth Group. This non-profit group, in collaboration with the North Hawai`i Drug-Free Coalition/Five Mountains Hawaii, sent 7 youth and adults to Austin, TX to attend the Community Anti-Drug Coalitions of America (CADCA) training in July 2013. This was followed by visiting Venice Beach, CA to work with the Californians for Drug-Free Youth. - Working with several Council members for the processing of Project Grad funding for 2014 graduates of Big Island high schools using their contingency monies. Six Month Progress Report on Program Objectives for FY 2013-14 2 LIQUOR CONTROL LIQUOR CONTROL �� .. . 1. Review legislative amendments affecting the liquor laws of the state or county and where applicable,to amend such rules and procedures. • Major legislation involving whether or not electronic storage of data from IDs of those individuals under age 21 could be stored was deferred. • The addition of a distillery class was deferred. • No other significant legislation regarding liquor passed in this past session. 2. 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. • The four counties continue to meet quarterly. Members of the industry have been included and are trying to be consistent in the application of Chapter 281, the State liquor laws. • Assistance has been provided to the other jurisdictions and a statewide liquor investigators' academy is being proposed. • Director serves as island chair for Hawaii Partnership for Prevention of Underage Drinking (HPPUD.) • Director serves as representative on the Hawaii State Department of Transportation Impaired Driving Task Force which is charged with developing a new five year plan for the application for Federal Highway Safety Funding. 3. Conduct inspections, investigations or special programs to promote compliance to liquor laws by liquor licensees. • Conducted 165 investigations. • Conducted in excess of 23,269 checks of licensed premises. 4. Issue citations for violations of law and forward such complaints to the Liquor Control Adjudication Board for its consideration. • Issued 69 citations for adjudication. • 59 cases were adjudicated. Final Status Report on Program Objectives for FY 2012-13 1 LIQUOR CONTROL LIQUOR CONTROL 5. Ensure that licensing information and procedures are amended and implemented in accordance to law. • Complete review of current rules and regulations has been completed. The Department will be forwarding an amended draft of the rules and regulations to the Small Business Administration for their review and approval. • The Department of Information Technology has converted all forms to fill- able format and are now available online. 6. 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 112 interviews with applicants for liquor licenses. • Processed 41 applications for liquor licenses; 88 special licenses and 52 vessel licenses. • Conducted 46 site visits to applicant's premises. 7. Evaluate obligations and operations of the department and implement changes as necessary. • Department continues scanning all information kept in licensee files into a document imaging system. • Commission and Adjudication Board agendas are posted on department's web page. • Auditor is working with other counties to finalize audit investigation procedures. • Department has updated all forms and with the Department of Information Technology has made fill-able versions available for online use. • Statutes and liquor rules and regulations are available through the department's website. Final Status Report on Program Objectives for FY 2012-13 2 LIQUOR CONTROL LIQUOR CONTROL 8. Provide staff, commission and board members education via county, state or nationally sponsored programs. • Licensing Officer, Deputy Corporation Counsel, Commissioner and Adjudication Board Member attended the Western Region National Conference of State Liquor Administrators (NCSLA) 2012 Conference in Arizona. • Director and Administrative Officer attended the National Alcohol Beverage Control Association (NABCA) 2012 Conference and with 3 Commissioners attended the National Liquor Law Enforcement Association (NLLEA) 2012 conference in New Hampshire. • Hawaii Conference of State Liquor Administrators held on Maui attended by Director, Commissioners,Board members, and staff. • State Liquor Investigators' Workshop held on Maui attended by 5 investigators. • Along with The Hawaii Partnership for the Prevention of Underage Drinking (HPPUD) and the Office of Juvenile Justice and Delinquency Prevention (OJJDP), sponsored "Enforcing Underage Drinking Laws" training in November 2012 for various County, State and UHH agencies. • National Conference of State Liquor Administrators (NCSLA)2013 National Conference attended by Commissioners,Adjudication Board Members and staff in Honolulu,HI. 9. Provide liquor law education and related information to licensees through scheduled classes and via newsletters or memorandums. • Held 45 classes for 1177 employees of licensed establishments. Classes are now offered to all licensees' staff, including minor-aged employees. • Special training provided in Hilo and in Kona for those licensees that were cited for various violations. Final Status Report on Program Objectives for FY 2012-13 3 LIQUOR CONTROL LIQUOR CONTROL 10. Support youth,public and enforcement programs which promote compliance to liquor laws. • Funding was provided to the North Hawaii Drug Coalition through Five Mountains Hawaii to use toward prevention collaboration work related to alcohol related issues, anti-substance abuse messaging,training and data collection. • Sponsored the 2013 DAT (Drug Alcohol Tobacco) Awareness Student Seminar in March 2013. Originally a grant funded project, the department continued this at the request of the various high school athletic directors. • 2013 Project Grad funding was provided to 6 Big Island high schools by co- sponsoring events with a local radio station in exchange for community service. Final Status Report on Program Objectives for FY 2012-13 4 14 MANAeEMEN7 MANAGEMENT ADMINISTRATION 1) Protect the health, safety and welfare of all residents and visitors in the County of Hawai`i. The administration continues to keep public health, safety and welfare a priority by providing the necessary increases in funding to create more police presence in areas of need as well as increased funding for more apparatus purchases in the fire department. 2) Improve communications with residents about County programs and services. The Mayor continues to interact with the community through various channels such as newspaper, television, Holomua newsletter, HawaiiCountyMayor.com website,Twitter and Facebook in addition to traveling to our many communities to meet with community organizations in person. His newsletter is bi monthly and his social media updates are done on a daily basis. 3) Provide timely and meaningful responses to complaints. The Office of Management addresses all complaints and inquiries in seeking resolution within 7 days through the Mayor's administrative team or various department heads. 4) Continue traveling to meet with residents in each district. The Mayor has kept his commitment by traveling to all 9 districts to meet with residents in addressing issues, but more importantly to listen to the concerns of his constituents in the various communities. 5) Build effective partnerships with federal, state and private agencies. The Mayor and his administrative team work closely with all levels and branches of government as well as the private sector to better improve infrastructure and services to the community. Work continues on several key public private partnerships that include the Lalamilo Wind Farm, Pa'auilo Slaughterhouse and Rendering Plant, as well as the Ka`u District Gym and Emergency Shelter facility. 6) Expand the County's island-wide bus system. During the first 6 months of the year,we have secured 2 new full size motor coaches as well as (3)30 passenger buses to better serve our communities transit needs. Also, due to increasing demand and risk,2 more much needed mechanics were hired to better service our Hele-On Bus fleet. Six Month Progress Report on Program Objectives for FY 2013-14 1 MANAGEMENT ADMINISTRATION 7) Improve energy efficiency and sustainability in the County of Hawai`i. Installation continues with our island wide LED Street light initiative that will change transition all street lights to much more efficient LED street lights. Additional funding for the next phase has already been budgeted. Our DWS Lalamilo Wind project advances with the selection of the vendor. This wind power project will provide low cost, renewable energy to pump our County's water in that region. 8) Develop agricultural programs to increase our food sustainability. We continue community education and conversation around our island's food self- sufficiency informed by the Food Baseline Study commissioned by the County. The Veteran's Farmers Initiative with the Waimea Hawaiian Homes Community has proven to be a success in partnership with DHHL, OHA, and DOA. This program provided low cost green houses, farming and marketing education as well as access to retail and restaurant opportunities for the participants. 9) Develop alternative energy programs to decrease our dependence on imported fossil fuels. The County Fleet Owner's Association initial meeting was held and consensus shared that having access to shared information on best practices, technology and overall industry information is needed to better drive transformation within the Island's fleet owners to adopt practices and technologies that will lessen their dependence on fossil fuel derived fuels and look at more efficient and renewable resources and technology. In addition, this administration has participated in key PUC dockets and defended its position that any adoption of new technology or renewable energy sources must lead to lower electricity rates for our community. Six Month Progress Report on Program Objectives for FY 2013-14 2 MANAGEMENT ADMINISTRATION 10) Lower County costs and expenditures; raise County revenue streams. This year our operating budget saw its first increase since 2008 when we first took office but is still less than the budget in 2008. Yearly increases in employee healthcare coverage, retirement, energy and fuel costs in addition to collective bargaining increases, demands for better infrastructure, public safety and mass transit have placed increased burden on our ability to meet the needs of our community. We have taken multiple steps to meet this demand for increased revenue and budget by raising bus fares,facility rentals and property taxes. While raising taxes and fares is not popular, it was necessary in light of all the cost-cutting measures we had previously implemented yet faced with uncontrollable expenses and growing community needs. We continue to look at closing any loopholes that may exist that lessen our real property tax collections as well as work closely with departments to find savings where possible. Six Month Progress Report on Program Objectives for FY 2013-14 3 MANAGEMENT INFORMATION AND ASSISTANCE CENTER 1. Assist the clerical workload of the Mayor's Office, the Cost of Government Commission, Geothermal Energy Working Group, and Committee on Early Childhood, the Committee on the Status of Women, and all County departments and agencies daily. ONGOING—Objective being achieved. 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. Receives and handles complaints filed, refers complaints for resolution to appropriate departments or person(s), and follows up to ensure that action has been taken within a maximum two week turnaround time. ONGOING—July 1, 2013—December 31,2013, received 60 complaints. 4. Assists in updating the County Web Calendar,provides information for the County Web Newsletter; and maintains and updates the community bulletin board at the County Building. ONGOING—Objective being achieved. 5. Assists the public with a variety of information; i.e. current community events; direct folks to State or County agencies,phone numbers, and directions. ONGOING—Objective being achieved. 6. Perform daily issuance of disabled parking permits; maintain/update files with entry of data into the centralized statewide database. ONGOING—July 1,2013—December 31,2013, issued 1051 placards 7. Take reservations for Aupuni Center Conference Room, and County Building Conference Rooms (Hamakua& Puna), issue forms and keys, and maintain calendar of events. ONGOING—July 1,2013—December 31,2013, approximately 239 events held at Aupuni Center Conference Room, and 144 events held at Puna Conference Room, discontinued use of Hamakua Conference Room. Six Month Progress Report on Program Objectives for FY 2013-14 4 MANAGEMENT ADMINISTRATION 1. Protect the health, safety and welfare of all residents and visitors in the County of Hawai`i. The administration has maintained funding levels for public safety and especially our first responders despite declining revenues and increases in other areas such as our retirement fund,healthcare premiums, and energy in the form of both electricity and fuel. 2. Improve communications with residents about County programs and services. The Mayor continues to make himself available to media and maintains daily updates on Facebook and Twitter accounts. In addition, he travels around the island on a regular basis, meeting with residents and community organizations. The newsletter(Holomua) put out by the Mayor's office is made available in print as well as emailed out to a variety of community and business organizations for dissemination into the community. 3. Provide timely and meaningful responses to complaints. The Office of Management addresses all complaints and inquiries and seeks resolution within 7 days through the Mayor's administrative team or referrals to department heads if better service can be provided that way. 4. Continue traveling to meet with residents in each district. Mayor has kept his commitment to travel to all districts to meet with residents and addressing issues, but more importantly to listen to the concerns of his constituents in every community. 5. Build effective partnerships with federal, state and private agencies. The Mayor and his administrative team has worked closely with all levels and branches of government as well as the private sector to better improve infrastructure and services to our community. One example of this kind of partnership is the Pa'auilo Slaughterhouse and Rendering Plant improvement project which brings state, county and private business together to increase our capacity for local beef production. Another example is the Department of Hawaiian Home Lands Veteran Farmer program that provided education, training, and green house resources to our homesteaders which was in part funded by the County in collaboration with the Office of Hawaiian Affairs,the Department Of Agriculture and the University of Hawaii at Hilo. Final Status Report on Program Objectives for FY 2012-13 1 MANAGEMENT ADMINISTRATION 6. Expand the County's island-wide bus system. We expanded our public transit Hele-On Bus fleet, route network, bus stops, and bus shelters island-wide while maintaining low-cost service for the youth, the elderly and the disabled. 7. Improve energy efficiency and sustainability in the County of Hawai`i. The County of Hawaii is leading the state with the installation of 1,000 energy efficient, long lasting LED street lights that will significantly reduce energy use, increase visibility, and reduce impact on the community. We also issued an RFP for a 2 megawatt wind energy generation project that will power the Department of Water Supply Lalamilo pumps which will reduce the energy cost to the County of Hawaii and better control the cost of water delivery to customers. We continue to look for more ways to increase energy efficiency and sustainability through initiatives like our 2012 Energy Sustainability Study and 5 Year Roadmap with a future emphasis on finding ways to reduce our dependence on imported fossil fuels used for transportation. 8. Develop agricultural programs to increase our food sustainability. We continue community education and conversation on our Island's food self sufficiency informed by the Food Baseline Study commissioned by the County. Improvements to the Pa'auilo Slaughterhouse and Rendering Facility will increase our local grass fed beef production capacity while making useful outputs from the waste stream that will create a more economically viable operation. Funding support for our Kona Coffee Festival and the Ka`u Coffee Festival are other ways the County supports our agriculture industry. 9. Develop alternative energy programs to decrease our dependence on imported fossil fuels. Acting upon a recommendation from our Mayor's Energy Advisory Commission,we have funded the implementation of a County Fleet Owner's Association to share best practices of fuel conservation and efficiency amongst our community's fleet operators. We continue to monitor our Electric Vehicle pilot program at the West Hawaii Civic Center which utilizes electricity from the Center's 250 kilowatt photovoltaic system to power trips of up to 40 miles using no imported fossil fuels. Final Status Report on Program Objectives for FY 2012-13 2 MANAGEMENT ADMINISTRATION 10. Lower County costs and expenditures; raise County revenue streams. Our budget was again lower than that of the previous year for the fourth consecutive year. Utilizing the Personnel Review Committee and the Expenditure Review Committee,we monitor and scrutinize all hiring and spending by the various departments. This has proven to maintain or even lower county spending compared to budget. We are also examining ways to better collect real property taxes that are owed the County and closing loopholes that may exist. We have also initiated measures to adjust bus fares, facility rentals and so forth to increase revenues and cover cost associated with those services. Final Status Report on Program Objectives for FY 2012-13 3 MANAGEMENT INFORMATION AND ASSISTANCE CENTER 1. Assist the clerical workload of the Mayor's Office, the Cost of Government Commission, Geothermal Energy Working Group, and Committee on Early Childhood,the Committee on the Status of Women, and all County departments and agencies daily. Objective Achieved. 2. Process all applicants for Hawai'i County Boards and Commissions, keep data base of applicants and active members current. Objective Achieved. 3. Receives and handles complaints filed, refers complaints for resolution to appropriate departments or person(s), and follows up to ensure that action has been taken within a maximum two week turnaround time. From July 1,2012—June 30,2013, received 52 complaints. 4. Assists in updating the County Web Calendar,provides information for the County Web Newsletter; and maintains and updates the community bulletin board at the County Building. Objective Achieved. 5. Assists the public with a variety of information; i.e. current community events; direct folks to State or County agencies, phone numbers, and directions. Objective Achieved. 6. Perform daily issuance of disabled parking permits; maintain/update files with entry of data into the centralized statewide database. From July 1,2012—June 30,2013, issued 2,276 placards 7. Take reservations for Aupuni Center Conference Room, and County Building Conference Rooms (Hamakua& Puna), issue forms and keys, and maintain calendar of events. From July 1,2012—June 30,2013, approximately 344 events held at Aupuni Center Conference Room,35 events held at County Building Hamakua Conference Room, and 109 events held at County Building Puna Conference room. Final Status Report on Program Objectives for FY 2012-13 4 Y5 MASS TRANSIT AGENCY MASS TRANSIT AGENCY MASS TRANSIT AGENCY 1. Increase system ridership from FY 2012-13. Ridership from July—December,2013, amounted to 488,277 passenger trips, a 14% decrease from the same period in FY 2011 - 12. The bus fare increase effective July,2013, attributes to the decrease in ridership. Prior to the bus fare increase, Seniors (55 and above), individuals with a disability, and students were afforded free bus rides. 2. Resolve and follow-up on all complaints within two weeks. All complaints are continuing to be followed up on within two weeks. A total of 90 official complaints were recorded. 3. Implement expanded bus service in Puna, Kona, and Hilo. Extended Pahoa bus routes to service a portion of the Ainaloa subdivision. 4. Continue expansion of official bus shelter and bus stop sign program. Ongoing. Contract awarded to construct three (3) bus shelters in West Hawaii. 5. Complete specifications for One-Stop Transit facility Received approval to revise grant specifications to relocate transit facility. Six Month Progress Report on Program Objectives for FY 2013-14 1 MASS TRANSIT AGENCY MASS TRANSIT AGENCY 1. Increase system ridership from FY 2011-12. System bus ridership for July, 2012 —June 2013 amounted to 1,269,550 passenger trips, a 4.5% increase from the same period in 2011-2012. 2. Resolve and follow-up on all complaints within two weeks. All complaints are continuing to be followed up on within two weeks. A total of 205 official complaints were recorded. 3. Implement expanded bus service in Puna, Kona, and Hilo. Extended Intra Kona bus routes to service Costco and Uluwini Transitional Housing. Implemented bus services for Fern Acres with additional routes to Volcano. Expanded the Pahoa bus routes by adding services through Hawaiian Paradise Park, increased services from Hilo to the South Kohala Resorts, and began a Waikoloa Village Shuttle. 4. Continue expansion of official bus shelter and bus stop sign program. Completed initial island-wide bus shelter program by constructing eight bus shelters. 5. Complete specifications and bid for additional coach buses. Received two 49—passenger motor coach buses to replace aging fleet. In addition, invitation for bid sent in April,2013 and awarded in May,2013 for two-49 passenger motor coach buses. Final Status Report on Program Objectives for FY 2012-13 1 16 MISCELLANEOUS MISCELLANEOUS ANIMAL CONTROL 1. 90% of vicious dog calls will be responded to within two hours. Of 86 vicious/dangerous dog calls received where the dog was not contained and posed a potential and ongoing threat, responded to 81 calls within two hours, or 94.19% of calls. 2. 90% of loose animal posing a public safety hazard calls will be responded to within two hours. Of 63 animals posing a public safety hazard calls received, responded to 61 calls within two hours, or 96.83% of calls. 3. 90% of injured animal related calls will be responded to within two hours. Of 149 injured animal related calls received, responded to 148 calls within two hours, or 99.33% of calls. 4. 90% of calls for animal control assistance by the police will be responded to within three hours. Of 70 animal control assistance by the police calls received, responded to 70 calls within three 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 281 animal cruelty and neglect cases received, responded to 275 calls within 24 hours. 280 of those cases were resolved in 14 working days, or 99.64%. 6. 90% of unlicensed, loose dog and any non-cruelty/neglect cases will be responded to in 48 hours and resolved in five working days. Of 902 of unlicensed, loose dog and any non-cruelty/neglect calls received, responded to 883 calls within 48 hours, or 97.89%. Of 155 cases that were opened as a result of those calls, 155 were resolved cases in five working days, or 100% of cases. 7. 84 Sweeps of problem communities per year. Conducted 46 sweeps or 55% of goal. Six Month Progress Report on Program Objectives for FY 2013-14 1 MISCELLANEOUS ANIMAL CONTROL 1. 90% of vicious dog calls will be responded to within 2 hours. Of 129 vicious/dangerous dog calls received where the dog was not contained and posed a potential and ongoing threat, responded to 129 calls within two hours, or 100% of calls. 2. 90%of loose animal posing a public safety hazard calls will be responded to within 2 hours. Of 124 animals posing a public safety hazard calls received, responded to 124 calls within two hours, or 100% of calls. 3. 90%of injured animal related calls will be responded to within 2 hours. Of 275 injured animal-related calls received, responded to 275 calls within two hours, or 100% of calls. 4. 90% of calls for animal control assistance by the police will be responded to within 3 hours. Of 167 animal control assistance by the police calls received, responded to 166 calls within three hours, or 99.4% of calls. 5. 90%of animal cruelty and neglect cases will be responded to in 24 hours and resolved in 14 working days. Of 490 animal cruelty and neglect cases received, responded to 490 calls within 24 hours. 457 of those cases were resolved in 14 working days, or 92.53%. 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 2,333 of license, loose dog and any non-cruelty/neglect calls received responded to 2,302 calls within 48 hours, or 98.67%. Of 971 cases that were opened as a result of those calls, 966 were resolved cases in five working days, or 99.49% of cases. Final Status Report on Program Objectives for FY 2012-13 1 MISCELLANEOUS ANIMAL CONTROL 7. 70 Sweeps of problem communities per year. Conducted 161 sweeps exceeding 192% of goal. Final Status Report on Program Objectives for FY 2012-13 2 17 PARKS & RECREATION PARKS & RECREATION 'ALAE CEMETERY 1. Conduct maintenance and repair activities. Maintenance and repairs have been conducted daily. Six Month Progress Report on Program Objectives for FY 2013-14 1 PARKS & RECREATION VETERANS CEMETERIES - EAST AND WEST HAWAII 1. Continue to coordinate development of the East and West Hawaii Veterans Cemeteries with the Veterans Advisory Committee and the Department of Defense. Park Maintenance crews have worked with Veterans Advisory Committee and the Department of Defense on issues that arose the past six months. 2. Continue maintenance of cemetery grounds. Maintenance and repairs have been conducted daily. 3. Assign and record all burials. All burials have been assigned and recorded. Six Month Progress Report on Program Objectives for FY 2013-14 2 PARKS & RECREATION RURAL CEMETERIES 1. Continue maintenance of cemetery grounds. Park Maintenance crews provided continued maintenance at all County rural cemeteries. 2. Assign and record all burials. All burials have been assigned and recorded. Six Month Progress Report on Program Objectives for FY 2013-14 3 PARKS & RECREATION HAWAI'I 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.). Provided 27 performance services during the first half of FY 2013-14. These services include parades, concerts, patriotic ceremonies and special events in Hilo, Volcano, Waimea, & Kona. 2. Provide 11 monthly Mo`oheau Bandstand concerts that are entertaining, educational, musically challenging, and historically significant. 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 Hawaii 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. The Big Island Music Festival is scheduled for Saturday May 10th at the Afook- Chinnen Civic Auditorium. Various groups statewide have been contacted regarding participation in this festival. 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. 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 2013-14 4 PARKS & RECREATION HAWAI'I COUNTY BAND 5. Introduce 20 new musical pieces per year to provide musical challenges to the band members. No new pieces were performed as of December 31,2013. Six Month Progress Report on Program Objectives for FY 2013-14 5 PARKS & RECREATION WEST HAWAI'I BAND 1. Provide musical services for island residents and visitors by working with community organizations and providing 20—25 musical services annually. ( e.g. Parades, ceremonies, festivals, concerts, and special events) Working with community organizations such as Hawaii International Billfish Tournament,Ironman Foundation,Inc.,Hawaii Island HIV/AIDS Foundation, Kailua Kona Martin Luther King Jr. Birthday Celebration Committee, Daughters of Hawaii,Merry Monarchs Glee Club,Halau Hula Na Pua U'I 0 Hawaii,Hualalai Regency, Kailua-Kona Parades Organization, The West Hawaii Dance Theater and the Veteran's Association, the Band performed 17 music services in the first half of FY 2013— 14. 2. Provide 6 monthly concerts that are entertaining, educational, musically challenging and historically significant. The Band provided 6 concerts at its series at the Hale Halawai in Kailua-Kona. The well attended performances were programmed with musically challenging works from the Hawaiian, Classical,Jazz, Popular, Broadway musical and standard concert band music libraries and each piece was presented with a short educational and entertaining lecture about its composer and significance in music and world history. 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. The Band has planned a May Concert featuring a chorus from the Kealakehe Intermediate School in Kailua-Kona so that the young musicians will have an opportunity to perform for the West Hawai`i community at its monthly series at Hale Halawai. 4. Introduce 20 new pieces per year to provide musical challenges for the band. The Band rehearsed 15 new pieces and performed 14 within the first half of FY 2013— 14. Six Month Progress Report on Program Objectives for FY 2013-14 6 PARKS & RECREATION ADMINISTRATION 1. Continue to distribute P&R Service survey at all staffed facilities and activities/events conducted by the department. Survey results are compiled quarterly and shared with employees. 2. Continue to update information for Divisions and Sections on the County of Hawai`i website on a timely basis. Our Departmental Data Processing Coordinator and Information officer continue 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. Implementation of the transition plan is steadily progressing. 4. Continue implementation of the transition plan for playground safety and accessibility during the fiscal year. Implementation of the transition plan is steadily progressing. 5. 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. The department is in discussion with several volunteer groups to perform service projects. Two projects that already have been completed are the re-sodding of the Wong Stadium ball field by the University of Hawaii baseball team and a Life Scout group has landscaped the Pana'ewa Zoo sign. 6. Provide at least one technical job specific training for 50% of administrative staff As of December 31,2013, at least one job specific training was provided for 82% of the administrative staff(18/22 employees). Six Month Progress Report on Program Objectives for FY 2013-14 7 PARKS & RECREATION PARKS MAINTENANCE 1. Maintain completion range of approximately 2500 work orders on an annual basis. As of December 31,2013,Park Maintenance has completed 1,127 work orders. 2. Undertake two parks improvements projects per district (18). • One of which is for supervisors to work with a community group to improve the parks— 1 park per district minimum. Summary of Activities: South Hilo Crew A. -District Wide-Re-painted refuse barrels/picnic tables. -Andrews Gym-Waxing Crew-Prepped and waxed gym floor.Re-painted court lines. -Pu'u'eo Community Center-Prepped and waxed meeting hall floor. Community Group Project: -None Crew B. Crew: -District Wide-Re-painted refuse barrels/picnic tables. Community Group Projects: -Waiuli BP-Lions Club-Beach cleanup. -Hilo Bayfront Beach Area-UH Inter-Fellowship Varsity Christian Group- General cleanup. -Lokoaka Trail-Sierra Club-Cleaned up and repaired trail. -Hilo Beachfront [Comfort station to lighthouse] Challenge Youth Program. General beach cleanup. Crew C. Crew: -District Wide-Re-painted refuse barrels/picnic tables. Community Group Proiect: -None Puna District Crew: -District Wide-Re-painted refuse barrels/picnic tables. -Pahoa Pool-Re-stripped parking lines. -Hawaiian Beaches Park-Re-painted umpire stand. Six Month Progress Report on Program Objectives for FY 2013-14 8 PARKS & RECREATION PARKS MAINTENANCE Community Group Projects: -Kea'au Community Center-Kea'au McDonald's Employees-Re-painted trash cans,picnic tables,hand railings,and posts. Cleaned all metal signage,windows, indoor storage cabinets,and stairwells. -Mt.View Gym-Keiki 0 Ka Aina-Painting parking lines adjacent to gym. Ka'u District Crew: -District Wide-Re-painted refuse barrels/picnic tables. -Wai`ohinu Park-Re-painted exterior and interior of pavilion. -Honu'apo-Crew cleared small pond to increase visibility of the ocean. Community Group Project: -Kahuku Park-Friends of the Park/Ace Hardware volunteers-Re-painted picnic tables. -Naalehu Baseyard -Naalehu Friends of the Park-Put up 8' fence for secured parking for PMD County vehicles. North Hilo Crew: -District Wide-Re-painted refuse barrels/picnic tables. -Kulaimano Park-Crew planted Coleus and Ti plants. -Kula'imano Park-Crew planted hibiscus plants. Community Group Project: -None South Kohala/Hamakua Crew: -District Wide-Re-painted refuse barrels/picnic tables. Community Group Project: -Kukuihaele Park-Friends of the Park-General cleanup.Painted picnic tables and refuse barrels.Tree work. -Pa'auilo Park-Leadership Group of Pa'auilo School- General cleanup.Painted picnic tables and refuse barrels. -Honokaa and Haina Parks-Community Service Adults and Teens-Re-painted scorer's booth, railings,MPR room,picnic tables,and refuse cans. -Spencer BP-Hilton Grand Vacation Employees- General cleanup and re- painting of picnic tables and refuse cans. -Waimea Park Playground-Friends of the Park-Repaired and re-painted the "Volcano" -Waimea Park Playground-Waimea Middle School-Started repainted the wooden structures in Anuenue Park. -Spencer BP-Kanu Charter School- General cleanup of debris and litter. Six Month Progress Report on Program Objectives for FY 2013-14 9 PARKS & RECREATION PARKS MAINTENANCE -Waipi`o Lookout-Troubled Youth Groups-General cleanup of debris and litter. -Kukuihaele and Kuka`iau Cemeteries-Volunteers-Backfilled sunken graves. S/N Kona Crew: -District Wide-Re-painted refuse barrels/picnic tables. -Kipapa Park- Crew hauled and spread mulch. -Hale Halawai-Re-stripped parking lot lines.Painted fence posts. -Ho'okena BP-Provided 2 new picnic tables to camp grounds. -Yano Hall-Crew re-painted handicapped handrails and picnic tables. -Kahalu'u BP-Re-painted exterior and interior of comfort station. Community Group Project: -Kailua Tennis Court-Jerome Kanuha and Friends-Resurfaced tennis courts and painted exterior walls. -Old A Runway-University of the Nations Students-Conducted a beach cleanup.Pulled litter and debris. Trimmed back the bushes. -Hale Halawai CC-University of the Nations Students-Painted exterior and interior of facility. North Kohala Crew: -District-Wide-Re-painted refuse barrels/picnic tables. Community Group Project: None 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. Park Maintenance received 13 complaints in the first half of FY 2013-14. All complaints were investigated and addressed. • Make annual inspections of facilities with responsible supervisor. (9 districts) Analyze and discuss methods of improvements. Inspections are ongoing throughout the year. Six Month Progress Report on Program Objectives for FY 2013-14 10 PARKS & RECREATION PARKS MAINTENANCE 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. For the period of July 1,2013 to December 31, 2013, each PMD supervisor conducted a total of 26 weekly safety inspections of their assigned facilities. Additionally, superintendents conducted unannounced, island-wide safety audits. 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 Programs. Continue to perform random checks of facilities. The Parks Maintenance Division completed a total of 43 safety talks/training classes during the period covering July 1,2013 to December 31,2013. Six Month Progress Report on Program Objectives for FY 2013-14 11 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). The following instructional sports were offered at various recreational facilities island wide during the past six months from July - December 2013. Hilo District: Bowling,Instructional Volleyball I, Instructional Volleyball II,Billards, Beginning Badminton, Senior Recreational Badminton,Volleyball Scoring Clinic,Volleyball Officials Clinic, Senior Stretch Class, Step Aerobics, Volleyball Training I,Volleyball Training II, Table Tennis, Fishing Skills, Speed & Agility Training, Introduction to Basketball,Introduction to Volleyball, Beginners Archery,Intermediate Archery, Introduction to Shoreline Fishing,Keiki Fitness, Morning& Evening Fitness Classes,Danish Fitness,T-Ball & Coach Pitch Baseball,Youth Track& Field,Plyometrics Class. Hamakua District: Physical Education Class,Plyometrics,Beginner Weight Training, Boys & Girls Basketball,Basketball Clinic,Youth Volleyball, Badminton, Archery, Netless Badminton,Instructional Ping Pong, Indoor Knee Hockey & Soccer, Summer Instructional Basketball,Biddy Basketball Clinic,Instructional Billards, Speed & Agility Class, Basketball Fundamentals Clinic, Boys & Girls Coach Pitch & T-Ball,Jump Training,Volleyball Drills. Puna/Ka`u District: Youth Volleyball, Boys & Girls Basketball, Aerobics,Yoga, Keiki Karate, Instructional Volleyball, Instructional Basketball,Tennis, Gym & Field Games, Kickball Challenge, Track& Field Practice,T-Ball & Coach Pitch, Basketball Shooting Drills, Baseball Rules & Umpire Class,Baseball Batting Drills, Baseball Fielding Drills,Beginner Tennis,Portuguese Horseshoes,Instructional Baseball, Keiki Jump Rope Fitness. West Hawai`i District(N/S Kona & N/S Kohala): Biddy Basketball Clinic,Age Group Volleyball Clinic, Free Play Table Tennis, Power Walk/Run for Health, 10 Minute Trainer,Pickle Ball, T-Ball & Coach Pitch, Flag Football,Baseball Clinic, Basketball Fundamentals, Keiki Volleyball Clinic,Youth Pickle Ball Games,Youth Badminton, Healthy Jump for Fun, Archery 1 Class,Pickle Ball 1, Pickle Ball II,Fitness Class. Six Month Progress Report on Program Objectives for FY 2013-14 12 PARKS & RECREATION RECREATION 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.). Hilo District: 4th of July Craft,Baseball Painting, Cartoon Character Drawing, Face Painting, Mold Ceramics,Back to School Crafts,Bookmark Craft, Bead Craft, Sand Art, Craft Club/Snack Prep, Giant Fingerpainting,Photo Key Chain, String Art, Computer Gutz,Clay Crafting, Note Pad Magnets,Keaukaha Kraft Klasses, Friendship Bracelet Making, Origami, Spin Art, Introduction to Drawing, Afterschool Crafts, Mirror Etching, Mosaic Craft, Halloween Craft, Thanksgiving Craft, Living Christmas Tree, Christmas Wreath Making Class, Ornament Making Class, `Ohelo Berry Jam Class, Plaster of Paris Craft,Bead Lei Making, Book Ends,Trick or Treat Bags, Christmas Picture Frames, Kite Making, Halloween Goody Bag Making,Turkey Hands, Gift Wrapping Class. Hamakua District: Coconut Leaf Fishes, Fried Rice Cooking Class, Finger Painting,Watercolor Painting, Cookie Making Class,Lei Making, Sidewalk Color Chalk Art, Scratch Art Coloring, Glass Etching, Sand Art,Fancy Flowerpots, Trivets,Halloween Masks,Brownie Making, Ornament Making, Thanksgiving Craft, Christmas Craft, Halloween Trick or Treat Bag Decorating,Thanksgiving Stencil Art, Christmas Rainbow Scratch Art, Turtle/Flower Magnets, Slipper Paperweight, Notebooks Craft, Christmas Cards/Boxes/Gift Wrapping. Puna/Ka`u District: Labor Day Craft,Admission's Day Craft, Grandparent's Day Cards,Autumn Leaf Printing,Youth Crafts, Back to School Activity,Healthy Snacks, String Art,Mold Ceramics, Cartoon Drawing,Design an Independence Day Flag, Coloring Disney Friends, Fun Craft& Baking Activities,Note Holder Making, Rock Art, Creative Stenciling,Tissue Box Decorating, Glass Etching, Sand Art, Water Color City, Gecko Craft,Woven Crocodiles, Paper Weavings, Sponge Art, Spotted Frogs, Halloween Craft, Thanksgiving Turkey, Christmas Craft, Halloween Bags,Veteran's Day Lei Making,Thanksgiving Placemats, Christmas Glass Etching,Mold Ceramics,Discoverer's Day Activity, Pumpkin Craft, Spider Web Craft, Halloween Foam Craft, Holiday Glitter Craft,Wreath Making, Christmas Card Making. Six Month Progress Report on Program Objectives for FY 2013-14 13 PARKS & RECREATION RECREATION West Hawai`i District(N/S Kona & N/S Kohala): Paper Fish Crafts, Creepy Critter Crafts, Felt Cat Jack-o-Lantern, Thanksgiving Placemats, Christmas Angel Charm Bracelet, Pumpkin Carving, Halloween Craft, Thanksgiving Craft, Christmas Craft, Christmas Cards, Christmas Baking,Paper Plane Making,Watercolor Painting. 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 semi- annual basis. Staff conducts daily safety inspections at their sites and maintenance work orders are being sent to the Parks Maintenance Division. Semi-annual safety inspection reports are being sent to Human Resources Safety Division. 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.). Hilo District: 1) Halloween Family Fun Fest Program at Prince Kuhio Plaza 2) Hilo Kids Night Halloween Program at Pana'ewa Park 3) Halloween Havoc Basketball Tourney Hamakua District: 1) `Ohana Fishing Tournament 2) Pa'auilo Country Fair 3) Kula'imano Family Fun Day Puna/Ka`u District: 1) Vulcans Basketball Clinic at Shipman Gym 2) Puna `Ohana Festival at Pahoa Community Center 3) Mt. View Gym Playground Grand Opening Six Month Progress Report on Program Objectives for FY 2013-14 14 PARKS & RECREATION RECREATION West Hawai`i District(N/S Kona & N/S Kohala): 1) 2"d Annual Keiki Triathlon at Kona Community Aquatics Center& Maka`eo Park 2) Waimea Sports Expo & Family Fun Day 3) Candyland Halloween Program at Kekuaokalani Gym 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). Hilo District: 1) Halloween Family Fun Fest Program at Prince Kuhio Plaza—Partnered with General Growth Properties, Hilo High & Waiakea High School Key Clubs, Pahoa Avid Program, Hilo High & Waiakea High School Builders Club, Ken's Towing and Big Island Packaging. 2) Hilo Kids Night Halloween Program at Pana`ewa Park—Partnered with (QLCC) Queen Lili`uokalani Children's Center,Waiakea High School Key Club,Pana`ewa Community Association,Living Waters Church, Piopio Bears Volleyball Club and Hawaii County Police Department. 3) Halloween Havoc Basketball Tourney—Partnered with (HI-PAL) Hawai`i Isle Police Activities League. 4) Pu'u'eo Community Center Park Fence Repair—Partnered with Akaka Falls Lions Club. 5) HI-PAL Winter Basketball Classic—Partnered with (HI-PAL) Hawaii Isle Police Activities League. Hamakua District: 1) `Ghana Fishing Tournament—Partnered with Hilo & West Hawaii Recreation staff,NOAA, and many community volunteers. 2) Pa'auilo Country Fair—Partnered with Pa'auilo Community Athletic Association, Pa'auilo Camp Community Association, and community volunteers. 3) Kulaimano Family Fun Day—Partnered with Rural South Hilo Community Association, and community volunteers. Six Month Progress Report on Program Objectives for FY 2013-14 15 PARKS & RECREATION RECREATION Puna/Ka`u District: 1) Vulcans Basketball Clinic at Shipman Gym—Partnered with UH Vulcan Women's Basketball Coach and staff,KTA, and Keaau Chargers. 2) Puna `Ghana Festival—Partnered with (QLCC) Queen Lili`uokalani Children's Center, Kamehameha School, Salvation Army,Neighborhood Place of Puna, Men & Women of Pa`a, Pahoa High Basketball/Wrestling Teams, Department of Land and Natural Resources, Hawaii County Police Department, Hawaii'i Academy of Arts & Sciences, Pahoa Seniors and Alu Like Hula Dancers. 3) Cooper Center Trunk or Treat—Partnered with Cooper Center Council Organizations. 4) Mt. View Gym Playground Grand Opening-Partnered with Friends of Mt. View Gym, Puna Community Development Group, (QLCC) Queen Lili`uokalani Children's Center,Na Wai Ola Public Charter School, Neighborhood Place of Puna,Mayor's Office, Isemoto Contracting and Puna P&R Maintenance staff. 5) Kahuku Park "Make Your Own Worm Farm"-Partnered with Recycle Hawaii and (QLCC) Queen Lili`uokalani Children's Center. 6) Hawaiian Beaches Park Rubberband Turkey Shoot—Partnered with (QLCC) Queen Lili`uokalani Children's Center. West Hawai`i District(N/S Kona & N/S Kohala): 1) Keiki Triathlon at Kona Community Aquatics Center& Maka`eo Park— Partnered with (HI-PAL) Hawaii Isle Police Activities League, P&R Aquatics section staff. 2) Candy Town Halloween Program at Kekuaokalani Gym—Partnered with Solid Rock Ministries. 3) Big Island Farm Fair—Partnered with Big Island Farm Bureau. 4) World Youth Basketball Tourney—Partnered with World Youth Basketball. 5) Waimea Sports Expo & Family Fun Day—Partnered with various Youth Sports Organizations. Six Month Progress Report on Program Objectives for FY 2013-14 16 PARKS & RECREATION RECREATION 6. Provide quarterly training for the P&R staff on various issues,ADA concerns, safety issues, self-improvement/enhancement, etc. District Supervisors have been sending their staff to various training workshops offered by the County for personal development and have presented training sessions regarding recreation policies, safety and other issues during their monthly staff meetings. In-Service Trainings: August 30,2013 -Guidelines for a Diversified Recreation Program and Keeping Accurate/Consistent Daily Participant and Data Report Forms, presented by instructor Mason Souza, Recreation Administrator. October 4,2013 -Internal Investigations presented by instructor Diane Noda, Deputy Corporation Counsel. 7. Provide the Department with at least two ADA training sessions. ADA Training Agenda is being developed for each District island-wide. 8. Provide complete fingerprinting background checks on all new employees, temporary hires and volunteers who work in close proximity to children. Fingerprint background checks are being done for Recreation program volunteers. Summer Fun temporary hires will be fingerprinted in May/June 2014. Six Month Progress Report on Program Objectives for FY 2013-14 17 PARKS & RECREATION SUMMER AND INTER-SESSION PROGRAM 1. Conduct a minimum of 20 Summer Fun programs island-wide. The 2014 Summer Fun Program will begin on June 9,2014. Mandatory training for the Summer Fun temporary hires will be from June 3-6,2014, the Summer Fun Program for the children will start on June 9,2014 and end on July 18, 2014. 2. Continue to conduct longer programs hours at majority of the sites. Program hours at each site is based on the needs of the community it serves. Tentative hours for the 2014 Summer Fun program are from 8:00 am - 12:00 pm,8:00 am -2:00 pm, 8:00 am -3:00 pm or 8:00 am -5:00 pm. 3. Work in partnership with the Department of Education Child Nutrition Program and with HCEOC to sponsor free lunch programs for all summer fun sites that qualify and meet the requirements for this program. Tentative USDA reimbursement cost for 2014 has not been released yet. 4. 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 program at the Pu'u'eo Community Center in East Hawai`i, teaching life's skills with emphasis on leadership training. This will run for seven weeks from 8 a.m. to 3 p.m., targeting teens 12 — 17 years old, at a cost of$175.00 teen. • Conduct a Summer Fun Explorations Program at the Hilo Armory to run for seven weeks from 8 a.m. to 3 p.m. and target children in grades 1 —4, at a cost of $175.00 per child. Summer Fun Program to begin in June 2014. 5. Develop a minimum of(6) Winter Intersession programs island-wide. Winter Intersession Program, December 23,2013 through January 3,2014. 1) Waiakea Uka Gym—28 children registered ($40.00 per child, program and activity fee). 2) Wainaku Gym—24 children registered ($35.00 per child program fee) Other sites throughout the island adjusted their hours to better service the children in their communities during the Winter Intersession Break instead of a structured program. Six Month Progress Report on Program Objectives for FY 2013-14 18 PARKS & RECREATION SUMMER AND INTER-SESSION PROGRAM 6. Integrate children with disabilities into the summer and inter-session programs wherever possible, through the assistance of the Therapeutic Specialist 2013 Waiakea Uka Gym Winter Intersession Program—A modification plan was developed for a child registered in this program who had 3 personal assistants from Hale Kipa Six Month Progress Report on Program Objectives for FY 2013-14 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. Walter Victor Baseball Complex was closed in September 2013. Francis Wong Stadium was closed from November 11 through December 2,2013. Aunty Sally Kaleohano's Luau Hale was closed October 20-25, 2013. The Afook-Chinen Civic Auditorium was closed October 1-15,2013. b. Pressure wash each facility once every quarter. Each facility has been pressure washed once per quarter during July- December 2013. c. Check on safety hazards daily. Day and night supervisors record any repair items or safety hazards on a daily checklist form. Minor repairs are handled in-house. As needed,work orders are generated and referred to the Parks Maintenance Division for action. d. Clean and sanitize facilities before and after events in 99% of the cases. Facilities are cleaned and sanitized before and after each activity. e. Work with Safety Committee to have courtesy safety inspection annually. Quarterly consultations are held with the Safety Committee to ensure facilities are in compliance. 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. Lawns are mowed weekly when weather permits. b. Close each ballfield at least one week annually for field renovations. Walter Victor Baseball Complex was closed in September 2013. Francis Wong Stadium was closed November 11 through December 2,2013. c. Aerate ballfields semi-annually. Ballfields have been aerated in November 2013. Six Month Progress Report on Program Objectives for FY 2013-14 20 PARKS & RECREATION HO'OLULU PARK COMPLEX d. Fertilize ballfields quarterly. Francis Wong Stadium was fertilized in November 2013. 3. Provide training for staff: a. Conduct safety talks on different topics every month. Safety talks have been presented monthly in the first half of FY 2013 -2014. b. Retrain employees on equipment use semi-annually. Employees are retrained semi-annually on necessary equipment. c. Have supervisors conduct equipment maintenance training and have equipment maintained weekly. Employees perform in-house maintenance functions throughout the year. d. Provide refresher course on Material Safety Data Sheet annually. Retraining was done in September and October 2013. 4. Enforce rules and educate sponsors: a. Comply with Federal ADA, State OSHA, County, Department and Complex rules and regulations. Applicable governmental regulations are discussed with sponsors. Supervisors are trained to enforce all rules. b. Revise rules annually. Ho`olulu Complex's Rule 4 regulations are currently in an administrative revision process. c. Distribute rules with all applications. Rule sheets are distributed to all facility users. Six Month Progress Report on Program Objectives for FY 2013-14 21 PARKS & RECREATION HO'OLULU PARK COMPLEX 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. The University of Hawaii at Hilo baseball staff restored the infield at Francis Wong Stadium. b. Do beautification/landscaping project for each facility annually. Plans are underway for the Intake Service to begin several landscaping projects within Walter Victor Baseball Complex and in common areas within the Ho`olulu Complex during January 2014. 6. Maximize use of all facilities within the Ho`olulu Complex by accommodating an estimated 2,400 activities annually. A total of 1,989 activities were held at the Ho`olulu Complex during the period covering July to December 2013. Six Month Progress Report on Program Objectives for FY 2013-14 22 PARKS & RECREATION AQUATICS 1. Provide services at our nine (9)pool facilities with at least two (2) lifeguards on duty daily at Kona Community Aquatics Center(KCAC) and Pahoa Pool 90% of the time. Provide two lifeguards on duty at Sparky Kawamoto Swim Stadium 95%of the time. Honoka`a, Laupahoehoe, Kohala, Pahala and Kona Waena will have at least one lifeguard on duty seven days a week 90% of the time.NAS pool will have at least one swim instructor/lifeguard on duty Monday through Friday, 95% of the time. The Aquatics staff is doing their best in trying to have all pools properly staffed between 90% to 95% of the time, but there are times due to unforeseen circumstances that this goal has not been met. 2. Offer recreational and lap swimming for approximately 750,000 patrons. Offer Learn to Swim and other water related courses to approximately 3,000 patrons and at least eight(8)weeks of Learn to Swim lessons in the summer at all pools. Total recreational and lap swimming for July to November is 170,849 patrons. The total number of patrons "in area"which includes all classes, swim teams, and people around the deck totals 369,162 for July to November 2013. 3. Develop and distribute a quarterly brochure of County of Hawai`i pool facilities highlighting recreational and adult lap swimming hours as well as water aerobics, swim lessons, special events, activities and programs. Brochures are compiled by Aquatics Recreation Specialist each quarter. 4. Conduct one (1)American Red Cross Lifeguarding/First Aid/CPR/AED class at each of our nine (9)pool facilities during the fiscal year. Two pools, Kohala and Pahoa, have conducted at least one American Red Cross Lifeguard training course. NAS Pool will hold a lifeguard training in February of 2014. The other seven pools will conduct a course prior to the end of the fiscal year. 5. Plan,promote and coordinate five (5)Novice Swim meets serving approximately 350 participants during the August through October 2013 season. Meets were held at Kona Community Aquatic Center(KCAC), NAS, Kawamoto, and Konawaena pools. The championship meet was held at Pahoa pool to celebrate its reopening. Six Month Progress Report on Program Objectives for FY 2013-14 23 PARKS & RECREATION AQUATICS 6. Sponsor one open water swim competition. On July 28,2013,the 27th annual Richardson Rough Water Swim event took place. 7. Promote workplace safety for all staff by providing personal protective equipment and safety training on an ongoing basis. Gas masks, chemical gloves, aprons, suits, and boots are provided for pool lifeguards and pool custodians. Hazardous material training has been conducted to promote safe work practices. Staff goes through respiratory exams every three years and respirator fits test every year. Lifeguards are provided with latex-free gloves,pockets masks, and other protective equipment necessary when performing first aid. 8. Conduct American Red Cross Blood borne pathogens training on an annual basis in January or February for the entire division. Training will begin in January 2014 and will end at the end of the month. The Bloodborne pathogens training is a part of the Infection Control Program. 9. Recertify all staff in American Red Cross Lifeguarding/First Aid/CPR/AED between the months of October and November. Staff was recertified in 2012 and will be recertified next fiscal year. Certification is good for two years. Staff did not need to be recertified this year but they do complete In-Service Training as review. Six Month Progress Report on Program Objectives for FY 2013-14 24 PARKS & RECREATION CULTURE & EDUCATION 1. Provide 97 workshops and classroom instructions in various disciplines, music, dance, drama, arts, crafts, and natural sciences at established sites Countywide. Conducted a total of 84 workshops and classes in various disciplines or achieved 87% of projected goal as of 12/31/13. 2. Develop and conduct at least one Cultural/Community event per quarter to preserve ethnic traditions and heritage, encourage craftsmanship and cottage industry. Coordinated and conducted the Fourth of July Hilo Bay Fest 2013, the First Pau Hana Pa'ina, The 2013 Queen Lili'uokalani Festival, The Mayor's Health Fest, The 2013 Peace Festival,Assisted with the Merrie Monarch Keiki Hula Competition, Moku 0 Keawe International Hula Competition, The Christmas Wreath Exhibit and the Magic of the Season event during the first half of fiscal year 2013 - 2014. 3. Market programs by securing community involvement and financial support through six partnerships/sponsorships. Coordinated and worked in partnership with the following agencies to maximize resources and financial support,KWXX, K-BIG, Hilo Jaycees, Big Island BBQ Association, Hawaii Island Cruisers, Hilo Auto Club, Queen Liliuokalani Children's Trust,Kawananakoa Community Association, Hawaii Tropical Flowers Association, Moku 0 Keawe Foundation,Floral Resources Hawaii, Waikoloa Queen's Marketplace,the Downtown Improvement Association,Main Street-Hilo and the Soko Gakkai International USA. 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. In the period covering July 1, 2013—December 31, 2013 our programs have been promoted through Hawaii Tribune Herald, Honolulu Star Advertiser, County Web Site, KWXX, K-KBI, KAPA, Hawaiian Airlines Magazine,HMSA Magazine,Travel Magazine, Hilo Jaycees,Hawaii Ballroom Dance Association Hilo Chapter, and Program Class Schedules. Six Month Progress Report on Program Objectives for FY 2013-14 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 9,991 seniors annually and conducting an annual evaluation on each program. Provided services to 7,992 seniors, or 80% of the established objective of 9,991 seniors and conducted evaluations on 6 of the six EAD programs or 100% of the objective of six. 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 island-wide. Arranged seven combined 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, 2014. 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 or 50% of the established objective of two semi-annual inspections of 32 senior center facilities, and conducted 50 staff safety evaluations/training or 100% and of the established objective of 50 staff evaluations/training by June 2014. Six Month Progress Report on Program Objectives for FY 2013-14 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. 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 3,300 copies for distribution to over 200 organizations quarterly. 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 island-wide by June 30, 2014. Served 2,988 or 120% 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, 2014. Served 2,641 or 258% 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 district wide 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, 2014. Provided 6 district events or 75% of the goal of 8 activities for a total of 1,000 older adults or 68% of the goal of 1,475 older adults. Activities were: Maui Line Dance Round-up, Kupuna Day,Annual Ka'u District Picnic, Halloween Ground Golf Social, and Casino Day,ERS Teachers and Volunteer Recognition Christmas Luncheon. Six Month Progress Report on Program Objectives for FY 2013-14 27 PARKS & RECREATION ELDERLY ACTIVITIES EAD Special Program 1. Provide at least five countywide/state/national/international events for 1,850 older adults by June 30, 2014. Provided four or 80% of the established objective of five events and served 1,160 or 92% of the established objective of 1,850 older adults. 2. Serve a total of 750 older adults in at least three countywide special events and serve 800 older adults in one statewide event by June 30, 2014. Countywide: Provided two or 67% of the established objective of three countywide events and served 959 or 128% of the established objective of 750 older adults. Statewide: Provided two or 200% of one statewide event, and served 735 or 92% of the established objective of 800 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, 2014. Provided one cultural event,which served 338 older adults and attracted 1,200 attendees. Six Month Progress Report on Program Objectives for FY 2013-14 28 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 1. Continue focusing on the rainforest theme by acquiring a minimum of one new rainforest animal annually. During July we received a Fire Bellied Toad from the Dept of Agriculture and In September Friends of the Zoo purchased a male Hyacinth Macaw as a companion to our female. 2. Successfully breed at least one animal species for exhibit or to trade with other facilities. On August 10,2013 our female Black& White Colobus Monkey delivered a newborn that has been a big attraction on exhibit since birth. 3. Work with FOZ to host at least two events to promote the zoo and increase the number of visitors. Namaste's 15th Birthday Party was held on 9/28/13 and Christmas for the Animals was celebrated on 12/7/13. Both events were well attended. 4. Work with community groups to help facilitate five major volunteer projects to maintain and improve the Zoo and/or Equestrian Center. • On 9/14/13 the 42" Fire Recruit Class washed and repainted roofs on 4 of the exhibits and rain shelters • On 12/7/13 the combined forces of the Kiwanis club, Circle K Club, Key Clubs and Builders Club successfully painted our new greenhouse frame and chicken house,weeded the butterfly house and vireya gardens, and scrubbed and cleaned benches and picnic tables • On 12/14/13 Jayke Sakai and troop 19 Boy Scouts planted and landscaped the new zoo highway sign with the help of Mr. Andy Matsuura (Pineback Landscaping) • Hawaii Forest Industry Association coordinated and worked together with Kamehameha Schools and the Kiwanis Kids to complete 3 work days at the zoo for maintenance and planting • Pacific Quest clients provided 4 service days of weeding and cleaning the zoo landscape • Hilo High School students completed 3 service learning days of weeding the Cycad Garden at the zoo entrance Six Month Progress Report on Program Objectives for FY 2013-14 29 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 5. Secure funding to reinstate the Zoo Information/Education Specialist and the zoo educational program. (If position remains unfunded) Completed a supplemental budget request for funding of this position. 6. Provide a venue for annual recreational equestrian events at the Pana`ewa Equestrian Center: a. host 2 rodeo events annually 8/16 & 9/17/13 Hawaii Horse Owners Rodeo/Play Day 9/21/13 Hawaii Horse Owners Keiki Fun Day b. host 2 dressage events annually. 9/6 & 9/7/13 Hawaii Isle Dressage & Eventing Assoc Show 10/26 & 10/17/13 Hawaii Isle Dressage & Eventing Assoc Show Six Month Progress Report on Program Objectives for FY 2013-14 30 PARKS & RECREATION 'ALAE CEMETERY 1. Conduct maintenance and repair activities. Park Maintenance crews maintained cemetery grounds and pavilion through 06/30/13. Maintenance is ongoing. Final Status Report on Program Objectives for FY 2012-13 1 PARKS & RECREATION VETERANS CEMETERIES - EAST AND WEST HAWAII 1. Continue to coordinate development of the East and West Hawai`i Veterans Cemeteries with the Veterans Advisory Committee and the Department of Defense. 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. 2. Continue maintenance of cemetery grounds. Maintenance is ongoing. 3. Assign and record all burials. All burials have been assigned and recorded. Final Status Report on Program Objectives for FY 2012-13 2 PARKS & RECREATION RURAL CEMETERIES 1. Continue maintenance of cemetery grounds. Maintenance is ongoing. 2. Assign and record all burials. All burials have been assigned and recorded. Final Status Report on Program Objectives for FY 2012-13 3 PARKS & RECREATION HAWAI'I 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.). Provided 47 performance services during FY 2012-13. These services include parades, concerts, patriotic ceremonies and special events in Hilo,Volcano, Waimea, Pana'ewa, Kona, Ka'u, Na'alehu, Pahoa, and Kea'au. 2. Provide 11 monthly Mo`oheau Bandstand concerts that are entertaining, educational, musically challenging, and historically significant. Provided 12 monthly Mo'oheau Park concerts during FY 2012-13. 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. The Big Island Music Festival was held on Saturday May 11th at the Afook- Chinen Civic Auditorium. Bands from East Hawaii and Maui participated in this event. This annual event is designed to showcase both Intermediate and High School Bands from the Big Island and also give other bands from across the State an opportunity to travel to our island and to perform in an adjudicated setting. Final Status Report on Program Objectives for FY 2012-13 4 PARKS & RECREATION HAWAI'I 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. The band featured three young musicians on the Hawai'i County Band's concert schedule. Vince D'Angelo was featured in May, Grace D'Angelo in June, and Grayson Mento in July. These three students are excellent musicians and all volunteer with the Hawai'i County Band. 5. Introduce 20 new musical pieces per year to provide musical challenges to the band members. 24 new pieces have been performed in FY 2012-13. Final Status Report on Program Objectives for FY 2012-13 5 PARKS & RECREATION WEST HAWAI'I BAND 1. Provide musical services for island residents and visitors by working with community organizations and providing 20—25 musical services annually. ( e.g. Parades, ceremonies, festivals, concerts, and special events) Provided 27 performance services through its collaboration with organizations such the Hawaii International Billfish Tournament, Daughters of Hawaii, Kona Coffee Festival, Hualalai Regency, Ironman Corporation, Honoka`a Western Week Organization and various Veterans associations. 2. Provide 6 monthly concerts that are entertaining, educational, musically challenging and historically significant. The West Hawaii Band performed 10 concerts for its free monthly series at Hale Halawai. Each composition was announced and accompanied by a short educational and entertaining description of the style of music and its composer. Selections were made for each concert from several genres including the classic concert band library,the traditional march,jazz and popular, Broadway musicals, Hawaiian and challenging classical orchestra arrangements for concert band. The Band honors its long history on the Big Island and the significance of the Hawaiian culture in its promotion of classic concert band performance. The West Hawaii Band also performed 5 concerts for its free semi-monthly series at the Hulihee Palace. The Band dressed in period attire from the Kalakaua era and re-enacted the concerts performed on the Palace lanai during the King's time there. 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. The West Hawaii Band's May concert featured young clarinet soloist,Andrew Yamada. He is a graduate of Kealakehe High School, class of 2013. 4. Introduce 20 new pieces per year to provide musical challenges for the band. 21 new pieces were performed during FY 2012-13. Final Status Report on Program Objectives for FY 2012-13 6 PARKS & RECREATION ADMINISTRATION 5. Continue to distribute P&R Service survey at all staffed facilities and activities/events conducted by the department. Survey results are compiled quarterly and shared with all employees. 6. Continue to update information for Divisions and Sections on the County of Hawai`i website on a timely basis. Our Departmental Data Processing Coordinator and Information officer continue to update the website with quarterly program guides, special events information and departmental rules and regulations. 7. Continue implementation of the transition plan for accessibility to public facilities during the fiscal year. Implementation of the transition plan is steadily progressing. 8. Continue implementation of the transition plan for playground safety and accessibility during the fiscal year. Implementation of the transition plan is steadily progressing. 9. 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. Volunteer groups performed service projects for Wong stadium, Edith Kanakaole multi-purpose stadium, Panaewa Zoo, Panaewa covered playcourt, and Afook-Chinen Civic Auditorium. 10. Provide at least one technical job specific training for 50%of administrative staff. At least one job specific training was provided for 100% of the administrative staff(22/22 employees). Final Status Report on Program Objectives for FY 2012-13 7 PARKS & RECREATION . ,., ...... ....._.�...�. PARKS MAINTENANCE. ,�, 1. Maintain completion range of 3200-3500 work orders on an annual basis. Of the 3975 work orders received during FY 2012-2013,2990 were completed, rendering an overall completion rate of 75.30%. This shortfall was primary due to the fact that the Park Maintenance Building Maintenance Crew was involved with several large scaled projects during the last half of the fiscal year. These projects took priority over normal, routine repairs, thus pushing completion dates of other repairs well into FY 2013-14. 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. 92 park improvement projects were completed- 61 in- house, 31 via community 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. 24 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. Inspections of all PMD facilities were undertaken by the Park Superintendents and Park District Supervisors. Action plans were developed and implemented to address correction. 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. A total of 468 facility safety inspections were conducted. Corrections were made in a complete and timely manner. [9 district park supervisors x 52 weeks =468 safety inspections] Final Status Report on Program Objectives for FY 2012-13 8 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 Programs. Designated Park Maintenance personnel participated with the department's safety committee. Recommendations by the Department's safety committee were brought back to the division for discussion and implementation. The Superintendent of Parks conducted an audit of the Park Maintenance Safety and Health Program. In addition, the Park Maintenance Division completed a total of 170+ safety talks/training classes during FY 2012-13. 6. Continue to perform random checks of facilities. Onsite park inspections in each district were conducted by the Superintendent of Park Maintenance and the West Hawaii District Park Superintendent. Final Status Report on Program Objectives for FY 2012-13 9 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). The following instructional sports were offered at various recreational facilities island-wide during the year. Hilo District: Introduction to Tennis,Introduction to Bowling, Instructional Volleyball I & II, Advanced Fishing, Step Aerobics Classes,Volleyball Training & Clinics I & II, Billards & Table Tennis,Weight Lifting,Beginners Judo, Keiki Fitness, Beginners & Intermediate Archery, Morning & Evening Fitness Classes, Danish Fitness,Insane Workout, Introduction to Baseball Skills, Track& Field Conditioning, Introduction to Basketball,T-Ball & Coach Pitch Baseball, Beginner's BB Gun & Trap Shoot, P&R Age Group Track,Advanced Volleyball Training,Walking Healthy, Fitness Walk. Hamakua District: Instructional Billards,Biddy Basketball, Baseball Clinic, Instructional Ping Pong,Boys & Girl Volleyball, Strength & Conditioning Training, Basketball Drills, T-Ball& Coach Pitch Baseball, Instructional Basketball, Gym Court Soccer,After School Gym Games (Kickball, Dodgeball),Beginning Badminton, Beginner Weight Training,Plyometrics, Gymnastics, Free Throw Clinic, Basketball and Volleyball Fundamentals Clinics, P&R Age Group Track, Boys Age Group Basketball,Weightlifting/Rules Instructions, Girls Age Group Basketball. Puna/Kau District: Keiki Field Games,Jump Rope Fitness, Elementary & Intermediate Volleyball, Tennis Instructions, T-Ball & Coach Pitch Baseball, Ping Pong & Pool Games, Aerobics, Track& Field Practice,Boys & Girls Instructional Basketball, Netless Badminton, Ladderball, Basketball Fundamentals,Dodgeball, Keiki Fitness, Flag Football,Introduction to Archery. Final Status Report on Program Objectives for FY 2012-13 10 PARKS & RECREATION RECREATION West Hawai`i District(N/S Kona & N/S Kohala): Elementary & Intermediate Volleyball Clinics,Biddy Basketball Clinic, Weightlifting, Youth Volleyball Clinics, Ping Pong, Open Pocket Golf, Bocce and Dodge Balls, Basketball Fundamentals,T-Ball & Coach Pitch Baseball, Pickleball for Kids, Age Group Basketball Clinic, Fitness Class,Archery I Class, Begineer Badminton, P&R Age Group Track, Girls Age Group Basketball Clinic,Aerobics. 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.). The following are seasonal art and craft activities that were offered at various island wide recreational facilities during the past fiscal year. Hilo District Sites Seasonal Craft Activities: Mirror Etching, Hearty Clay Flower, Fall Wreath Making Class, Mosaic Craft, Keiki Crafts, Basic Video Camera Use & Video Camera Editing on Computers, Afterschool Games & Crafts, Rose Bud Craft, Shrink Art, Sun Catcher Craft, Back to School Craft, Fun Foam Visor,Note Pad Magnet, Thanksgiving Craft, Halloween Craft, Christmas Wreath Making, Christmas Ornament Making Class, Pumpkin Craft, Fold n Tuck Holder, Bon Bon Box,Accordian Fold Card, Paper Turkey, Trick or Treat Bags, Halloween Masks,Mini Christmas Tote, Turkey Pin, Halloween Basket Weaving, Snow Globe Craft,Hawaiian Christmas Ornament,Valentine Cards, Easter Craft, St. Patrick Craft, Zoo Animals Finger Puppets, Leather Craft, Bead Bracelets, Kumihimo, Bookmarker, Magnet Craft, Piggy Banks,Mother's Day Craft, I.D. Tags, Lei Making Class, Kite Making. Hamakua District Sites Seasonal Craft Activities: Picture Tracing, Geometric Coloring, Glass Etching, Friendship Bracelets, Slipper Paper Weight, Turtle/Rose Magnets, Paper Mache Mask, Halloween Craft, Thanksgiving Paper Craft,Beaded Angels, Christmas Cards, Boxes & Gift Wrapping Class, Halloween Treat Bags, Thanksgiving Turkey Hands, Christmas Holiday Coloring Contest,After School Games & Crafts, Bookmark Craft,Explosion Art Day, Finger Painting,Water Coloring, Cookie Making Class, Back to School Calendars, Brownie Making, Bamboo Fishing Poles, Thankful Turkeys Craft, Turtle Magnet, Memory Bracelets,Valentine Craft, Girls Day Craft, Decorating Flower Pot, Paper Plates Animals, Spring Magnet Picture Craft, Easter Craft, Super Ice Cream Bowl, Lei for your Love, Origami Boxes, Mother's Day Card, Spring Fling Craft,Fish Craft, Father's Day Craft, Rocket Ship Cups. Final Status Report on Program Objectives for FY 2012-13 11 PARKS & RECREATION RECREATION Puna/Kau District Sites Seasonal Craft Activities: Fluorescent Pictures,Tissue Paper Flowers, Fall Leaf Prints,Water Color Painting,Halloween Flying Finger Bat, Plaster Craft, Halloween Masks, Halloween Bags, Paper Fish Craft, Paint Stamping, Glass Painting, Christmas Standup Reindeer, Halloween Cookie Baking,Holiday Brownies, Halloween Crafts,Veteran's Day Coloring, Thanksgiving Craft, Cardboard Totem Pole, Stained Glass Designs, Holiday Ornament Making,Wood Painting, Book Day Book Marker, Patriot's Day Craft,Multi-media Collage Making, Flag Day Craft, Rubberband Turkey Shoot, Christmas Coloring Contest,Mini Gingerbread House, String Art, Mold Ceramics, Back to School Craft, Thanksgiving Felt Turkeys, Christmas Snowflake Ornament, Paper Love Birds, Pioneer Log Cabin,Paper Dolls, Mardi Gras Masks,Valentine Day Hearts, Bunny Basket Making,Easter Wall Hangings, Chinese New Year Craft, St. Patrick's Day Craft, Boy's Day Fish Flag, Martin Luther King Day Posters, President's Day Collages, Spring Flower, Earth Day Craft, Armed Forces Day Craft,Memorial Day Craft, Cinco De Mayo Picado Making, Pencil Holder, Memorial Day Lei Making. West Hawai`i District(N/S Kona & N/S Kohala)Seasonal Craft Activities: Halloween Craft/Cupcakes, Pumpkin Carving& Contest, Thanksgiving Crafts, Pumpkin Squares Dessert, Christmas Cookie Class, Christmas Wreath Decoration, Christmas Craft, Labor Day Craft,Halloween Craft, Ceramic Magnets, Halloween Puppet Craft, Thanksgiving Basket, Christmas Card Making, Creative Bracelets, Collages,Hawaii Leaf Prints, Animal Rock Painting,Make Your Own Bead Necklace, Copper Molds, Stamps & Designs, Decoupage, Water Coloring Art, Spring Fling Crafts,Valentine Craft & Cupcakes, Presidential Craft, Ti Leaf Lei Class, Easter Egg Coloring and Crafts, St. Patrick's Day Craft,Jewelry Craft, Tie-Dye T-Shirts, Girl's Day Candle Craft, Spring Kite Craft Class,Paper Plane Craft, Finger Painting, Origami Craft,Needlepoint, Rock Painting. 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 safety reports were sent to Human Resources Safety Division and maintenance work orders sent to Parks Maintenance Division. Final Status Report on Program Objectives for FY 2012-13 12 PARKS & RECREATION RECREATION 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.). Hilo District: 1) Halloween Program at Prince Kuhio Plaza 2) Hilo Kids Night Halloween Program at Pana'ewa Park 3) DAT (Drug& Alcohol Training Program) 4) 20th Annual Biggest Easter Egg Hunt 5) Puueo Ohana Family Fun Day Hamakua District: 1) Ohana Fishing Tournament 2) Super Saturdays Basketball League 3) Rural South Hilo Family Fun Day at Papaikou Gym 4) Honomu Family Fun Day Puna/Kau District: 1) 1st Big Island Lunar Well-Being Zumba & Yoga Celebration. 2) Vulcans Basketball Clinic at Shipman Gym 3) Halloween Fun Night at Pahoa Community Center 4) 1st Annual Keiki Fun Run and Fun Day at Shipman Park 5) Pahoa Family Fun Run & Bike West Hawai`i District(N/S Kona & N/S Kohala): 1) Keiki Triathlon at Kona Community Aquatics Center& Maka'eo Park 2) Candyland Halloween Program at Kekuaokalani Gym 3) Ohana Fishing Tournament 4) Keiki Marathon 1. 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). Final Status Report on Program Objectives for FY 2012-13 13 PARKS & RECREATION RECREATION Hilo District: 1) Halloween Program at Prince Kuhio Plaza—Partnered with General Growth Properties, Hilo High & Waiakea High School Key Clubs, Pahoa High & Intermediate School Avid Program. 2) Hilo Kids Night Halloween Program at Pana'ewa Park—Partnered with (QLCC) Queen Liliuokalani Children's Center,Waiakea High School Key Club, Pana'ewa Community Association, Salvation Army and MADD Mother's Against Drunk Driving. 3) 8 Years & Under Basketball Clinic at Andrews Gym—Partnered with D. Honma, C. Meyer, K. Lukson and K. Yamasaki. 4) Jimmy Yagi's Basketball Clinic at Waiakea Uka Gym—Partnered with Bill O'Rear due to absence of Jimmy Yagi, Don's Grill,Yafuso Sounds and Thunder Coaches. 5) DAT(Drug&Alcohol Training Program) —Partnered with Hilo High School DAT Team and MADD Mother's Against Drunk Driving. 6) HI-PAL Winter Basketball Classic—Partnered with HI-PAL Hawaii Isle Police Activities League. 7) 20th Annual Biggest Easter Egg Hunt—Partnered with Hilo Jaycees, Hilo High School Key Club,Waiakea High School key Club, Waiakea Intermediate/Hilo Intermediate Builders. 8) Puueo Ohana Family Fun Day—Partnered with Queen Liliuokalani Children Center,Akaka Falls Lions Club, Salvation Army, Office of the Mayor, Prosecuting Attorney, Fire and Police Department,Boy Scouts, Men of Pa'a, UHH Men of Strength Club, Exchange Club of Hilo,Hope Services. Hamakua District: 1) Ohana Fishing Tournament—Partnered with Hilo & West Hawaii Recreation staff and many community volunteers. 2) Pa'auilo Country Fair—Partnered with Pa'auilo Community Athletic Association and Pa'auilo Camp Community Association. 3) Papa'ikou Halloween Party—Partnered with Rural South Hilo Community Association. Final Status Report on Program Objectives for FY 2012-13 14 PARKS & RECREATION RECREATION 4) Honoka`a Halloween Contest—Partnered with Honoka`a High School. 5) UH Hilo Basketball Clinic—Partnered with UHH Hilo, Honoka`a High School and many community volunteers. 6) Rural South Hilo Family Fun Day-Partnered with HI-PAL, Rural South Hilo Community Association, and Friends of Papaikou Gym. 7) Honomu Family Fun Day—Partnered with Rural South Hilo Community Association,HI-Pal and DLNR. 8) Pa'auilo Easter Egg Hunt—Partnered with Pa'auilo Community Athletic Association and many community volunteers. Puna/Ka'u District: 1) ls`Big Island Lunar Well-Being Zumba & Yoga Celebration at Coconut Island—Partnered with P&R Culture and Arts. 2) Vulcans Basketball Clinic at Shipman Gym—Partnered with UH Vulcan Basketball staff. 3) Halloween Fun Night at Pahoa Community Center—Partnered with (QLCC) Queen Liliuokalani Children's Center, Men of Pa'a, Pahoa Community Police, Pahoa School and Fred Blas. 4) Pahala Halloween Family Fun Night—Partnered with Boys & Girls Club. 5) Jesse Sapolu Inspirational Motivational Talk for Waters of Life students, staff and parents in Mt. View—Partnered with Jesse Sapolu. 6) ls`Annual Keiki Fun Run & Fun Day at Shipman Park—Partnered with Queen Liliuokalani Children's Center, Friends of Mt. View Gym, Men of Pa'a,Neighborhood Place of Puna, HI-PAL, Community police. 7) Pahoa Family Fun Run & Bike—Partnered with Queen Liliuokalani Children's Center, Men of Pa'a,Neighborhood Place of Pahoa, HI-PAL,volunteer Maddie Green. 8) Vulcans Baseball Clinic at Shipman Park—Partnered with KTA, Shipman Ltd, UHH Vulcans Baseball. Final Status Report on Program Objectives for FY 2012-13 15 PARKS & RECREATION RECREATION West Hawai`i District(N/S Kona & N/S Kohala): 1) Keiki Triathlon at Kona Community Aquatics Center& Maka'eo Park- Partnered with HI-PAL Hawaii Isle Police Activities League. 2) Candyland Halloween Program at Kekuaokalani Gym—Partnered with Solid Rock Ministries. 3) Big Island Farm Fair—Partnered with Big Island Farm Bureau. 4) Youth Basketball Clinics at Kekuaokalani& Hisaoka Gyms—Partnered with Hawaii Island Hoops. 5) ADA Paddle & Snorkle Days—Partnered with University of the Nations. 6) PCA "Coaching for Winning& Life Lessons Workshops"in Kona and Waimea—Partnered with Big Island Positive Coaching Alliance. 7) Twilight Concert—Partnered with Waimea Community Association. 8) Easter Egg Hunt—Partnered with Solid Rock Ministries. 9) Keiki Marathon —Partnered with Kona Marathon. 6. Provide quarterly training for the P&R staff on various issues, ADA concerns, safety issues, self-improvement/enhancement, etc. District Supervisors have been sending their staff to various training workshops offered by the County for personal development and have presented training sessions regarding recreation policies, safety and other issues during their monthly staff meetings. August 24, 2012—Island wide Recreation/Aquatic staff In-Service Training at Aunty Sally Kaleohano Luau Hale. Featured speaker/trainers were Dr. Kimo Alameda "Being Positive with Our Youth" and Alika Kost"Customer Service, Mastering the Basics". January 31, 2013—Island-wide ADA In-Service Training at Pana'ewa Park. Safety & Survival Awareness Training April 18, 2013—Aupuni Center Conference Room April 24, 2013—West Hawaii Civic Center June 4, 2013-Summer Fun Mandatory Training for Recreation Staff and temporary Summer hires. Final Status Report on Program Objectives for FY 2012-13 16 PARKS & RECREATION RECREATION 7. Provide the Department with at least two ADA training sessions. EAD—August 13,2012,Assistive Techology Training for Senior Nutrition Program Hualalai,Kona. Aquatics - September 11,2012, Pool Orientation at Pahoa Pool. Recreation—January 31, 2013,ADA In-Service Training at Pana'ewa Park. 8. Provide complete fingerprinting background checks on all new employees, temporary hires and volunteers who work in close proximity to children. Fingerprint background checks were done for all temporary Winter Intersession hires, Recreation program volunteers and Summer Fun temporary hires. • Final Status Report on Program Objectives for FY 2012-13 17 PARKS & RECREATION SUMMER AND INTER-SESSION PROGRAM 1. Conduct a minimum of 20 Summer Fun programs island-wide. The 2013 Summer Fun Program was for six weeks from June 10-July 19,2013, with a total of 22 sites island wide. HILO: 1) Andrews Gym 5) Hilo Armory/Pu'u'eo Teen Program 2) Pi'ihonua Gym 6) Stanley Costales Waiakea Uka Gym 3) Kawananakoa Gym 7) Wainaku Gym 4) Pana'ewa Park PUNA/KA U: 8) Hawaiian Beaches 11) Naalehu Community Center 9) Kahuku Park 12) Community Center 10) Keaau Elementary 13) Mt. View Gym HAMAKUA: 14) Honoka`a Gym 16) Pa'auilo Gym 15) Papa'ikou Gym WEST HAWAII: N/S Kohala N/S Kona 17) Hisaoka Gym 20) Kekuaokalani Gym 18) Waimea Community Center 21) Kona Old Airport 19) Waikoloa Park 22) Ulu Wini 2. Continue to conduct longer programs hours at majority of the sites. Program hours at each site were based on the needs of the community it served. Program Site 8:00 am-5:00 pm: 1) Andrews Gym Program Sites 8:00 am-3:00 pm: 1) Hilo Armory/Puueo Teen Program 7) Pana'ewa Park 2) Kawananakoa Gym 8) Papa'ikou Gym 3) Pi'ihonua Gym 9) Honoka`a High 4) Stanley Costales Waiakea Uka Gym 10) Pa'auilo Gym 5) Wainaku Gym 11) Hisaoka Gym 6) Waimea Community Center 12) Waikoloa Park Final Status Report on Program Objectives for FY 2012-13 18 PARKS & RECREATION SUMMER AND INTER-SESSION PROGRAM Program Sites 8:00 am-2:00 pm: 1) Naalehu Community Center 5) Pahala Community Center 2) Keaau Elementary 6) Kekuaokalani Gym 3) Mt. View Gym 7) Kona Old Airport Pavilion 4) Kahuku Park Program Site 8:00 am-12:00 pm: 1) Hawaiian Beaches Park Program Site 9:00 am-1:00 pm: 1) Ulu Wini 3. Work in partnership with the Department of Education Child Nutrition Program and with HCEOC to sponsor free lunch programs for all summer fun sites that qualify and meet the requirements for this program. A total of 17 Summer Fun sites had free lunches and 14,557 lunches were served during the six week Summer Fun program. Vendor Kona Pacific Public Charter School provided meals to sites in West Hawaii and vendor HCEOC provided meals to all other Summer Fun sites that qualified for the USDA free lunch program. HILO DISTRICT(Total Lunches 7,160): Andrews Gym (1,624), Hilo Armory/Pu'u'eo Teen Program (185), Kawananakoa Gym (1,452),Pi'ihonua Gym (1,014),Waiakea Uka Gym (1,233), Wainaku Gym (822), Pana'ewa Park(830). HAMAKUA DISTRICT(Total Lunches 2,221): Honoka`a Gym (806), Pa'auilo Gym (514),Papa'ikou Gym (901). PUNA DISTRICT(Total Lunches 1,730): Hawaiian Beaches (369), Keaau Elementary (945), Mt. View Gym (416). WEST HAWAII,N/S Kohala & N/S Kona (Total Lunches 3,446): Waimea Community Center(839), Kekuaokalani Gym (1,556), Kona Old Airport Pavilion (769), Ulu Wini (282). Final Status Report on Program Objectives for FY 2012-13 19 PARKS & RECREATION SUMMER AND INTER-SESSION PROGRAM 4. 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 program at the Pu'u'eo Community Center in East Hawai`i,teaching life's skills with emphasis on leadership training. This will run for seven weeks from 8 a.m. to 3 p.m.,targeting teens 12— 17 years old, at a cost of$175.00 teen. • Conduct a Summer Fun Explorations Program at the Hilo Armory to run for seven weeks from 8 a.m. to 3 p.m. and target children in grades 1 —4, at a cost of $175.00 per child. The Pu'u'eo Teen Scene program and the Hilo Armory Summer Explorations program was combined into one program. The program ran from June 10 to July 19,with program hours from 8:00 am-3:00 pm. The cost of the program was $175.00 per teen. Target group was for teenagers in Grades 7th-10th, teaching them life skills with emphasis on leadership training. 5. Develop a minimum of(8) Winter Intersession programs island-wide. Winter Intersession Program December 17-28, 2012. 1) Waiakea Uka Gym—39 children registered ($35.00 per child program fee) 2) Wainaku Gym—52 children registered ($35.00 per child program fee) Other sites throughout the island adjusted their hours to better service the children in their communities during the Winter Intersession Break instead of a structured program. 6. Integrate children with disabilities into the summer and inter-session programs wherever possible,through the assistance of the Therapeutic Specialist. 2012 Winter Intersession program -No ADA accommodations were requested during the 2012 Winter Intersession program. 2013 Summer Fun Program - Specialized modification plans and training was developed for Andrews Gym, Kekuaokalani Gym and Hawaiian Beaches Park. Final Status Report on Program Objectives for FY 2012-13 20 PARKS & RECREATION xo�of ULU PARK COMPLEX 1. Provide clean, safe and well-maintained facilities: a. Close each facility once per year for general clean up and minor repairs. All facilities were closed for general clean-up and minor repairs. b. Pressure wash each facility once every quarter. Completed quarterly at each facility. c. Check on safety hazards daily. Day and night supervisors record any repair items or safety hazards on a daily checklist form. Work orders are then generated for repair or maintenance. d. Clean and sanitize facilities before and after events in 99%of the cases. Facilities were cleaned and sanitized before and after each activity. e. Work with Safety Committee to have courtesy safety inspection annually. Fire inspections were done in late June to bring our buildings up to code. 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. Mowing was done on a weekly basis,weather permitting. b. Close each ballfield at least one week annually for field renovations. The Walter Victor Complex was closed from September 1,2012 to October 15, 2012, but due to high public demand for use of the Wong Stadium, closure was not possible for field renovations at this site. c. Aerate ballfields semi-annually. Ballfields were initially scheduled to be closed for aeration but due to high public demand for use of the ballfields, closure was not possible to aerate the ballfields. Final Status Report on Program Objectives for FY 2012-13 21 PARKS & RECREATION HO'OLULU PARK COMPLEX d. Fertilize ballfields quarterly. Ballfields were initially scheduled to be closed for fertilization but due to high public demand for use of the ballfields, closure was not possible to fertilize the ballfields. 3. Provide training for staff: a. Conduct safety talks on different topics every month. Objective achieved. b. Retrain employees on equipment use semi-annually. Objective achieved. c. Have supervisors conduct equipment maintenance training and have equipment maintained weekly. Supervisors trained and maintained equipment on a weekly basis. d. Provide refresher course on Material Safety Data Sheet annually. Objective achieved. 4. Enforce rules and educate sponsors: a. Comply with Federal ADA, State OSHA, County, Department and Complex rules and regulations. Staff and supervisors are trained to enforce all rules of the Complex. b. Revise rules annually. Objective achieved. c. Distribute rules with all applications. Rules were distributed and explained to all applicants utilizing the complex. Final Status Report on Program Objectives for FY 2012-13 22 PARKS & RECREATION HO'OLULU PARK COMPLEX 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. Volunteers from the Hawaii Community Correctional Center and the Jehovah's Witness organization completed painting the Edith Kanakaole Multi-Purpose Stadium structural features and bleachers. b. Do beautification/landscaping project for each facility annually. Various groups helped to beautify our venues during the year. 6. Maximize use of all facilities within the Ho`olulu Complex by accommodating an estimated 2,400 activities annually. There were 3,934 activities accommodated this past fiscal year. Final Status Report on Program Objectives for FY 2012-13 23 PARKS & RECREATION AQUATICS �...n 1. Provide services at our nine (9)pool facilities with two (2) lifeguards on duty daily at Kona Community Aquatics Center (KCAC) a minimum of eight hours a day and one lifeguard on duty the remaining portion of the day, 95%of the time. Provide two lifeguards on duty at Sparky Kawamoto Swim Stadium and Pahoa Pool 95% of the time. Honoka`a, Laupahoehoe, Kohala, Pahala and Kona Waena will have at least one lifeguard on duty seven days a week 90% of the time.NAS pool will have at least one swim instructor/lifeguard on duty Monday through Friday, 90% of the time. Sr. Lifeguards and District Supervisors did a great job in staffing our pools. 2. Offer recreational and lap swimming for approximately 700,000 patrons. Offer Learn to Swim and other water related courses to approximately 3,000 patrons at NAS Pool and KCAC, 95% of the year and at least eight(8)weeks in the summer at all other pools. Because of the past Olympic year,we have seen an increase of interest in all water sports at our aquatic pools. There were 764,686 patrons participating in pool activities throughout the year. Even with the closure of our larger pools for maintenance such as Kawamoto, KCAC, and Pahoa (Jan. 7, 2013-Aug. 26, 2013) we still exceeded 700,000 patrons. The Learn to Swim program exceeded our expectations. There was an increase in the number of classes offered at all pools due to proper staffing, and the adjusting of schedules to keep pools open during the summer helped. 3. Develop and distribute a quarterly brochure of County of Hawai'i pool facilities highlighting recreational and adult lap swimming hours as well as swim lessons, special events, activities and programs. Quarterly Guides are distributed to all Aquatic Pool facilities and are available at Parks and Recreation offices in West Hawaii Civic Center and in Hilo. It is also online at the Recreation/Aquatics website. 4. Initiate two (2) Water Safety Instructor (WSI) classes through American Red Cross Instructor Trainers for East and West Hawai'i to increase the pool of candidates for the Learn to Swim program. American Red Cross rarely teaches any Water Safety Instructor classes. The lack of presence by the American Red Cross in the State of Hawaii offering these types of classes has made it difficult for us to achieve this objective. Final Status Report on Program Objectives for FY 2012-13 24 PARKS & RECREATION AQUATICS 5. Conduct one (1)American Red Cross Lifeguarding, one (1) CPR/AED and one (1) First Aid classes at each of our nine (9)pool facilities during the fiscal year. Sr. Lifeguards offer classes throughout the year. 6. Plan,promote and coordinate five (5)Novice Swim meets serving approximately 250 participants during the August through October 2012 season. 361 enrolled in the Novice Swim Program. Five meets were held around the Island (Laupahoehoe,KCAC, NAS, Pahala, and the Championships at Kohala Pool, on October 27,2012. 7. Sponsor or provide major support to at least two (2) open water swim competitions, one on each side of the island. Hapuna Rough Water Swim was held on Sunday July 1. Our Recreation Specialist is not directly involved as in the past but helps the organizers in getting the permits necessary. 26th Richardson Ocean Swim was held on July 29, 2012. 8. Promote workplace safety for all staff by providing personal protective equipment and safety training on an ongoing basis. Objective achieved. 9. Conduct American Red Cross Blood borne pathogens training on an annual basis in January or February for the entire division. Sr. Lifeguards train their staff. 10. Recertify all staff in American Red Cross Lifeguarding and CPR/AED during the month of November. All staff was recertified in November 2012 at two locations, KCAC and NAS Pools. Final Status Report on Program Objectives for FY 2012-13 25 PARKS & RECREATION AQUATICS 11. Reduce utility costs at all facilities by implementing green technologies and proactive practices. We are in the process of purchasing VFD's for our pools to reduce electricity costs. Pahoa Pool is being renovated to make the pool more energy efficient. Cost savings are discussed throughout the year at staff meetings. 12. Reduce chemical costs at all facilities by prudent work practices, education and new technologies. Despite trying to find new ways to reduce the cost of chemicals at our facilities we cannot control the ever rising cost of the chemicals used to maintain the water quality of our pools to keep it safe. Increased pool use by the public means increased chemical use to keep the water quality at a safe level. Staff does their best keeping updated on possible new products that may help reduce the cost of chemicals. Final Status Report on Program Objectives for FY 2012-13 26 PARKS & RECREATION CULTURE & EDUCATION 1. Provide 70 workshops and classroom instructions in various disciplines, music, dance, drama, arts, crafts, and natural sciences at established sites Countywide. Conducted a total of 98 classes/workshops or achieved 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. Coordinated and conducted the Fourth of July Hilo Bay Blast,Hilo Bay BBQ Contest,2012 Paradise Cruise, The Family Biker Fest 2012, The 2012 Queen Lili'uokalani Festival, The World Peace Festival, Moku 0 Keawe International Hula Competition, The Christmas Wreath Exhibition and Magic of the Season" Festival of Trees at the Hawaii County Building,2013 Cherry Blossom Heritage Festival,Jubilee Merrie Monarch Coronation Ball,Merrie monarch Kalakauaa Beard Contest, and Barber Shop Quartet contest. 3. Market programs by securing community involvement and financial support through six partnerships/sponsorships. Coordinated and worked in partnerships with the following agencies to maximize resources and financial support. KWXX, K-BIG, Lehua Jaycees, Big Island BBQ Association, Hawaii Island Cruisers, Us Guys Motorcycle Club, Hilo Auto Club, Queen Lili'uokalani Children's Trust, Kawananakoa Community Association, Hawaii Tropical Flowers Association, Floral Resources Hawaii, Waikoloa Queen's Marketplace, Moku 0 Keawe Foundation and the Downtown Improvement Association- Main Street, Waimea Art Center, Kamuela Hongwanji Mission, Parker Ranch Center, Parker Ranch,Waimea Preservation Society, and the Office of the Japan Counsel General. 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. Hawaii Tribune Herald, Honolulu Star Advertiser, County Web Site, KWXX Radio, K-BIG Radio, Hawaiian Airlines, Travel Magazines, KITV, KGMB, Hawaii Island Chamber of Commerce, Big Island Japanese Chamber of Commerce and other community and business organizations. Final Status Report on Program Objectives for FY 2012-13 27 . 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 9,992 seniors annually and conducting an annual evaluation on each program. Provided services to 12,445 seniors, or 125% of the established objective of 9,992 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 island-wide. 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, 2013. 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 or 100% of the established objective of two semi-annual inspections of 32 senior center facilities, and conducted 59 staff safety evaluations/training or 118% and of the established objective of 50 staff evaluations/training. Final Status Report on Program Objectives for FY 2012-13 28 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. 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 3,300 copies for distribution to over 200 organizations quarterly. Printed and distributed four issue of the Kupuna News magazine, or 100% of the objective of four issues. Final Status Report on Program Objectives for FY 2012-13 29 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 island-wide by June 30, 2013. Served 2,843 or 114% 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, 2013. Served 2,980 or 291% 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 district wide 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, 2013. Provided 17 district events or 170% of the goal of 8 activities for a total of 2,050 older adults or 139% of the goal of 1,475 older adults. Activities were: Pua Kea Hula Show, Kona Mauka Rotary Ground Golf,Hawaii State Karaoke Revue, Senior Art Exhibit, Senior Strut, Big Island Senior Talent Show & Kalopa Spring Fling. EAD Special Program 1. Provide at least five countywide/state/national/international events for 1,850 older adults by June 30, 2013. Provided six or 120% of the established objective of five events and served 2,392 or 129% of the established objective of 1,850 older adults. Final Status Report on Program Objectives for FY 2012-13 30 PARKS & RECREATION ELDERLY ACTIVITIES 2. Serve a total of 750 older adults in at least three countywide special events and serve 800 older adults in one statewide event by June 30, 2013. Countywide: Provided four or 133% of the established objective of three countywide events and served 1,501 or 200% of the established objective of 750 older adults. Statewide: Provided two or 200% of one statewide event, and served 889 or 111% of the established objective of 800 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, 2013. Provided one or 100% of the established objective of one cultural event and served 441 or 147% of the established objective of 300 older adults. Attracted 1,745 or 145% of the established objective of 1,200 attendees. Final Status Report on Program Objectives for FY 2012-13 31 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 1. Continue focusing on the rainforest theme by acquiring 2 new appropriate rainforest animals. We acquired 13 Amakihi (Native Hawaiian Forest Honeycreepers) and a pair of Eclectus Parrots during fiscal year 2012-13. 2. Successfully breed two animal species for exhibit or to trade with other facilities. Our Black& White Colobus Monkeys unfortunately produced a still born baby in December 2012, but on August 10,2013 she gave birth to another baby that is healthy and doing well to date. 3. Work with FOZ to host at least 2 events to promote the zoo and increase the number of visitors. Namaste's 13th Birthday event was held on September 29'2012 with over 2,000 visitors that day. Christmas for the Animals was held on Saturday,December 8,2012. 4. Work with community groups to help facilitate 10 major volunteer projects to maintain and improve the Zoo and Equestrian Center. Hawai`i Forest Industry Association (HFIA) is continuing to secure funding and work on the second phase of the "Discovery Forest at the Pana`ewa Rainforest Zoo & Gardens" to plant and maintain a native forest garden and agro forestry site. They completed construction of an informational sign kiosk and will be finalizing the educational information in the near future. JoAnn Nishimoto's Hilo High School class completed 7 workdays to help maintain the Cycad Garden. Hawaii Island Palm Society completed 3 workdays to clear new areas and plant new palms and fertilize the existing ones. Hawaii Chapter of the Rhododendron Society had 3 work days to expand, improve and maintain the gardens and plant new varieties Friends of the Zoo enrichment team and volunteers constructed new perching and toys and placed them in the aviaries for all zoo birds. Final Status Report on Program Objectives for FY 2012-13 32 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 5. Secure funding to reinstate the Zoo Information/Education Specialist and the zoo educational program. We have been unable to identify an outside source of funding, but a supplemental funding request will be submitted through the budget process. 6. Provide a venue for annual recreational equestrian events at the Pana`ewa Equestrian Center: a. host 3 rodeo events annually August 18,2012 - Hawai`i Horse Owners Assoc (Keiki Fun Day Rodeo) October 13, 2012 - Da Hui Ohana (Gymkama Event) December 15,2012 - Da Hui Ohana (Gymkama Event) February 16, 17, 18 2013 - Hawai`i Horse Owners Assoc (Statewide Rodeo) b. host 3 dressage events annually. September 16,2012 - Hawai`i Isle Dressage & Eventing (Horse Show) October 3—7, 2012 - Hawai`i Isle Dressage & Eventing(Clinic) November 10,2012 -Hawai`i Isle Dressage & Eventing(Horse Show) January 26,2013 - Hawai`i Isle Dressage & Eventing(Horse Show) March 2,2013 -Hawai`i Isle Dressage & Eventing (Horse Show) June 7,2013 -Hawai`i Isle Dressage & Eventing(Horse Show) Final Status Report on Program Objectives for FY 2012-13 33 1 6 PINIIlVG PLANNING PLANNING Administrative Permits 1- Public Service and Education: Provide accurate and timely information to the public at the counter regarding planning department-related inquires and requirements. Objective is being achieved. Zoning Clerks continue to serve the public at the counter. Residential building permits are no long reviewed at the counter, but undergo intake at DPW, and forwarded to our department in batches for in-house review. 2- Administrative Permits/Application Processing: Process Variances, Plan Approvals, PUDs, Farm Dwellings, Ohana Dwelling Permits, De Minimis, Subdivision applications, Pre-existing Lot determinations/Lot of Record confirmations, CPRs, and other related requests and inquiries in a timely manner. Review building permits and complete other zoning compliance forms and requirements for businesses and agencies. Objective is being achieved. We continue to process regulatory applications. 3- Tax Mapping: Maintain and generate graphical resources and tax mapping information in response to changes in real property; assign addresses and street names to maintain address databases critical to E911 services. Objective is being achieved. With the loss of the Tax Map supervisor,we are undergoing recruitment for filling this important position. 4- Code Compliance: Investigate complaints and alleged violations submitted by the public for compliance with State and County land use laws, ordinances, rules, and permits. Objective is being achieved. We loss two inspectors in the latter part of 2013. We have hired one inspector and currently in recruitment process for the second inspector's position. 5- Staff and Organizational Development: Develop a program for building leadership talent and a team that provides quality services to the public and government agencies. Objective being achieved. Our monthly staff meetings have served as a valuable opportunity to identify staff needs, cross train, and to be informed about our about our entire division's focus and goals Six Month Progress Report on Program Objectives for FY 2013-14 1 PLANNING PLANNING Administrative Services 1-Records Management: Complete the restructuring of our LaserFiche repository; Complete scanning of physical data into electronic files; Define permit tracking systems using Eden and LaserFiche in tandem; and Continue to expand and refine GIS to provide a powerful informational tool for staff and other government agencies Objective being achieved. We've made changes to our basic structure to facilitate handling of confidential/pre decisional documents. 2-Personnel: Continue to evaluate department structure and organization to help increase planning and regulatory functions; Seek training opportunities without impacting the budget with emphasis on customer service skills. Objective being achieved. Several staff changes going on in the department. Restructuring and filling positions has turned into a huge personnel challenge; it will however work towards the department's increase efficiency. 3-Funding: Track and provide additional or expanded fiscal expenditure reports to be used as managerial tools in the management of fiscal budget, Geothermal funding, and CZM funding. Objective being achieved. Long Range 1-Coastal Zone Management(CZM): Review all public access inquiries, environmental assessments, and environmental impact statements. Maintain the public access geodatabase, enforce shoreline setbacks, and manage public access easements. Manage the CZM contract and produce the CZM semi-annual and annual reports; and continue drafting a new or amended Planning Department rule for shoreline setbacks. Process all Special Management Area(SMA) Assessments within the specified 35-day requirement. Attend all State Office of Planning's CZM County Directors' meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee meetings as budgetary constraints will allow. Review and analyze the county's SMA boundaries for possible amendments as needed. Objective being achieved. 2-Regional Planning Programs: Community Development Plans (CDP): Continue producing the Hamakua CDP and the Ka'u CDP, and continue with implementation of Puna CDP. General Plan (GP): Draft and facilitate GP amendments as needed. Six Month Progress Report on Program Objectives for FY 2013-14 2 PLANNING PLANNING Continue to work with other County departments, outside agencies, and the public on various long range planning needs. Objective being achieved. 3-Administrative Programs: Produce annual reports and facilitate the management of: Capital Improvement Program Budget Package; Professional Services; Fair Share; Zoning Code and Subdivision Code Amendments (as needed); Planning Department and Board of Appeals rule amendments (as needed); and review and comment on State legislation as needed. Objective being achieved. 4-Other Planning Programs: Staff and support: Board of Appeals; CDP Action and Steering Committees; ORMP Policy and Working Group Committees; Green Team; DOT Pedestrian Plan Technical Advisory committee (TAC); DOT Bike Plan TAC; DOT Regional Long Range Transportation Plan TAC; DOT Sub-Statewide Transportation Advisory Committee; and DOT Urban Boundary and Functional Classification TAC. Objective being achieved Planning 1-Planning Commissions: Amend Planning Commission Rules of Practice and Procedures to refine processes and requirements to better address the legal, technical, functional and financial obligations of the Planning Commissions to ensure a fair, balanced and more cost-effective approach in the processing of applications and in the manner its hearings are conducted. Looking at a complete overhaul of our application forms to make them more user friendly and provide for better discussions about a proposed project. Current application forms are, at times, too technical. Objective being achieved. Focus in recent months have been to effectuate code amendments to remove inconsistencies and conflicting sections resulting in increasing effectiveness in application. Continuing to work on restructuring applications for ease of use. Current effort to revise action letters from the Planning Commissions to make it more effective in conveying the information to the applicant and focusing on the conditions of approval. 2-Land Use: Explore methods to provide for improved management and enforcement of land use permits and ordinances, including improved coordination between the various divisions within the Planning Department and affected agencies, to ensure that the requirements of these permits and ordinances are implemented in a timely, complete and effective manner. Six Month Progress Report on Program Objectives for FY 2013-14 3 PLANNING PLANNING Objective being achieved. Continuing discussion with other managers regarding enforcement of permit and ordinance conditions. Working to enhance coordination between divisions to accomplish enforcement and condition monitoring,which has shown promise on two recent enforcement actions involving multiple divisions. 3-Administration: Explore opportunities in enhancing the administration of the various ordinances and permits issued by the County Council and Planning Commissions. Such efforts will include a)revisions to application forms to make them more user-friendly; b) continual revisions to codes, departmental and Commission rules of practice and procedure to better clarify processes; and c) seek more resources to provide management of approvals and permits and their conditions of approval. Objective being achieved. Form revisions still ongoing and hope to finish in the first half of 2014. Looking at restructuring of areas of responsibility within the Planning Division in order to provide for greater efficiencies which includes assessing workflows between divisions. For example, discussions have occurred regarding the servicing of the Board of Appeals from the Long Range Division to the Planning Division to reduce the possibility of conflicts associated with appeals of work products prepared by the very staff that serves the Board of Appeals. West Hawaii 1-Permit/Application Processing: Conduct site investigation of alleged violations within two weeks of receipt of complaints. Process applications in a timely manner and refine workflow to increase efficiency. Objectives are being achieved with improved tracking of applications, and with participation in MAGNET and the joint building permit application review process. Objectives also being achieved in regards to investigation of alleged violations. Work is also continuing with discussion with each of the CDP Action Committees on ways to implement the CDP. 2-Regulartory Environment: Assess and revise County Code and Commission/Departmental Rules for such outcomes including, but not limited to, 1) improving comprehensive Planning efforts, 2) removing redundancies, 3) altering submittal and timing requirements, 4) increasing coordination with reviewing entities, and 5) updating/broadening public and private infrastructure and development standards. Conduct site investigation of alleged violations within two weeks of receipt of complaints. Staff and support of the Leeward Planning Commission Objective being achieved Six Month Progress Report on Program Objectives for FY 2013-14 4 PLANNING PLANNING 3-Regional Planning Programs: Community Development Plans (CDP): Work towards implementation of the North Kohala, South Kohala and Kona CDPs. Produce all updates and annual reports for the Kailua Village Design Commission. Objective being achieved. Six Month Progress Report on Program Objectives for FY 2013-14 5 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 being achieved. 2. Process all SMA Assessments within the specified 35-day requirement. Objective being achieved. 3. Conduct site investigation of alleged violations within two weeks of receipt of complaints. Objective being achieved. 4. Monitor all CZM-related legislative bills during the State Legislative session and provide testimonies as needed(January to May). Objective being achieved. 5. Attend all Marine and Coastal Zone Advocacy Council (MACZAC)meetings, which are normally held every other month as budgetary constraints will allow. Objective being achieved. 6. Attend all State Office of Planning's CZM County Directors meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee meetings as budgetary constraints will allow. Objective 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 being achieved. 8. Continue to advertise Planning Commission agenda and hearing notices for all SMA and SSV Permit applications as required by law. Objective being achieved. 9. Provide the Office of Planning with semi-annual reports within seven days after December 31st, and June 30th of the Fiscal year. Six Month Progress Report on Program Objectives for FY 2013-14 6 PLANNING COASTAL ZONE MANAGEMENT Objective 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 being achieved. Six Month Progress Report on Program Objectives for FY 2013-14 7 PLANNING PLANNING Administrative Permits 1-Permit/Application Processing: Process applications in a timely manner and refine workflow to increase efficiency. HILO: Non-Residential building permits continue to be reviewed in the Plan Review Room. In addition,Residential building permits are no longer being reviewed over the counter but collected at the DPW-Building Division and processed by the Planning Department through an in-house `batch' review of permits. KONA: Both residential and non-residential building permits are being collaboratively done in the Kona Permit Review Room on the same day. 2-Tax Mapping: Maintain/generate graphical resources and tax mapping information to respond to changes in real property; Assign addresses and maintain address databases critical to E911 services. Objective Achieved. 3-Regulatory Environment: Assess and revise County Code and Commission/Departmental Rules for such outcomes including, but not limited to, 1) improving comprehensive Planning efforts, 2) removing redundancies, 3) altering submittal and timing requirements, 4) increasing coordination with reviewing entities, and 5)updating/broadening public and private infrastructure and development standards. Objective for a comprehensive review of Zoning Code and Departmental Rules has not been achieved due to limitations of staff and the need to focus on processing and meeting deadlines for regulatory permits and applications. Efforts have been made to propose individual amendments by creating a `fix-it' list and identifying priority changes. Administrative Services 1-Records Management: Continue to refine permit tracking systems to provide more efficient workflow that would include increasing GIS capacity, LaserFiche record storage, GPS data gathering to enhance GIS and EDEN. Increase reliance on LaserFiche with EDEN used for permit numbering. Final Status Report on Program Objectives for FY 2012-13 1 PLANNING PLANNING Objective for LaserFiche record storage not yet achieved. We've gone back to basics and starting with defining some of our documents. Once completed,we will make adjustments to the work flow of our documents. Due to the extremely large volume of documents,we still have the challenge of adequate staffing to complete all the scanning. This objective shall remain on our agenda throughout the next fiscal year. 2-Personnel: Restructure departmental organization to help increase planning and regulatory functions; Provide training opportunities for all segments of the department to develop or increase staff capacity in customer service and planning skills. Objective achieved. 3-Funding: Track and provide fiscal expenditure reporting to be used as a managerial tool in the management of fiscal budget, Geothermal funding, and CZM funding. Amend Rules and/or Code to allow permit fees increase to meet rising expenditures of processing these permits. We were able to complete the fiscal year within budget. Long Range 1-Coastal Zone Management (CZM): Review all Special Management Area(SMA) Applications, Public Access Inquiries, Environmental Assessments, and Environmental Impact Statements. Maintain the Public Access Geodatabase, enforce Shoreline Setbacks, and manage Public Access Easements; Manage the CZM Contract and produce the CZM Semi-annual and Annual Reports; and Draft and adopt a new Planning Department Rule for Shoreline Setbacks. Work with the State on Climate Change and Sea Level Rise initiatives and policies. Department is applying for funding to assist with amendments to the Shoreline Setback Rule 2-Regional Planning Programs: Community Development Plans (CDP): Complete the Ka'u CDP (Fall of 2012); continue working on the Hamakua/North Hilo CDP. Continue implementation of Puna CDP; General Plan(GP)—Produce all updates and annual reports, and start the 10-year comprehensive GP update; and Transportation Planning, Bike and Pedestrian Planning, Agricultural Planning and HI Roadway Standards. Final Status Report on Program Objectives for FY 2012-13 2 PLANNING PLANNING KONA: Implementation continues for N. Kohala CDP, S. Kohala CDP and Kona CDP. The 5-year review of the Kona CDP has commenced and is in the 1St completed draft stage. Objective being achieved. 3-Administrative Programs: Capital Improvement Program Budget Package; Professional Services; Fair Share; Zoning Code and Subdivision Code Amendments (as needed); Planning Department and Board of Appeals Rule Amendments (as needed); Hawaii Livable Communities Code (SmartCode). Objective achieved. 4-External Planning Programs: Staff and support 1)Board of Appeals; all CDP Action and Steering Committees; ORMP Policy and Working Group Committees; Green Team; DOT Pedestrian Plan Technical Advisory committee (TAC); DOT Bike Plan TAC; DOT Regional Long Range Transportation Plan TAC; DOT Sub-Statewide Transportation Advisory Committee. All are ongoing committees and involve either monthly or quarterly meetings. Planning 1-Planning Commissions: Amend Planning Commission Rules of Practice and Procedures to refine processes and requirements to better address the legal, technical, functional and financial obligations of the Planning Commissions to ensure a fair, balanced and more cost-effective approach in the processing of applications and in the manner its hearings are conducted. Looking at a complete overhaul of our application forms to make them more user friendly and provide for better discussions about a proposed project. Current application forms are, at times,too technical. All objectives are still "works in progress". Final Status Report on Program Objectives for FY 2012-13 3 PLANNING PLANNING 2-Land Use: Explore methods to provide for improved management and enforcement of land use permits and ordinances, including improved coordination between the various divisions within the Planning Department and affected agencies, to ensure that the requirements of these permits and ordinances are implemented in a timely, complete and effective manner. Objective being achieved. Final Status Report on Program Objectives for FY 2012-13 4 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 achieved. 4. Monitor all CZM-related legislative bills during the State Legislative session and provide testimonies as needed (January to May). Objective achieved. 5. Attend all Marine and Coastal Zone Advocacy Council (MACZAC)meetings, which are normally held every other month as budgetary constraints will allow. We have the same planner attending all meetings so there is consistency in the exchange of information. 6. Attend all State Office of Planning's CZM County Directors meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee meetings as budgetary constraints will allow. Objective achieved. See #5 Final Status Report on Program Objectives for FY 2012-13 5 19 POLICE POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION 1. To accommodate at least 95% of request for Public Safety/Health Talks from the community. Of 54 requests for Public Safety/Health Talks, accommodated 54 requests, or 100% of request. 2. To accommodate at least 95% of request for station tours for students and community members. Of 19 requests for Station Tours, accommodated 19 requests for 274 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 absences, a total of 200 sworn personnel or 46% of sworn staffing was 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 31,2013, Sworn staffing at 96% (431 out of 448 authorized positions filled). As of December 31,2013, Civilian staffing at 94%, (135 out of 143 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 31,2013, department personnel received a total of 24,726.2 hours of training,meeting 444% of this goal. Six Month Progress Report on Program Objectives for FY 2013-14 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 31,2013,the turnaround time for Police Reports by the Word Processing Center is 5.5 days. 7. Process 85% of requisitions received from districts and bureaus within a month. Processed 3,615 out of 4,222 requisitions received or approximately 86% of requisitions received. 8. Fill 90% of all special duty requests for officers. Filled 3,951 out of 4,126 requests for special duty or 96% of requests. 9. Collect and reconcile 85% of leave applications within the month. Reconciled and collected 384 out of 384 leave applications or 100% of leave applications. 10. Fill 90% of requests for storeroom supplies within the month. Filled 1,089 out of 1,114 requests for storeroom supplies or 98% of request. Six Month Progress Report on Program Objectives for FY 2013-14 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 31,2013, processed 55 out of 55 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 December 31,2013, issued 87 out of 87 impound letters to vehicle owners within a week of receipt, or 100% of goal attained. 3. Issue at least 95% of traffic violation letters to vehicle owners within a week. As of December 31,2013, issued 82 out of 83 violation letters to vehicle owners within a week of receipt, or 99% of goal attained. 4. Process at least 95 % of firearms permits within the month received. Processed 2,442 out of 2,468 firearms permits within the month received or 99% of goal attained. 5. Complete at least 95% of requests for mobile radio systems per month. Completed 66 out of 66 requests for mobile radio systems within the month received, or 100% of goal attained. 6. Conduct at least 96 radio-site inspections. Conducted 67 radio-site inspections or 69% of goal attained. 7. Process and dispatch personnel to 100% of calls for service received. As of December 31,2013,the Communications Dispatch Section, processed and dispatched personnel to 112,611 calls for service. Six Month Progress Report on Program Objectives for FY 2013-14 3 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS CRIMINAL INTELLIGENCE UNIT 1. Complete 90% of assignments within 30 days. Completed 324 out of 324 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 176 out of 176 Criminal History checks within the specified thirty days 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 139 criminal investigations, meeting 210% 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, 2013, completed 195 control reports maintaining 101% 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 31,2013, conducted 2 presentations at semi-annual Statewide Inter-County Criminal Intelligence Unit (ICCIU) conferences. Six Month Progress Report on Program Objectives for FY 2013-14 4 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS OFFICE OF PROFESSIONAL STANDARDS 1. Conduct complete and thorough internal investigations seeking a monthly clearance rate of 67%. As of December 31,2013, of the 20 internal investigations initiated, completed 16 Internal Investigations, meeting 100% of objective. 2. Conduct complete and thorough internal inquiries, seeking a monthly clearance rate of 85%. As of December 31,2013, completed 24 Internal Inquiries or 100% of the investigations, 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 31,2013, conducted 13 monthly inspections, meeting 101% of objective. 4. Provide no less than three (3) 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 2013, submitted the report to the State Legislature meeting goal requirement. Six Month Progress Report on Program Objectives for FY 2013-14 5 POLICE OPERATIONS BUREAUS 1. To achieve a burglary clearance rate of 30%. Of 657 Burglary cases initiated, 147 cases were cleared, achieving an average 22.4% Burglary clearance rate. 2. To achieve a theft clearance rate of 30%. Of 2,311 Theft cases initiated, 1,121 cases were cleared, achieving an average 48.5% Theft clearance rate. 3. To achieve a robbery clearance rate of 60%. Of 41 Robbery cases initiated,25 cases were cleared, achieving an average 60.8% Robbery clearance rate. 4. To maintain a sexual assault clearance rate of 80%. Of 146 Sexual Assault investigations initiated, 163 cases were cleared, achieving an average 112% clearance rate. 5. To attain at least a 65% service of Court Documents received. Served 5,766 Court Documents of which 21,816 were received during this Fiscal Year, approximately 26.45% of documents. 6. To conduct 720 hard drug investigations (heroin,cocaine, and crystal methamphetamine). Initiated 571 hard drug cases, maintaining 79.3% this goal. 7. Crime Lab to achieve an assignment clearance rate of 90%. As of December 31,2013, the Crime Lab cleared 819 cases,to include the 938 that were assigned during this period, a clearance rate of 87%. 8. HI-PAL to serve 60 youths in three (3) age groups for each month and a 36% participation of"at-risk youths" out of all youths served. Served a combined total of 2,099 youths for the three (3) age groups; of this total, 1,225 or 58.36% were "at risk youths." Six Month Progress Report on Program Objectives for FY 2013-14 6 POLICE OPERATIONS BUREAUS 9. Community Policing Program to complete at least twenty-four(24) 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 December 31,2013, completed 486 Problem-solving Activities and 90 Crime Prevention Activities. 10. Community Policing Program to complete at least forty-eight (48) Abandoned Vehicle/Beautification Projects annually, through the development of partnerships with the community. Completed 54 projects, or exceeding 113% of this objective. 11. 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 31,2013,provided 31 D.A.R.E. Classes involving approximately 901 students from 10 schools and 2 training programs. Six Month Progress Report on Program Objectives for FY 2013-14 7 POLICE ADMINISTRATIVE BUREAU 1. To accommodate at least 95%of request for Public Safety/Health Talks from the community. Of 129 requests for Public Safety/Health Talks,accommodated 129 requests, or 100% of request. 2. To accommodate at least 95% of request for station tours for students and community members. Of 41 requests for Station Tours, accommodated 41 requests for 5,988 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 absences, a total of 409 sworn personnel or 100% of sworn staffing was 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, 2013, Sworn staffing at 94%, (413 out of 438 authorized positions filled). As of June 30,2013, Civilian Staffing at 91%,(131 out of 143 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 30,2013, department personnel received a total of 51,963.45 hours of training, meeting 934% of this goal. 6. Maintain the level of proficiency in the Word Processing Center with a turnaround time of less than ten(10) days for processing reports. As of June 30,2013,the turnaround time for Police Reports by the Word Processing Center is 5.0 days. Final Status Report on Program Objectives for FY 2012-13 1 POLICE ADMINISTRATIVE BUREAU 7. Process 85%of requisitions received from districts and bureaus within a month. Processed 8,543 out of 9,620 requisitions received or approximately 89% of requisitions received. 8. Fill 90%of all special duty requests for officers. Filled 9,279 out of 9,870 requests for special duty or 94% of requests. 9. Compile a listing of all outstanding leave papers and distribute to district commanders bi monthly. Reconciled and collected 768 out of 768 leave applications or 100% of leave applications. 10. Fill 90%of requests for storeroom supplies within the month. Filled 1,612 out of 1,665 requests for storeroom supplies or 97% of request. Final Status Report on Program Objectives for FY 2012-13 2 POLICE ADMINISTRATIVE BUREAU - Technical Services 1. Process and issue at least 95%of road closure permits within the month received. As of June 30,2013, processed 82 out of 82 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 30,2013, issued 53 out of 53 impound letters to vehicle owners within a week of receipt, or 100% of goal attained. 3. Issue at least 95%of traffic violation letters to vehicle owners within a week. As of June 30,2013, issued 201 out of 211 violation letters to vehicle owners within a week of receipt, or 95% of goal attained. 4. Process at least 95%of firearms permits within the month received. Processed 5,775 out of 5,775 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 110 out of 110 requests for mobile radio systems within the month received, or 100% of goal attained. 6. Conduct at least 96 radio site inspections. Conducted 136 radio-site inspections or 125.9% of goal attained. 7. Process and dispatch personnel to 100% of calls for service received. As of June 30,2013,the Communications Dispatch Section, processed and dispatched personnel to 162,197 calls for service. Final Status Report on Program Objectives for FY 2012-13 3 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS Criminal Intelligence Unit 1. Complete 90% of assignments within 30 days. Completed 648 out of 648 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 362 out of 362 Criminal History checks within the specified thirty-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 292 criminal investigations, meeting 221% of goal. 4. Compile, produce, analyze and forward to Police Administrators no less than 32 intelligence reports per month. As of June 30,2013, completed 287 control reports maintaining 75% 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 30,2013, conducted 4 presentations at semi-annual Statewide Inter-County Criminal Intelligence Unit (ICCIU) conferences. Final Status Report on Program Objectives for FY 2012-13 4 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS Office of Professional Standards 1. Conduct complete and thorough internal investigations seeking a monthly clearance rate of 67%. As of June 30,2013, of the 31 internal investigations initiated, completed 25 Internal Investigations, meeting 81% of objective. 2. Conduct complete and thorough internal inquiries, seeking a monthly clearance rate of 85%. As of June 30,2013, completed 39 of 40 Internal Inquiries or 98% of the investigations, meeting 98% 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 June 30, 2013, conducted 38 monthly inspections, meeting 158% 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. Conduct a total of 37 in-service training sessions, maintaining 102% 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 2012, submitted the report to the State Legislature meeting goal requirement. Final Status Report on Program Objectives for FY 2012-13 5 POLICE OPERATIONS BUREAUS 1. To achieve a burglary clearance rate of 30%. Of 1,146 Burglary cases initiated,209 cases were cleared, achieving an average 18.24% Burglary clearance rate. 2. To achieve a theft/auto theft clearance rate of 30%. Of 5,038 Theft cases initiated, 1,630 cases were cleared, achieving an average 32.35% Theft clearance rate. 3. To achieve a robbery clearance rate of 60%. Of 80 Robbery cases initiated, 40 cases were cleared, achieving an average 50.0% Robbery clearance rate. 4. To maintain a sexual assault clearance rate of 80%. Of 355 Sexual Assault investigations initiated,244 cases were cleared, achieving an average 63.18% clearance rate. 5. To attain at least a 65% service of court documents received. Served 25,620 Court Documents of which 40,552 were received during this Fiscal Year, approximately 63.18% of documents. 6. To conduct 720 hard drug investigations (heroin,cocaine and crystal methamphetamine). Initiated 967 hard drug cases, maintaining 134.31% this goal. 7. Crime Lab to achieve an assignment clearance rate of 90%. As of June 30,2013, the Crime Lab cleared 1,532 cases,to include the 1,556 that were assigned during this period, a clearance rate of 98%. 8. 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 5,832 youths for the three (3) age groups; of this total, 1,446 of 25.0% were "at risk youths." Final Status Report on Program Objectives for FY 2012-13 6 POLICE OPERATIONS BUREAUS 9. 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 June 30,2013, completed 440 Problem-solving Activities and 225 Crime Prevention Activities. 10. Community Policing Program to complete at least 48 Abandoned Vehicle/Beautification Projects annually through the development of partnerships with the community. Completed 98 projects, or attaining 204% of this objective. 11. 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 30,2013, provided 373 D.A.R.E. Classes involving approximately 1,510 students from 12 schools and 2 training programs. Final Status Report on Program Objectives for FY 2012-13 7 PROSECUTING ATTORNEY PROSECUTING ATTORNEY GENERAL PROSECUTION Core prosecution and victim services: 1. Attend all courts in the County and prosecute all violations of State and County laws, ordinances and regulations. We prosecuted in all Circuit,District, and Family courts in Hilo, Kona,North and South Kohala,Hamakua, and Ka'u. In addition we presented cases to the Grand Jury,provided service to the adult and juvenile Drug Court, provided service to the mental health calendars, and handled all appeals. 2. Maintain a professional, dedicated and trained staff to carry out the duties of the Prosecuting Attorney as defined under the County Charter. Our staff participated in approximately 42 trainings to date. Whenever possible, we obtained scholarships and stipends to defray expenses. Staff training is important to improve skills for specialized areas of prosecution. We had staff cross trained among specialty areas. 3. Attend to the needs of victims and witnesses as they go through the criminal justice system to include providing case information, assistance with restitution and crime victim compensation and referrals to appropriate agencies. To date,we provided assistance to 3715 persons,which included service to 2532 victims and witnesses of crime and their significant others. 4. Expand criminal case processing improvements utilizing technology within the office as well as among criminal justice system partners. We implemented electronic generation of contempt of court complaints in approximately 90% of cases in Hilo and 90% of cases in Kona. 5. Expand implementation of the Document Management System to generate 50% of discovery electronically. This is on hold at the present time. We worked on establishing the interface from the Police RMS to Laserfiche. Training was attended to complete workflow construction so that electronic discovery can be completed once the interface is completely operational. 6. Provide statewide Traffic Safety Resource Prosecutor to develop effective enforcement strategies to reduce highway offenses and traffic crashes. Six Month Progress Report on Program Objectives for FY 2013-14 1 PROSECUTING ATTORNEY GENERAL PROSECUTION Although unfunded,we have provided the TSRP for the State and coordinated enforcement strategies to reduce highway safety violations and traffic crashes, and kept abreast of current issues related to traffic safety, including legislation, caselaw, and trial practice. An annual training for fifty was planned for law enforcement personnel and prosecutors and then presented in July to provide tools to evaluate cases, initiate appropriate charges, and pursue successful prosecutions of traffic safety-related cases. 7. Continue the Elder Abuse and Fraud project to address neglect,physical abuse, sexual abuse and financial exploitation of our elderly community. The Elder Abuse team delivered in-person safety and abuse resource presentations to elders and their support systems, at senior clubs, churches and community organizations. In addition,the EA Team has started a collaborative effort with KTA Superstores to advance Big Island residents' awareness of elder issues. Currently we are preparing fall prevention flyers ("FALLING—It's No Joke")to be distributed through the KTA stores island-wide. Prosecutor Mitch Roth and a member of the EA team have also appeared regularly on KTA's Seniors Living in Paradise, they presented steps and strategies elders can take to keep themselves safe and healthy. The EA Team is also met and communicated with police,APS and DCCA to improve cross-communication to join forces on investigations of crimes against elders. Cases that were originally declined by both police and prosecutors as "civil matters" have been re-opened, investigated and prosecuted. Improving the criminal justice system: 1. Coordinate two training/educational workshops to improve the criminal justice system. A training was presented in July that focused on Investigating and Prosecuting the impaired Driver and Advanced Trial Advocacy. Fifty attendees participated. A training on elder abuse awareness is being planned. 2. Meet quarterly with the Hawai`i County Police Department to discuss joint initiatives,policies, and procedures to improve investigations and prosecutions. We have held two Police/Prosecutor meetings to discuss issues and status of ongoing projects. Numerous other meetings have been held with police for briefings, conferrals on specific cases, and on other specific topics. Six Month Progress Report on Program Objectives for FY 2013-14 2 PROSECUTING ATTORNEY GENERAL PROSECUTION 3. 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 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, Family Violence Interagency Committee, Domestic Violence Fatality Review, Child Death Review, East Hawaii Coalition for the Prevention of Child Abuse and Neglect, Hawaii Justice Reinvestment Initiative, Big Island Criminal Justice Task Force, Visitor Aloha Society of Hawaii,UHH Coordinated Response Team, and Hawaii Coalition Against Human Trafficking. 4. Meet quarterly with Hawai`i criminal justice agencies to discuss appropriate interventions and consequences for offenders. Staff participated in numerous statewide and island-wide committees which include--Law Enforcement Coalition (LEC),Hawaii Prosecuting Attorney's Association (HPAA), State Highway Safety Planning,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), Internet Crimes Against Children Task Force (ICAC), HiTec—Hawai'i Technology Crime Task Force, and Visitor Aloha Society of Hawaii (VASH). Although not quarterly, staff also met with agencies: Big Island Drug Court Planning Team, Chronic Homelessness Intervention and Rehabilitation Project,West Hawai`i Going Home Coalition,Big Island Criminal Justice Task Force, Children's Justice Center Interagency Committee, and West Hawaii Child Welfare System Interagency committee. Community initiatives to promote crime prevention and intervention and other efforts: 1. Support juvenile delinquency prevention and intervention initiatives. During this period we continued development of the Big Island Juvenile Intake and Assessment Center(BIJIAC) pilot project by meeting with Family Court Juvenile Services, Child Welfare Services, Hawai'i Police Department, Department of Health, and The Salvation Army Family Intervention Services to better coordinate service delivery to youth and their families. In addition to BIJIAC,we have further developed two Hawai'i Teen Outreach Project® (TOP®) clubs at the Youth Challenge Academy, and have delivered two Six Month Progress Report on Program Objectives for FY 2013-14 3 PROSECUTING ATTORNEY GENERAL PROSECUTION facilitator trainings to certify more facilitators who are interested in leading a TOP club in their community. Our Juvenile Accountability Block Grant supported youth on probation and their families to help youth successfully complete the terms and conditions of their probation. Lastly,we engaged youth in identifying,prioritizing, and addressing issues in their communities by co- coordinating the annual Youth Action Summit—this year's theme was homelessness and hunger, however some groups chose to address bullying and violence prevention. 2. Support domestic and family violence prevention and intervention initiatives. The domestic violence strategic plan implementation grant ended. Without grant funds we continue to facilitate the Family Violence Interagency Committee in East and West Hawaii. Focus is to increase awareness and improve response for victims and hold offenders accountable for their actions. 3. Support neighborhood watch and other community based crime prevention and education initiatives. We worked with Community Policing Officers,neighborhood watch groups,the Chronic Homelessness Intervention and Rehabilitation Project and other agencies to address community problems,trespass issues, park safety, nuisance abatement, landlord issues, and traffic safety issues. 4. Coordinate two training/educational workshops to promote crime prevention and early intervention initiatives. A walk and vigil was coordinated to remember the victims of domestic violence and promote non-violence. Training on elder Abuse awareness is being planned. The staff coordinated a youth summit in September that was conducted with 46 youth attending to learn positive youth development. 5. Support the Committee on the Status of Women, formerly under the Mayor's Office. The Office of the Prosecuting Attorney supported the Committee on the Status of Women with assistance in meeting facilitation and fiscal transactions. Six Month Progress Report on Program Objectives for FY 2013-14 4 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN 1. Sponsor and coordinate an island-wide essay contest to increase awareness among students on the accomplishments of women in Hawai`i County for Women's History Month. The committee has done planning to sponsor the Real Women Creative Writing Competition where essays are solicited from public, charter, private and immersion school students in grades 5th through 12th. The awards luncheon will be held in March 2014 to honor awardees, their parents, and the participating teachers from middle and high schools from throughout the island. 2. Coordinate mentorship opportunities for young women. The committee planned to engage in coordinating mentorship opportunities in the second half of the fiscal year. 3. Participate in at least one community event during Women's Health Month. The committee co-sponsored the Ladies Night Out. The event was held in Hilo in September 2012 and was attended by over 550 women. 4. Continue to promote equal pay awareness for women. The committee partnered with the State Commission on the Status of Women to work on plans to promote awareness of equal pay and voter registration for women. 5. Continue to promote Teen Dating Violence Prevention/Education. The committee has not worked on plans for this goal during this period. The committee facilitated the printing of the"Urgent Services Directory for Families". 6. Participate in local and/or off-island meetings by sending at least one representative to a statewide conference. 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. Traditionally,a member attended the Governor's Women's Leadership Conference. That conference has not occurred in the first half of this fiscal year. Six Month Progress Report on Program Objectives for FY 2013-14 5 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN 7. Continue to annually update and make available on the County website the Urgent Services Directory for Families. The Urgent Services Directory for Families has been updated. 8. Hold rotating monthly meetings in East Hawai`i,North Hawai`i and West Hawai`i to better allow participation from the public. The Committee has met six times, rotating locations between East Hawaii, North Hawaii and West Hawaii. Six Month Progress Report on Program Objectives for FY 2013-14 6 PROSECUTING ATTORNEY GENERAL PROSECUTION Core prosecution and victim services: 1. Attend all courts in the County and prosecute all violations of State and County laws, ordinances and regulations. We continue to service all Circuit, District, and Family courts in Hilo,Kona, North and South Kohala,Hamakua, and Ka'u. In addition we present cases to the Grand Jury, service the adult and juvenile Drug Court, service the mental health calendars, and handle all appeals. 2. Maintain a professional, dedicated and trained staff to carry out the duties of the Prosecuting Attorney as defined under the County Charter. Our staff participated in approximately 144 trainings to date. Whenever possible,we obtain scholarships and stipends to defray expenses. Staff training is important to improve skills for specialized areas of prosecution. In fiscally challenging times we need staff to be cross trained among specialty areas. 3. Attend to the needs of victims and witnesses as they go through the criminal justice system to include providing case information, assistance with restitution and crime victim compensation and referrals to appropriate agencies. We have provided assistance to 6,781 persons,which included service to 4,748 victims and witnesses of crime and their significant others. 4. Implement criminal case processing improvements utilizing technology. Generate 50%of contempt of court complaints electronically. We have implemented electronic generation of contempt of court complaints in approximately 90% of cases in Hilo and 90% of cases in Kona. 5. Expand implementation of the Document Management System to generate 25% of discovery electronically. This is on hold at the present time. We will implement electronic discovery after the interface from the Police RMS to Laserfiche is complete. Final Status Report on Program Objectives for FY 2012-13 1 PROSECUTING ATTORNEY GENERAL PROSECUTION 6. Provide statewide Traffic Safety Resource Prosecutor to develop effective enforcement strategies to reduce highway offenses and traffic crashes. Although unfunded,we have provided the TSRP for the State to coordinate enforcement strategies to reduce highway safety violations and traffic crashes, and keep abreast of current issues related to traffic safety,including legislation, caselaw, and trial practice. An annual training for law enforcement and prosecutors was planned to provide tools to evaluate cases, initiate appropriate charges, and pursue successful prosecutions of traffic safety-related cases. 7. Implement Elder Abuse and Fraud project to address neglect, physical abuse, sexual abuse and financial exploitation of our elderly community. In collaboration with stakeholders,the Elder Abuse team researched and designed a Senior Resource Guide, a 12 page insert in the Aug 12, 2012 Sunday papers island-wide and reached 35,000 households. The members of the Mayor's Committee on Aging have requested hundreds of additional copies, as have social services,APS, hospitals, adult day care centers, the Office of Aging and Public Health Nursing. Over 4,000 additional copies have been distributed,with more requests every week. In addition, the EA team has had the booklet translated into Ilocano and over 400 copies have been distributed. In the last six months the project has given six community outreach presentations to 151 seniors and their caregivers. The elder abuse collaboration has been expanded. It now includes prosecutors, police, APS and DCCA investigators. Lastly, the EA team sponsored a state-wide training for police, prosecutors and related elder abuse professionals by the nationally recognized elder abuse prosecution expert, Paul Greenwood. Improving the criminal justice system: 1. Coordinate two training/educational workshops to improve the criminal justice system. A training was conducted that focused on Investigating and Prosecuting the impaired Driver and Advanced Trial Advocacy—Crash Reconstruction. Forty-six attendees participated. Final Status Report on Program Objectives for FY 2012-13 2 PROSECUTING ATTORNEY GENERAL PROSECUTION A one day state-wide elder abuse investigation and prosecution training was held in early May. The trainer was nationally recognized elder abuse prosecutor Paul Greenwood, head of San Diego County's Elder Abuse Unit for the last 15 years. Attendees included police and prosecutors from Maui, Kauai and Big Island, investigators from DCCA and case managers and supervisors from Public Health Nursing,Adult Protective Services and Legal Aid, as well as a representative from the Executive Office on Aging. Held a one day training on Homicide investigation by First Deputy Prosecutor Mark Takata, Kauai. This training was attended by deputy prosecutors and detectives from Hawaii County. 2. Meet quarterly with the Hawai`i County Police Department to discuss joint initiatives,policies, and procedures to improve investigations and prosecutions. We held two Police/Prosecutor meetings to discuss issues and status of ongoing projects. Numerous other meetings have been held with police for briefings, conferrals on specific cases, and on other specific topics. In addition, the Elder Abuse Unit meets bi-monthly with the HCPD's CID Captains,APS supervisors and Big Island DCCA investigators to coordinate timely and effective responses to reports of elder abuse and exploitation. 3. 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 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, Child Death Review, East Hawaii Coalition for the Prevention of Child Abuse and Neglect,Hawaii Justice Reinvestment Initiative, and Hawaii Coalition Against Human Trafficking. Hawaii County held its first joint Child Death and Domestic Violence Fatality Review in November 2012 in partnership with Department of Health Hawaii District Health Office Special Services/Maternal and Child Support Services. Final Status Report on Program Objectives for FY 2012-13 3 PROSECUTING ATTORNEY GENERAL PROSECUTION 4. Meet quarterly with Hawai`i criminal justice agencies to discuss appropriate interventions and consequences for offenders. Staff are participating in numerous statewide and island-wide committees which include--Law Enforcement Coalition (LEC), Hawaii Prosecuting Attorney's Association (HPAA), State Highway Safety Planning,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), Internet Crimes Against Children Task Force (ICAC), HiTec—Hawai'i Technology Crime Task Force, and Visitor Aloha Society of Hawaii (VASH). Community initiatives to promote crime prevention and intervention and other efforts: 1. Support juvenile delinquency prevention and intervention initiatives. During this period we have continued intense planning for the implementation of the Big Island Juvenile Intake and Assessment Center (BIJIAC) pilot project by completing the request for proposal process and opening BIJIAC in East Hawai'i. Our office continues to facilitate the BIJIAC interagency sub-committee that includes participation and guidance from the Department of Health, the Department of Human Services, Hawai'i Police Department, and the Third Circuit Family Court. Our office also has continued our contract with Hale Kipa,Inc. to provide intensive monitoring services to youth on probation and their families. This funding is specifically geared toward helping families to support their child to successfully complete their terms and condition of probation. Another project is the implementation of the Teen Outreach Project®(TOP®) to teens in Hawai'i County. TOP®is an evidence-based program that has been proven to reduce teen pregnancy and teen violence, and increase academic success. We have coordinated and certified three TOP®facilitator trainings, as well as having coordinated two community trainings which, in total,were attended by 164 people from across the Island. We co-coordinated the Youth Career Expo which was attended by 484 students from 8 high schools,2 middle schools, and one out of school program in Hawai'i County. Final Status Report on Program Objectives for FY 2012-13 4 PROSECUTING ATTORNEY GENERAL PROSECUTION We also focused on: a) coordinating with the Hawai'i Teen Outreach Project, b) coordinating and overseeing the Juvenile Accountability Block Grant funding for use at Hale Kipa with the juvenile offenders and their families, c) coordinating five island-wide training/educational workshops that support prevention and early intervention, d) co-coordinating Youth Action Summit with the Department of Education, e) co-coordinating Youth Career Expo with the Department of Education. 2. Support domestic and family violence prevention and intervention initiatives. We facilitated the Family Violence Interagency Committee in East and West Hawaii and administering the Domestic Violence Strategic Plan implementation grant to provide training and activities to increase awareness and improve response for domestic and family violence victims and hold offenders accountable for their actions. In addition,through the Victims of Crime Act grant, the prosecutor's office provides funds to Child and Family Service and YWCA for direct services to victims of domestic violence and child abuse. 3. Support neighborhood watch and other community based crime prevention and education initiatives. We worked 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. We participate in the Mayor's committee on issues of chronic homelessness and lead two multidisciplinary teams to specifically address homelessness issues in downtown Hilo and Kailua-Kona. 4. Coordinate two training/educational workshops to promote crime prevention and early intervention initiatives. A walk and vigil was coordinated to remember the victims of domestic violence and promote non-violence. The Prosecutor's Elder Abuse Unit organized a one day state-wide elder abuse investigation and prosecution training with nationally recognized elder abuse prosecutor Paul Greenwood, head of San Diego County's Elder Abuse Unit. The sixty three attendees included police and prosecutors from Maui, Kauai and Big Island, investigators from DCCA and case managers and supervisors from Public Health Nursing,APS and Legal Aid. The staff coordinated a youth summit that was conducted with 180 youth attending to learn positive youth Final Status Report on Program Objectives for FY 2012-13 5 PROSECUTING ATTORNEY GENERAL PROSECUTION development. 140 youth service providers attended a training coordinated by the prosecutor's office to learn how to identify developmental assets in youth. A training was coordinated to train trainers on helping others identify developmental assets in youth that 40 people attended. Prosecuting Attorney staff co-planned a Career Opportunities Exposition for those seeking careers and jobs. 5. Assume support of the Committee on the Status of Women, formerly under the Mayor's office. Support for the committee was assumed and involved staffing four meetings and committee projects which included: Urgent Services Directory,YWCA Y-Walk,Ladies Night Out, Teen Dating Violence Prevention radio spots, and the Real Women Essay Contest. Final Status Report on Program Objectives for FY 2012-13 6 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN 1. Sponsor and coordinate an island-wide essay contest to increase awareness among students on the accomplishments of women in Hawai`i County for Women's History Month. The committee sponsored the Real Women Creative Writing Competition where essays are solicited from public, charter, private, and immersion school students in grades 5th through 12m. A total of 105 essays were submitted from 18 schools. An awards luncheon was held in March 2013 to honor 17 awardees, their parents, and the participating teachers from middle and high schools from throughout the island. 2. Sponsor and coordinate the Hawai`i County "Women's Hall of Fame" event to raise awareness of women's worth and value in our community while simultaneously building self-esteem and educating others regarding equality. The committee decided to forego the Women's Hall of Fame event and concentrate funding and efforts to projects that have a greater impact on advancing the status of women. 3. Coordinate mentorship opportunities for young women. The committee engaged in a pilot mentoring project in West Hawaii to gather information from high school girls to develop the framework for mentorship opportunities. 4. Participate in at least one community event during Women's Health Month. The committee co-sponsored the Ladies Night Out event which was coordinated by Hui Malama Ola Na Oiwi. The event was held in Hilo in September 2012 and was attended by over 400 women. 5. Continue to promote equal pay awareness and voter registration for women. Due to limited resources, the committee did not engage in any project to promote equal pay awareness or voter registration for women. 6. Continue to promote Teen Dating Violence Prevention/Education awareness. The committee partnered with the State Commission on the Status of Women for a radio spot campaign in the month of May to promote teen dating violence awareness. A total of 187 radio spots were broadcast islandwide from May 18— 28. Final Status Report on Program Objectives for FY 2012-13 7 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN 7. Participate in local and/or off-island meetings by sending at least one representative to a statewide conference. 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. Traditionally, a member attended the Governor's Women's Leadership Conference. The conference was not held so funding was reallocated to other projects and committee expenditures and for four members to attend the University of Hawaii Women's conference being held in September 2013 Final Status Report on Program Objectives for FY 2012-13 8 21 PUBLIC WORKS PUBLIC WORKS ADMINISTRATION 1. Ensure core functions are accomplished within budget 90% of the time as measured by monthly financial reports. Core functions accomplished within budget 100% of the time for the first half of FY 2013-2014. 2. Reduce by 10%claims due to industrial accidents. To achieve this, educate personnel through training programs for personal and operational safety. As of December 31,2013 our total accident count is 17. Our goal for the year was 22. 3. Encourage at least one third of the total departmental employees to participate in safety related training per year. As of December 31,2013, 149 employees have received safety related training or 44% of the total employees in the department. This is already more than our one third of total employees goal. 4. Improve customer service to the public by training all employees in customer service skills. Schedule mandatory customer service training for all employees to include at least one module per year. As of December 31,2013, twelve (12) employees attended customer service training. Employees must attend Module 1 before attending the other modules. Module 1 not yet offered. 5. Through Public Outreach earn 398 points offering property owners outside Zone "X", a 10 percent National flood insurance discount. Hawaii County voluntarily participates in FEMA's Community Rating System, earning points that exceed the minimum requirements for flood protection through floodplain mgt and outreach. FEMA is requiring more outreach in 2014 and beyond. Our goal is to complete certain activities in the 300 Public Outreach Series earning points that contribute to a Class 8 rating for a 10% or greater reduction on flood insurance for flood-rated zones. Six Month Progress Report on Program Objectives for FY 2013-14 1 PUBLIC WORKS ADMINISTRATION 6. Comply with the National Bridge Inspection(NBI) and other Federal, State, and County of Hawai`i bridge inspection regulations including preparation and submission of bridge reports, by conducting 127 of the bridge inspections every two years as they are due. Performing bridge repair and maintenance projects on at least 4 bridges that have been identified as requiring timely action due to deterioration, deficiencies, and defects. We carry out bridge replacements and/or rehabilitations,as well as scour analysis countermeasure implementation as needed. This includes implementing the planning, design, construction management, and permitting processes of an average of 3 to 5 per year, depending on the severity and complexity of the repair work and available resources that needs to be done. 29 bridges inspected as of 11/5/13. Six Month Progress Report on Program Objectives for FY 2013-14 2 PUBLIC WORKS BUILDING 1. Process building permits on a regular basis and complete the plan review of 90%of residential permits within 20 calendar days. The building division did not achieve the initiative of processing first round permit/plan review application submissions within 20 calendar days as a result of primarily insufficient plan review personnel due to absences/vacancies, sustained increase in permit submissions during first six months of fiscal year 2013 -2014 and submissions of improperly prepared plans. Records indicated that of the 6,284 first round permit application submissions evaluated for this purpose,3,523 (64.47%)were processed within 14 days, 1,093 (20.0%)were processed between 14 and 28 days, 397 (7.30%)were processed between 28—42 days, and 454 (8.3%)took more than 42 days to process. In particular, insufficient plan review personnel and sustained increase in permit application submissions contributed to the division's inability to effectively process permits and review plans within the consistent timeframe of 20 calendar days. Improperly prepared plan submissions are especially burdensome as they literally require duplication of staff effort for each resubmission. The building division has completed updates to instructional guidelines/checklists for preparing plans and anticipate reducing the number of improperly prepared plan submissions. Adding plan review personnel are needed to accomplish this program initiative. Adding electronic plan module will enable electronic processing of plans and further reduce the time it takes to process a permit by eliminating the physical routing of plans and enabling agencies remote desktop and simultaneous review capabilities. 2. Complete 90% of requested inspections within 2 working days. The building division did not achieve the initiative of providing inspection services within 48-hours of contract request. Currently, inspection schedules were varied one(1), two (2), three(3) or five (5) time(s) per week in reflection of the geographic area construction activity. Insufficient inspection personnel contributed to the division's inability to consistently provide inspection services within the 48-hour initiative. Complaint/violation investigation and resolution are particularly impacted for same attributes. Adding inspection personnel are needed to accomplish this program initiative. Six Month Progress Report on Program Objectives for FY 2013-14 3 PUBLIC WORKS BUILDING 3. Schedule and complete 90%of routine (non-critical) maintenance and repair requests within 30 calendar days of receipt of request. Maintenance personnel did not achieve the 90% goal due to a large priority renovation project that consumed maintenance personnel for first four months of fiscal year 2013 - 14. Maintenance personnel required November and December to address deferred work requests. In most instances, maintenance and repair request are complete within a week or less provided needed equipment/materials/supplies are readily available and there are no large priority projects scheduled. 4. Improve processing of building, electrical, plumbing and sign permits, and the public's access to information. On September 28,2012, the building division launched the phase-in of its new permit software (Magnet) that has evidence permit processing and public access to information were improved. Features such as on-line application,web portal permit status review, on-line payment have been implemented. Features such as contractor accounts, historic data migration, real property data links, permit placard issuance by email and a host of other features are still scheduled to be implemented. Routing of applications to various agencies which were until recently performed by the applicant has also been eliminated by the assembly of a team plan review process that has in addition proved to reduce the plan review time. Adding an electronic plan review process would make possible for the public to submit plans electronically, eliminating the need to physically submit and route plans. Personnel and public acceptance to the new software and process has been mixed but the majority has been positive and supportive. As the software phase-in and address of areas that can be improved are completed, processing of permits and the public's access to information will be further and noticeably improved. Six Month Progress Report on Program Objectives for FY 2013-14 4 PUBLIC WORKS ENGINEERING 1. Participate in the State/FHWA Statewide Transportation Improvement Program (STIP). Completed construction of the$1 million Ane Keohokalole/Kealakehe Parkway Traffic Signal Project. Construction is on-going for the $1 million Kawailani/`Iwalani Intersection Utility Relocation Project and the $9.8 million Kaiminani Drive Reconstruction Phase I Project. The $12 million Kamehameha Avenue Reconstruction Project is scheduled begin construction in early 2014. Working on the design for the Kawailani/`Iwalani Intersection Improvement Project, Manono Street Improvement Project and the Kaiminani Drive Reconstruction Phase II Project. Working on planning phase for the Ali`i Drive Culvert Replacement,Kuakini Highway Phase 2,Upper Waianuenue Ave Improvement Project and Mamalahoa Highway (Waimea) Widening Project. 2. Complete County CIP drainage and Roadway projects in a timely manner. Some projects have fallen behind schedule due to manpower shortages resulting from unfunded vacancies. Currently,we do not have an adequate engineering, drafting and inspection staff causing project delays and a shift toward consultant design contracts. On-going projects include: Kamehameha Avenue Reconstruction Phase II, Mamalahoa Highway (Waimea) Improvements, Ponahawai Resurfacing,Nani Kailua Extension,Ali`i Drive Shoulder Improvement, Kapi`olani Street Extension, La'aloa Avenue, Mamalahoa Bypass,Komohana Street Reconstruction,Henry Street Reconstruction, Lako Street Extension, and Kilauea Avenue Phase II. 3. Prepare parcel maps in three months and process subdivision applications in three months. Achieved goal. Preparation of two parcel maps to create road parcels to alleviate road encroachments on Kaiwiki Road. We are waiting for approval from owners to proceed with the subdivision. 4. Provide in-house construction management for all projects. Goal not achieved due to unfunded vacancies and the volume of projects in construction. We have one inspector on contract. 5. Respond to or process 80% of all time-sensitive documents, such as subdivision, change of zone, and variance applications, by stipulated deadlines. Achieved goal at 85%. Six Month Progress Report on Program Objectives for FY 2013-14 5 PUBLIC WORKS ENGINEERING 6. Respond to or process 70% of all materials that do not have a stipulated deadline, such as construction and grading plans, complaints, and environmental matters within two weeks. Achieved goal at 75%. 7. Provide same day service for 75% of all permits issued by the Division, including building permits. Achieved goal at 80%. Six Month Progress Report on Program Objectives for FY 2013-14 6 PUBLIC WORKS AUTOMOTIVE 1. Support the various County departments/agencies island-wide with repair, maintenance and welding services, and by performing at least 90%of these services by staff(versus contract). Received by staff 2,102 work orders, of which 1,997 were completed, or 95.0%. Contracted out 105 work orders or 5.0%. 2. Reduce the average monthly repair backlog for the Construction section from previous fiscal year. The backlog for repairs did not increase or decrease during the period of July 2013 to December 2013. 3. Reduce the average monthly repair backlog for the Automotive section by from previous fiscal year. The backlog for repairs decreased by 6 during the period July 2013 to December 2013. Six Month Progress Report on Program Objectives for FY 2013-14 7 PUBLIC WORKS FLOOD CONTROL 1. Continue to conduct semi-annual inspections of flood control system. This goal is currently being met. For July to December 2013,the U.S. Army Corps of Engineers inspected various flood control systems, including those in the district of South Hilo. 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. This goal is currently being met. For July to December 2013,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. The Highway Maintenance Division received an award for most improved maintenance for its maintenance work at the Alenai`o Canal. Six Month Progress Report on Program Objectives for FY 2013-14 8 PUBLIC WORKS ADMINISTRATION 1. Ensure core functions are accomplished within budget 90% of the time as measured by monthly financial reports. A status quo budgets forced us to reduce our core functions. These core functions were accomplished within budget 100% of the time. 2. Reduce by 10% claims due to industrial accidents. To achieve this, educate personnel through training programs for personal and operational safety. Our claims have increased by 1% from FY 11-12. Total industrial accidents reported for FY 12-13 is 26 compared to 24 for FY 11-12. 3. Encourage at least one third of the total departmental employees to participate in safety related training per year. 261 employees have received safety related training this fiscal year,which is 77% of our average count of employees for FY 12-13. 4. Improve customer service to the public by training all employees in customer service skills. Schedule mandatory customer service training for all employees to include at least one module per year. 58 employees were trained in customer service training (either offered by HR through actual training,webinar, and private). Customer service training for UPW employees is not offered. 5. Through Public Outreach earn 398 points offering property owners outside Zone "X", a 10 percent National flood insurance discount. Hawaii County voluntarily participates in FEMA's Community Rating System, earning points through outreach and floodplain management that exceed the minimum NFIP requirements. Outreach achieved its goal in FEMA's outreach activities. 6. Comply with the National Bridge Inspection (NBI) and other Federal, State, and County of Hawai`i regulations on bridge reports, by conducting 126 of the bridge inspections every two years as they are due. Conducted and completed inspection of 27 County bridges that required mandatory bridge inspections between July 1, 2012 and June 30,2013. Final Status Report on Program Objectives for FY 2012-13 1 PUBLIC WORKS ADMINISTRATION 7. Performing bridge repair and maintenance projects on at least 2 bridges that have been identified as requiring timely action due to deterioration, deficiencies, and defects. Carry out bridge replacements and/or rehabilitations, as well as scour analysis countermeasure implementation as needed. This includes implementing the planning, design, construction management, and permitting processes of an average of 3 to 5 per year, depending on the severity and complexity of the repair work that needs to be done. Bridge maintenance completed at Honokaia Bridges 47-1 and 47-3, Kaiwilahilahi, Ha`akoa Gulch, and Ka'alau Gulch. North Peck Road Bridge project was completed in December 2012. The Reed's Island Bridge Structural Rehabilitation project is in progress. Engineering design/bid document preparation underway for Maili Stream Bridge and Kaahakini Stream Bridge. Final Status Report on Program Objectives for FY 2012-13 2 PUBLIC WORKS j................ ..... mmr-m-Pii..... BUILDING 1. Process building permits on a regular basis and complete the plan review of 90%of residential permits within 10 working days. The building division did not meet the 90% goal of completing residential plan review within 10 working days as a result of primarily staff vacancies and unavailability due to vacation/sick leave, a sustained increase in permit submissions during fiscal year 2012 -2013 and submissions of improperly prepared plans. Staff vacancies/shortage and unavailability due to vacation/sick leave are the number one cause that has adverse impact the division's ability to effectively process permits and review plans in a timely manner. Added to this is a significant increase in the number of permit and plan submissions. Improperly prepared plan submissions are especially burdensome as they literally require duplication of staff effort for each resubmission. The building division has completed updates to instructional guidelines and checklists for preparing plans and intends to conduct training workshops with anticipation of reducing the number of improperly prepared plan submissions. Additional plan review staff is needed to accomplish program objectives. 2. Complete 90%of requested inspections within 4 working days. Inspections are typically performed within 48 hour or less after the request is made. When inspections cannot be made within 48 hours, inspectors are contacting owner builders/contractors with information when they will be performing their inspections. Inspections performed outside of 4 days have become more frequent in Building,Electrical and Sections and are attributed to an increase in inspection requests,junior staff in training, staff vacancies/shortage and unavailability due to vacation/sick leave. Complaint investigation and resolution are particularly impacted for same attributes. Additional inspection staff are needed to accomplish program objectives. 3. Schedule and complete 90%of routine (non-critical) maintenance and repair requests within 30 calendar days of receipt of request. Maintenance personnel are meeting or exceeding the 90% goal with exception for the Electrical Section which has a vacant position. In most instances, maintenance and repair request are complete within a week or less provided needed equipment/materials/supplies are readily available and there are no large priority projects on their schedule. An additional electrician position is needed to accomplish program objectives. Final Status Report on Program Objectives for FY 2012-13 3 PUBLIC WORKS BUILDING 4. Improve the processing of building, electrical, plumbing and sign permits, and the public's access to information. The addition of two permit clerk positions has improved (reduced) the time it requires to process permit applications. On September 28,2012, the building division launched the phase-in of its new permit software (Magnet) that has evidence permit processing and public access to information are being improved. Features such as on-line application,web portal permit status review, on-line payment have been implemented. Features such as contractor accounts, historic data migration, real property data links, permit placard issuance by email and a host of other features are still scheduled to be implemented. Issuing permit placard via email is being worked on and will eliminate applicants need to physically pick their permit placards. Routing of applications to various agencies which were until recently performed by the applicant has also been eliminated by the assembly of a team plan review process that has in addition proved to reduce the plan review time. Still possible upcoming feature is electronic plan review which will eliminate the need for applicants to physically submit and pick-up their plans as well as further reduce the plan review time. The electronic plan review feature is dependent on the Department of Commerce and Consumer Affairs address of"electronic signature" recognition. Staff and public acceptance to the new software and process has been mixed but the majority has been positive and supportive. As the software phase-in and address of areas that can be improved are completed, there is no uncertainty that the processing of permits and the public's access to information will be further and noticeably improved. Final Status Report on Program Objectives for FY 2012-13 4 PUBLIC WORKS ENGINEERING 1. Participate in the State/FHWA Statewide Transportation Improvement Program (STIP). Construction on-going for the $1M Kawailani/Iwalani Intersection Utility Relocation Project, the $1M Ane Keohokalole/Kealakehe Parkway Traffic Signal Project, and the $9.8M Kaiminani Drive Reconstruction Phase I Project. The $12M Kamehameha Ave Reconstruction Project is scheduled begin construction in late 2013. Working on the design for the Kawailani/`Iwalani Intersection Improvement Project, Manono Street Improvement Project and the Kaiminani Drive Reconstruction Phase II Project. Working on planning phase for the Ali`i Drive Culvert Replacement, Kuakini Highway Phase 2, and Mamalahoa Highway (Waimea) Improvements Project. 2. Complete County CIP drainage and Roadway projects in a timely manner. Some projects have fallen behind schedule due to manpower shortages resulting from unfunded vacancies. Currently do not have an adequate engineering, drafting and inspection staff causing project delays and a shift toward consultant design contracts. 3. Prepare parcel maps in three months and process subdivision applications in three months. Achieved goal. Preparation of 2 drainage easement maps for Pahoa Village Road Drainage Improvements, and 1 parcel map for Ali`i Drive Bridge Replacement. All maps have received approval, and have been recorded at the Bureau of Conveyance. 4. Provide in-house construction management for all projects. Due to unfunded vacancies and the volume of projects in construction,we have one inspector on contract. 5. Respond to or process 80% of all time-sensitive documents, such as subdivision, change of zone, and variance applications, by stipulated deadlines. Achieved goal at 85%. Final Status Report on Program Objectives for FY 2012-13 5 PUBLIC WORKS ENGINEERING 6. Respond to or process 60% of all materials that do not have a stipulated deadline, such as construction and grading plans, complaints, and environmental matters within two weeks. Achieved goal at 60%. 7. Provide same day service for 75%of all permits issued by the Division, including building permits. Achieved goal at 75%. Final Status Report on Program Objectives for FY 2012-13 6 PUBLIC WORKS AUTOMOTIVE 1. Support the various County departments/agencies island-wide, vehicle/equipment maintenance and welding services, and by performing at least 90%of these services by staff(versus contract). Received by staff 3,699 work orders, of which 3,398 were completed, or 92%. Contracted out 301 work orders or 8%. 2. Reduce the average monthly repair backlog for the Construction section from the previous fiscal year. The average monthly backlog for repairs, as compared to FY 2011-2012, increased by 4 to 38, during the period of July 2012 to June 2013, due to the increased number of work orders received. 3. Reduce the average monthly repair backlog for the Automotive section from previous fiscal year. The backlog for repairs, as compared to FY 2011-2012, increased by 1 to 20 during the period July 2012 to June 2013,which the average monthly backlog was 19, due to the increased number of work orders received. Final Status Report on Program Objectives for FY 2012-13 7 PUBLIC WORKS FLOOD CONTROL 1. Continue to conduct semi-annual inspections of flood control system. For July 2012 to June 2013,the U.S. Army Corps of Engineers inspected various flood control systems, including those in the district of South Hilo. The U.S. Army Corps of Engineers awarded the Department of Public Works, Highway Maintenance Division, South Hilo Roads District, the recognition of the Most Improved Maintenance in FY 2012-2013 for its maintenance work on the Alenai`o Canal. 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. For July 2012 to June 2013,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. Final Status Report on Program Objectives for FY 2012-13 8 2 2 RESEARCH & DEVELOPMENT RESEARCH & DEVELOPMENT AGRICULTURE 1. Convene a working group to meet with Hawai'i County and Hawai'i Department of Education food purchasing agent(s)to facilitate the sale of Hawai'i Island grown agricultural products for the school lunch programs by June 2014. Numerous and ongoing discussions between the Kohala Center and the Department of Education has addressed this objective through the School Garden Initiative. 2. Review, analyze and revise as needed existing plans for sourcing and distributing food on Hawai'i Island in emergency situations by March 2014. Helped to convene an Agricultural Summit: Enhancing Support Services for Hawaii Island Food Self Reliance at the University of Hawaii at Hilo on August 9,2013. Also, new farmer programs were funded, mainly in rural areas, to support the production and availability of locally grown produce/food. Meeting with Civil Defense to discuss food supply in emergency situations. 3. Develop and support opportunities to expand the market for Hawai'i Island products and facilitate private-public partnerships for extension programs, agricultural research and infrastructure a. Support at least three projects promoting agricultural products by January 2014. Awarded funds to five industry groups to assist agriculture promotion programs including papaya, orchids,flower growers, tropical fruits and foliage. b. Support at least five agriculture research and five agriculture extension programs by January 2014. Awarded funds to three research projects: improving yield and quality of sweet potato, possibility of becoming an international supplier of oyster seed and growing Christmas trees on Mauna Kea. Three education programs were funded to provide skill support in Waimea,Honoka'a and Hilo/Hamakua. c. Support attendance to two trade shows/trade missions by June 2014. Funds provided to the Hawai`i Tropical Flower Council to attend several trade shows that will be matched by other industry and State/County resources. Six Month Progress Report on Program Objectives for FY 2013-14 1 RESEARCH & DEVELOPMENT AGRICULTURE 4. Fund a study to show where agricultural and food sustainability infrastructure (processing facilities, packing, cooling, incubator kitchens, slaughterhouse, commercial kitchens, etc) is needed for regional agriculture to thrive by June 2014. Compiling data of existing facilities on island but mapping not complete. Secured a grant from the Dept. of Agriculture to support projects that promote local farmers and agricultural products grown on island. RFP issued in December and awards are to be made by January 15, 2014. 5. Fund an educational program to encourage consumers to produce some of their own food through home gardening. Disseminate information through community outreach, print brochures and posting on Hawai'i Island Agricultural website by June 2014. Educational and informational programs to encourage home gardening exist in the communities through other private entities. Collaboration with these entities and information sharing on our website is in progress. 6. Develop an educational program for County elected and appointed officials and civil servants about the potential and importance of agriculture in Hawai'i County so they can assist the industry to become a predominant economic driver by June 2014. No formal educational program has been developed. Numerous meetings and on- site visits of agriculture farms and projects have taken place with elected officials. Six Month Progress Report on Program Objectives for FY 2013-14 2 RESEARCH & DEVELOPMENT „ TOURISM ,_,, , 1. Increase the economic contribution of the visitor industry to Hawai'i Island and its communities and to help ensure that communities retain their sense of place and recognize their multi-cultural diversity, by June 2014: a) Partner with the Hawaii Island Visitors Bureau and other island marketing associations and organizations to implement an annual tourism marketing plan aimed at target consumer and business markets including: advertising, public relations, airlift support, Kama'aina campaigns, international outreach, and the CMI market. Contract with the Big Island Visitor's Bureau commenced in December. As of 12/31/13, the BIVB is fully staffed and has presented a strong promotions and marketing plan to address all required areas. b) Support island-wide economic development activities while offering visitors and residents a variety of experiences to enjoy through support of twenty-five (25) festivals, activities and sporting events through the annual HTA CPEP and R&D Supplemental Awards Request for Proposals. Contracted with twelve HTA CPEP projects occurring during this time period. 2. Increase communication, interaction, and understanding between stakeholder groups, especially between residents and the visitor industry by June 2014: a) Promote the Hawai'i Island TSP at a minimum of two public meetings. b) Serve on advisory councils including: Kona-Kohala Chamber of Commerce's Tourism Task Force; Kona-Kohala Chamber of Commerce's Employment Resources Group; the Hawai'i Island Visitors Bureau; and the Marketing, Leisure and Group Sales Committees for the Big Island Visitors' Bureau. The Tourism Specialist continues to serve on all of the listed committees, and has promoted the Hawai'i Island TSP and the updates for 2015 and beyond at three public meetings. 3. Maintain and improve visitor experience on Hawai'i Island by June 2014: a) Support the development of consistent corridor management plans and related activities at our island's three scenic byways and encourage new byway applications through service on the State Scenic Byways Advisory Committee. Six Month Progress Report on Program Objectives for FY 2013-14 3 RESEARCH & DEVELOPMENT TOURISM The first scenic byway interpretive signs were installed along the Ka'u Scenic Byway. The Corridor Management Plans for the Kona Mamalahoa Heritage Corridor and Ka'u Scenic Byway were also completed. At the end of 2013,the State also approved the application for a new scenic byway: Highway 137—the Red Road, bringing our island's total to four,the most scenic byways on a single island within the entire State. b) Support efforts to increase safety for visitors in partnership with Parks and Recreation, Civil Defense, Visitor Aloha Society of Hawai'i (VASH), HPD, HFD and the Big Island Visitors Security Association (BIVSA). The Tourism Specialist continues to serve on all of the listed associations and committees and completed her tenure as the president of VASH Hawaii Island in December 2013. 4. Reinforce authentic Hawaiian culture ensuring the foundation of our unique sense of place and appropriate recognition of our host culture by June 2014: a) Share Hawaii Tourism Authority's (HTA) Style Guide and cultural resources websites and work with all sponsored programs, festivals and events to ensure Hawaiian place names are correctly spelled and diacritical marks are used appropriately. HTA has updated its style guide by going completely digital (http://www.hawaiitourismauthority.org/programs/hawaiian- culture/maemae-program/). The Mae'ma'e Style Guide is being shared with all contractors and promoted at annual festivals and events seminars, including the State tourism conference. b) Support three Hawaiian cultural events in the development stage to become self-supporting and work with their hosting nonprofit organizations to build their organizational capacity. Kai Opua transitioned the Queen Lili'uokalani Long Distance Canoe Races from a CPEP sponsored event in 2012 to HTA's Signature Events program in 2013,and raised more than $80,000 through merchandise sales. Kalani Honua transitioned the Puna Culinary Festival (which featured numerous Native Hawaiian cultural food practices—luau foods, preservation,etc.) from CPEP sponsorship in 2012 to strong corporate sponsor ties through Suisan in 2013. Six Month Progress Report on Program Objectives for FY 2013-14 4 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT 1. Administer the joint State/County Enterprise Zone program and increase business participation by ten(10%) by June 2014. As of December 31,2013, a total of 83 Hawaii Island businesses participated in the Enterprise Zone Program. Nine new businesses enrolled in the program by December 31,2013 2. Designate new zones for a 20 year participation in the Enterprise Zone Program by June 2014. A map of five proposed Enterprise Zone Districts has been completed. 3. Provide funding and/or technical assistance to five organizations for economic development projects by June 2014. Provided funding and/or technical assistance to 1) Hawaii Food Manufacturers Association for Business and Food Safety Workshops for Small Manufacturers 2) Waikoloa Community Development Corp for a 2013 Tech Con Kona Conference. 4. Partner with or fund four organizations on workforce development initiatives or projects by June 2014. Provided funding and/or technical assistance to 1) WIB Outreach Committee that worked on workforce development programs; 2) TMT/Astronomy Work Group that formed the budget, business development, and education working groups to determine future needs of the astronomy community. 5. Provide funding or technical assistance to three organizations to build Hawai'i Island's science and tech sector, including research, education and STEM (Science, Technology, Engineering, and Mathematics) careers by June 2014. Provided funding and technical assistance to 1) Hawaii Island Economic Development Board for Astronomy Workforce Initiative; 2) Hawaii County Economic Opportunity Council for the Mauna Kea Astronomy Business and Innovation Project; and 3) participated in the Science and Technology Committee in the planning and integration of community, business and education of science and technology projects. The Science and Technology Committee focuses on STEM workforce development in the community. Six Month Progress Report on Program Objectives for FY 2013-14 5 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT 6. Expand the career preparedness program for students to develop skills and increase human resources and concurrently identify job opportunities within the local technology industries and businesses by June 2014. Astronomy Workforce Initiative provided assistance to the Hawaii Community College to develop programs that prepare students for current and future science and technology positions. Six Month Progress Report on Program Objectives for FY 2013-14 6 RESEARCH & DEVELOPMENT ENERGY 1. Implement sections of the County of Hawai'i Energy Sustainability Plan, especially renewable energy and energy efficiency projects, by June 2014. • Completed Public Utilities Docket 2012-0185 (Biofuels Contract for Power Generation) Opposed biofuels contract that would have raised utility rates and have potential adverse affects on the environment. Developed a biofuels evaluation framework for good biofuels projects: transportation and power generation. • Completed Public Utilities Docket 2012-0036 (Integrated Resource Planning) Participated in a five year utility action plan advisory group. Intervened in the IRP assuring proper action plans are adopted. PUC decision is still pending. 2. Develop a plan for an electric vehicle integration program for County of Hawai'i by June 2014. Continued monitoring the Plug-in Hybrid Electric Vehicle Pilot program at the West Hawaii Civic Center. Currently working with the Energy Advisory Commission to integrate more electric and alternative fuel vehicles in the County fleet. 3. Continue working in conjunction with the Department of Water Supply on the development of Lalamilo Wind Farm project, by June 2014. Continue working with the Department of Water Supply to keep the project on tract. Lalamilo Wind Farm contract awarded to site constructors in Fiscal Year 2012-13. 4. Partner with NELHA to initiate a Renewable Research Development and Deploy project by June 2014. Participated on the Research Advisory Committee and NELHA Board of Directors evaluating a series of Research Development &Deployment projects. Six Month Progress Report on Program Objectives for FY 2013-14 7 RESEARCH & DEVELOPMENT ENERGY 5. Identify and facilitate at least two transportation projects to help reduce the cost of energy for the County and reduce emissions by June 2014. • Facilitated meeting between the University of Michigan and County's Mass Transit on a Rural Mass Transit Strategic Plan. • Working with Energy Advisory Commission on a County Fleet Monitoring system. 6. Implement at least two energy efficiency programs to increase energy efficiency (decrease kilowatt hours) for residents by June 2014. • Intervening in PUC Docket No. 2013-0141 to increase energy efficiency savings for island residents. • Working with Hawaii Energy for more low-income resident energy efficiency programs. Six Month Progress Report on Program Objectives for FY 2013-14 8 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER Information Resources Program With the Information Resources Program position vacant since July 1,2013, every effort has been made to accommodate all inquiries received. 1. Provide at least twenty statistical information requests to key partners in the business community to assist in the improvement of their performance goals by June 2014. Assisted with fourteen requests for information 2. Publish the County of Hawai'i Data Book post on_County of Hawai`i's web site www.hawaiicounty.gov/databook by November 2013. Continue to collect statistical information for future County of Hawai'i Data Book. Statistical data collection in progress. 3. Distribute monthly update of County ofHawai'i Statistics to at least 50 interested parties and provide accessibility via www.hawaiicounty.gov/statistics Information Resources Program position vacant effective July 1,2013. 4. Acquire and maintain research and resource materials pertinent to county needs by June 2014. Continue to acquire materials and information. 5. Generate an annual subject index (NewsFile) of significant articles in support of departmental programs and affecting Hawaii County by June 2014. Articles acquired and in file to index. 6. Organize the R&D Library (once relocated) integrating documents from Legislative Auditor's and Planning's Libraries and update the library catalog and database. Library infrastructure (shelving) done and library established in the basement of County Building. 7. Classify and catalog library materials to maintain the Online Library Application (OLA) database. Continue to work with Department of Information Technology with the conversion of the library system by June 2014. Information Resources Program position vacant effective July 1,2013. Six Month Progress Report on Program Objectives for FY 2013-14 9 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 8. Provide research assistance to fulfill the data requirements of grant proposals averaging at least 10 requests per month by June 2014. Provided, on average, eight requests per month. 9. Publish Ha'ilono, the R&D Newsletter, at least four times by June 2014. Information Resources Program position vacant effective July 1,2013. 10. Review, update and publish "A-Glimpse-At Hawai'i Island" and provide accessibility on the County of Hawai'i's web site: www.hawaiicounty.gov/factsandfigures by June 2014. Information Resources Program position vacant effective July 1,2013. Six Month Progress Report on Program Objectives for FY 2013-14 10 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER Capacity Building Program 1. Develop Opportunities for Family Financial Empowerment a. Fund two assets building projects that include access to safe and affordable financial services and products, education and counseling by June 2014. R&D provided to Hawaiian Community Assets (HCA) for the development and implementation a place-based financial education curriculum for adults by adapting it for business and government employees, to train financial educators, and institutionalize financial education in schools, private businesses and government agencies. b. Partner with at least five organizations to develop and implement strategies to improve the financial health and well-being of island children and families by June 2014. Contracted Hawaii Alliance for Community Based Economic Development (HACBED) to deliver financial training and education with partners like Hope Services; Ulu Wini Transitional Housing Program; Office of Housing and Community Development; Waiakea High School; UH-H; `Ghana Family Dentistry; DLIR Workforce Development; County of Hawaii Senior Training and Employment Program; Hawaii Community College Office of Continuing Education and Training. c. Provide three technical assistances to increase financial capabilities of youth and families by June 2014. Partnered with the Office of Housing and Community Development to provide ongoing financial education and advice through the existing Ho'owaiwai Network of service providers. 2. Encourage Sustainable and Livable Communities a. Fund two community development projects that include green practices and financial empowerment/asset building activities by June 2014. None to report for green practices. Funded a Hawaii County Financial Capability Initiative to use network approach to embed financial education in the schools, government and businesses by expanding a trainer pool. Six Month Progress Report on Program Objectives for FY 2013-14 11 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER b. Partner with at least five organizations to facilitate the implementation of various community plans by June 2014. • Consulted with Puna CDP committees on transportation and bike paths. • Partnered with Kama`aha Education Initiative, Ka `Umeke KA`eo Public Charter School, Ke Ana La`ahana Public Charter School and the Keaukaha community to develop its Lononuiakea learning center for culture, arts,science and design that links with existing assets such as Merrie Monarch, KSBE and Hawaiian Home Lands. c. Provide three research and/or technical assistances to improve civic engagement and sustainable development by June 2014. Collaborating with the State Sustainability Coordinator and the other counties to develop a sustainability plan. 3. Develop Opportunities for Economic Localization and Greening the Government a. Fund two green economic development projects by June 2014. None to report at present. b. Partner with at least five organizations to promote efficient energy consumption, local food and services, and sustainable waste management strategies by June 2014. Currently establishing a new partnership with Hawaii Community College Sustainability Coordinator. Also, in discussion with the State Sustainability Coordinator and the other counties regarding waste diversion projects as it relates to reducing waste, recycling, and reusing. 4. Provide three technical assistances to facilitate the implementation of the Vision 20/15 Green Government Action Plan by June 2014. Met with University of Michigan students who were on island to study rural mass transportation; coordinated the first fleet association meeting to determine feasibility of establishing a consortium of fleet owners; participated in the discussion to install more LED street light island wide. Six Month Progress Report on Program Objectives for FY 2013-14 12 RESEARCH & DEVELOPMENT FILM 1. Market and promote Hawai'i Island internationally as a desirable and cost effective location for filming by June 2014: a. Maintain a list of comprehensive and up-to-date printed and on-line directories of world-wide film industry contacts and local production resources. Online and printed production contacts are updated and available. An online database of local production contacts called the Ohana Database contains current contact information and is also included in the annual Hawaii Production Index. b. Redesign website and update and maintain the ohana database contact information on website. Completed redesign of the web site. Film industry people had the opportunity to make comments and evaluate the changes. Positive comments received on the redesign. Frequent updates and maintenance made to the Ohana database on the website. c. Create and deliver a quarterly newsletter to share production related information to industry database. One newsletter distributed which included an update of changes to the State Tax Incentive Program now called Act 89. d. Release weekly photos and other production information on social media platforms. The Film Office social media sites release information on film related activities, event announcements, location photos, production activities, and other film related information. Videos uploaded onto the Film Office YouTube site. e. Schedule at least two meetings per month with key feature film,television, and independent film people attract/incentivize production on this island. Numerous meetings held with filmmakers and producers. Discussions with local film producer on possible transmedia project on this island. f. Develop database of all islands' production for the last 5 years and encourage them to return to our island for additional production. 320 individual names are currently on List Box for communication purposes. Six Month Progress Report on Program Objectives for FY 2013-14 13 RESEARCH & DEVELOPMENT FILM g. Create a Film FAM tour which would include either or both: 1) invite a small group of high level executives to our island 2) send a Mayoral delegation to meet with key executives, if feasible. No action on this objective for this period. h. Review and update all photo albums of the island assets on Big Island Film Office website and create at least ten new albums of location photos. Fifteen new albums have been created and updates made to the Locations photo section through Zen Photo. i. Attend AFCI trade show and at least two other events, if feasible, to promote production on our island. Opportunity to attend other off island events for marketing and promotional purposes is not available at this time. Trade show is slated for March or April of 2014. 2. Collaborate with the Film Offices of the Hawaiian Islands (FOHI), the Hawai'i Film and Entertainment Board (HFEB), the Hawai'i International Film Association (HIFA), the Association of Film Commissioners International (AFCI), Hawai'i Island Chambers of Commerce, etc. to: Participate in and support legislative efforts to provide appropriate changes and modifications to the Act 88 production incentive program; specifically,to expand the sunset clause for the Act 88 legislation, increase the per production cap for the incentive, and provide a small (5%) rebate to incent more local hiring by June 2014. No legislative action has occurred during this time frame. The legislature will convene again in January,2014. 3. Plan/coordinate/assist in the following activities by June 2014: a. Support services to approximately 100 productions. Approximately 45 productions on island during this time frame. b. Four(4) scouting tours or meetings with high level productions. Hosted a full day scout for independent filmmaker Ibba Armancas,visiting from Seattle. In addition, scouting was done at Hula Daddy Coffee farm and Hamakua Mushrooms. Six Month Progress Report on Program Objectives for FY 2013-14 14 RESEARCH & DEVELOPMENT FILM c. Four(4)presentations to local high schools or colleges, businesses or community groups to share information about the Film Office and industry on this island. Two presentations were delivered: 1) Big Island Visitors Security Association, and 2) to students during the West Hawai'i Civic Center Government Career Day. Four(4) film festivals, conferences, or trade shows to promote our own location production capabilities,provide network opportunities for filmmakers, attract more filmmaking to the community and to give a voice to our diverse communities. Sponsored the 'Imiloa Full Dome 3D Film Festival and the Hawai'i International Film Festival held at The Palace Theater in Hilo. Six Month Progress Report on Program Objectives for FY 2013-14 15 RESEARCH & DEVELOPMENT AGRICULTURE 1. Convene a County/landowner caucus to implement a plan for the Hawai'i County Important Agriculture Lands by December 2012. Informed by Planning Director that Parker Ranch already designated large acreage to Important Agriculture Lands (IAL) and Bishop Estate is currently working on a plan to designate areas,within their authority,to IAL. The Planning Department has had the lead on IAL designations, however there are no current efforts to initiate an island wide IAL designation; they are monitoring emerging efforts on Kaua'i and O'ahu. Hawaii County General Plan has an IAL designation in its LUPAG Map which will be reviewed as part of the General Plan Update process set to begin in 2014. 2. Collaborate with the Civil Defense Agency to integrate agriculture into the County's food security and disaster preparedness plans by June 2013. Included Agriculture Specialist on a Civil Defense working group to advocate for a food security plan in the event of a disaster; meetings not yet convened. However, emergency food security is largely a matter of storage capacity rather than local production which could be disrupted if fuel stopped arriving or heavy weather damaged existing food crops. 3. Develop and provide opportunities to expand the market for Hawai'i Island products. a) Fund three projects promoting agricultural products and leverage County funds at a target ratio of 1:3 by January 2013. Provided funds for the following projects that promote agricultural products and leverage County funds: • Kona Kohala Chefs Association—2013 Recipe & Fruit Calendar: created and distributed seasonal tropical fruits calendar to chefs and buyers to promote local fruits and demonstrate recipes. • Hilo Orchid Society—60th Annual Orchid Show & Sale: to showcase amateur& other commercial growers orchid products to a large audience. • Hawaii Export Nursery Association (HENA)—2012 New Varietal Development & Industry Promotion Program: to attract new buyers and increase sales of products (including 5 new dracaena plants) at the 17th Annual Hawai'i MIDPAC Horticultural Conference. Final Status Report on Program Objectives for FY 2012-13 1 RESEARCH & DEVELOPMENT AGRICULTURE b) Support attendance to two (2)trade shows/trade missions by June 2013. Funded the Hawaf i Tropical Flower Council (HTFC) for the 4th Annual HTFC Conference, and the Hawaii Tropical Fruit Growers—22°' Annual Hawai'i International Tropical Fruit Growers Conference. Funds will also support attendance at 13 floral shows and Hawaiian cultural events to promote "Hawaf Brand" and the quality of Hawai'i flower and plants. Conferences were held in September and October,2012 and 13 flower shows attended by June,2013. c) Increase distribution of fresh produce of the Senior Nutrition Program from 15 to 52 weeks by June 2013. 0% of this objective has been met. Multi-agency responsibilities need further discussion to determine program expansion, determine funding source and capacity of long-term produce deliveries. Current federal funds that support this distribution are only available during seasons where production is common in temperate climates. 4. Advocate for and facilitate private-public partnerships for extension programs, agricultural research and infrastructure. a) Fund five agricultural research and five agriculture extension programs and leverage County funds at a target ratio of 1:3 by January 2013. Provided funding for the following agricultural research projects: • Hawaii Agriculture Research Center—Breeding Resistance from Wild Species to Papaya for Non-GMO Resistance to Papaya Ringspot Virus: for the micro-propagated of seedlings that are Papaya Ringspot Virus (PRV)resistant and of suitable market quality for further screening for resistance to the PRV strain. • Hawai'i Agriculture Research Center—Import Replacement and Propagation of Ornamental Eucalyptus: for the research and identification of the best areas to grow three (3)types of ornamental eucalyptus. Final Status Report on Program Objectives for FY 2012-13 2 RESEARCH & DEVELOPMENT AGRICULTURE • University of Hawaii at Hilo—Broodstock Self-sufficiency as a Foundation for the New Hawai'i Oyster Industry: for selection and propagation of oysters that perform best in Hawai'i waters. • University of Hawai'i at Hilo—Substitution of hydroponic solutions with vermicompost teas to increase yields of lettuce and tomatoes: for research on substituting in organic nutrient solutions with locally produced vermicompost"teas" in hydroponic systems. Provided funding for the following agricultural extension programs: • Hawai'i Forest Industry Association—"Growing Koa in Hawai'i— Soup to Nuts" Workshop: this 2-day workshop of koa growing on Hawai'i Island for economic, environmental and cultural purposes. • University of Hawai'i—Consistent Year-Round Avocado Production by Exploiting Diverse Microclimates for Local Market Consumption and Community Food Security: to help revive the avocado industry on Hawai'i Island. • Big Island Association of Nurserymen (BIAN)—2012-13 Nursery Productions Educational Promotion Program: to create opportunity and interaction between nursery and floriculture industries, communities and for local market to share best practices. • Hilo-Hamakua Community Development Corporation—Practical Agriculture for Hamakua (PAH): 18-week hands-on educational workshop on beneficial soil microorganisms and soil health. • Hawai'i Tropical Fruit Growers—22" Annual Hawaii International Tropical Fruit Growers Conference: world leading tropical fruit growers present at this conference and collaborate with local industry. b) Collaborate with the University's students and faculty produce "How To" manuals for prioritized crops and post manuals on Hawai'i County agriculture website by June 2013. Dragon's Eye Learning Center tasked to provide a "how to" guide for chicken rearing using natural farming methods. The guide for this specific method has not yet been posted on the department's website. Final Status Report on Program Objectives for FY 2012-13 3 RESEARCH & DEVELOPMENT AGRICULTURE c) Establish a pilot project with private-public partnership to develop and test mobile slaughterhouse systems including waste management by June 2013. Arranged for educational display of this mobile unit at the Taste of the Range in September,2012. Initiated funding discussions with Farm Services Agency and USDA, permitting discussions with Dept. of Ag and Dept of Health and awareness and supply discussion with the various pork, poultry sheep and goat, etc. groups. 5. Provide technical advice and/or support for three (3) grant applications to the university, commodity groups and private agricultural businesses by June 2013. Provided technical advice and support to: 1) the Hawaii Floriculture and Nursery Association and HTFC to participate in the Philadelphia International Flower Show with funds from the Dept of Agriculture 2) The Kohala Center to develop a system to support farmers from classroom to a hands-on farm. 3) Farmering for the Working Class program with WOW Farms and the Waimea Hawaiian Homestead Association. Final Status Report on Program Objectives for FY 2012-13 4 RESEARCH & DEVELOPMENT TOURISM 1. To increase the economic contribution of the visitor industry to Hawai'i Island and its communities and to help ensure that communities retain their sense of place and recognize their multi-cultural diversity, by June 2013: a) Partner with the Hawaii Island Visitors Bureau to implement an annual tourism marketing plan aimed at target consumer and business markets including: advertising,public relations, airlift support, Kama'aina campaigns, international outreach, and the conventions, meetings and incentives market. 2012 was a banner year for visitation to our island with more than 1.4 million visitors and 10.5 million visitor days. Projections continue to be very positive as visitor spending during the first six months of 2013 was up 20% from the same period in 2012. b) Support island-wide economic development activities while offering visitors and residents a variety of experiences to enjoy through support of thirty(30) festivals and events and activities through the annual HTA CPEP and COH Request for Proposals. We supported 22 projects in CY12 and 18 projects in CY13 through the HTA CPEP program. In addition,we had 90 island coordinators attend our Festivals and Events Workshop in June 2013, building their organizational capacity, even if they do not receive direct funding support. 2. To increase communication, interaction, and understanding between stakeholder groups, especially between residents and the visitor industry by June 2013: a) Promote the Hawai'i Island Tourism Strategic Plan(TSP) at a minimum of four public meetings. Promoted TSP at four public meetings. b) Serve on advisory councils including: Kona-Kohala Chamber of Commerce's Tourism Task Force, Marketing Advisory Committee for Big Island Visitors' Bureau, and Airport Improvements Task Force for the Kohala Coast Resort Association. Participated in all listed councils and attended meetings. Final Status Report on Program Objectives for FY 2012-13 5 RESEARCH & DEVELOPMENT TOURISM 3. To maintain and improve visitor experience on Hawai'i Island by June 2013: a) Support the development of consistent, appropriate signage to provide easy directions and identify communities and historical sites in four areas through service on the State Scenic Byways Advisory Committee. Corridor Management Plans were completed by: Kailua Village Business Improvement District's Royal Footsteps Along the Kona Coast Scenic Byway; Pulama Ia Kona's Mamalahoa/Kona Heritage Scenic Byway and Na'alehu Mainstreet's Ka'u Scenic Byway. Kalani Honua and Kapono's Red Road Scenic Byway has completed its nomination for state scenic byway status and has just begun work on its plan. In addition, interpretive signs were completed for the Ka'u Scenic Byway, and a mobile app was launched for the Royal Footsteps Scenic Byway. b) Support efforts to increase safety for visitors in partnership with Parks and Recreation, Civil Defense, Visitor Aloha Society of Hawaii (VASH), HPD, HFD and the Big Island Visitors Security Association(BIVSA). Coordinated a meeting with all of the safety and security and visitor industry partnering organizations in July 2012. Tourism Specialist is serving as the president of VASH for the next two (2) calendar years (2013 and 2014), and attended monthly BIVSA meetings. 4. To reinforce authentic Hawaiian culture ensuring the foundation of our unique sense of place and appropriate recognition of our host culture by June 2013: a) Share Hawai'i Tourism Authority's (HTA) Style Guide and work with all sponsored programs, festivals and events to ensure Hawaiian place names are correctly spelled and diacritical marks are used appropriately. Distributed HTA's rebranded style guide titled: Ma'ema'e—A Hawaiian Cultural Toolkit to all contractors. Final Status Report on Program Objectives for FY 2012-13 6 RESEARCH & DEVELOPMENT TOURISM b) Advocate for appropriate interpretive signage and educational information along scenic byway corridors through participation as an advisory committee member of the State Scenic Byway Commission. Tourism Specialist continues to serve on the State Scenic Byway Commission. c) Support three Hawaiian cultural events in the development stage to become self-supporting and work with their hosting nonprofit organizations to build their organizational capacity. Supported Moku 0 Keawe Foundation, NA Hoa Aloha o ka Pu'uhonua o Honaunau in support of 93 cultural events at Pu'uhonua o Honaunau; and Kai `Opua Canoe Club in support of the Queen Lili'uokalani Long Distance Canoe Races. All of these projects have reached levels of organizational sustainability. Final Status Report on Program Objectives for FY 2012-13 7 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT 1. Coordinate, promote, and administer the joint State/County Enterprise Zone program and increase business participation by ten(10%)by June 2013. Provided information,End of Year Reports, and County support to the 70 Hawai'i Island businesses participating in the Enterprise Zone Program. Granted three-year extension to one manufacturing and/or agricultural business that graduated from program after seven years of participation, granted Force Majeure designations to six agricultural businesses that experienced a natural disaster or pest outbreak, and enrolled four new businesses to the program. 2. Provide funding and/or technical assistance to four(4) organizations for economic development projects such as,the Cultural and Hawaiian Heritage Corridor Programs, with funding to be matched 1:1 from other sources by June 2013. Provided funding and/or technical assistance to 1) Hawaii Food Manufacturers Association for the Business Workshop for Small Manufacturers-Product Promotion Opportunities,2) Kona-Kohala Chamber of Commerce—Economic Summit 2013 "Charting Our Future",3) Mainstreet Pahoa Association -Pahoa Business Brochure, and 4) Big Island Resource Conservation & Development Council (RC&D)—Kona Tahiti Fete. 3. Partner with or provide funding for two organizations on workforce development opportunities (i.e.job shadowing program) by June 2013. Partnered with Small Business Development Center(SBDC) to conduct five How to Start a Business in Hawai'i workshops in rural districts, provided planning support and technical assistance to the Workforce Investment Board (WIB) Outreach committee for workforce development programs. 4. Provide funding and/or technical assistance to three research, education and STEM (Science, Technology, Engineering, and Mathematics)projects by June 2013. Provided funding and/or technical assistance to: 1) Hawaii Island Economic Development Board—Astronomy Workforce Initiative, 2) Hawaii Island Economic Development Board—Student Spaceflight Experiments Program (SSEP), 3) Big Island Resource Conservation & Development Council—FAB Lab and 4) University of Hawai'i at Hilo— Astronomy Shadowing Program for Schools projects. Final Status Report on Program Objectives for FY 2012-13 8 RESEARCH & DEVELOPMENT ENERGY 1. Initiate an electric vehicle program for County of Hawai'i by June 2013. Monitored and evaluated a pilot electric vehicle program to test feasibility and effectiveness. Tested the overall efficiency and analyzed the cost of owning or leasing more of these type vehicles in the future. A National Renewable Energy Laboratory (NREL) report and a 12-month pilot report are available for review. 2. Issue award and complete Lalamilo Wind Farm project, working in conjunction with the Department of Water Supply, by June 2013. Advertised for a Request for Proposals (RFP) and pro-forma Power Purchase Agreement(PPA)working with the Department of Water Supply (DWS) in August 2012. Evaluated seven bidders; selected three to proceed with proposals. Meeting held in November 2012 to familiarize bidders with project, site and technical information from the utility company; proposals due January 31, 2013. Department in partnership with DWS issued 20 year award for the Lalamilo Wind Farm project on April 26,2013 to Site Constructors Inc. at a price of $0.24/kWh with 0% escalation years 1-5. 3. Initiate and partner with NELHA for Renewable Research Development and Deploy projects by June 2013. Assisted NELHA on three projects involving Ocean Energy Thermal Conversion (OTEC),National Renewable Energy Laboratory grant for microgrid deployment project and proposal for Compressed Air Storage in the deep ocean corridor. The OTEC project is being developed by OTEC International, the microgrid project is proposed in the Research Compound area and the compressed air storage project is being proposed by Bright Energy Storage Technologies. 4. Identify and facilitate at least two transportation projects, in conjunction with Department of Public Works and Mass Transit that will help reduce the cost of energy for the county and reduce emissions by June 2013. Collaborated with Public Works (DPW) and Mass Transit on three transportation projects to reduce the cost of energy and emissions for county. 1) Final Status Report on Program Objectives for FY 2012-13 9 RESEARCH & DEVELOPMENT ENERGY Completed installation of 1000 LED street lamps in March 2013; these high- efficiency street lamps save over 50% on its energy usage, increase traffic safety with more visible light and protect our valuable Astronomy sector by providing increased Dark Skies. 2) Identified and helped facilitate a partnership with the University of Michigan and Mass Transit to help with a Mass Transit Strategic Plan. 3) Identified and facilitated plans with DPW on changing the technology and increasing the number of electric vehicle charging stations at facilities. 5. Continue to work with Hawai'i Energy to implement at least two (2) energy efficiency programs to increase energy efficiency (decrease kilowatt hours) for residents by June 2013. Collaborated with interim Sustainability Coordinator and Hawaii Energy to present County employees and residents with energy efficiency education and available energy efficiency rebates. Worked with Hawaii Energy on high- efficiency LED street lamp project. A rebate of$41,112.00 was obtained and will be used to expand the LED lamp program which will reduce resident taxpayer burden. Elected and served as Technical Working Group member on Energy Efficiency Portfolio Standards advising the Public Utilities Commission on the implementation Hawaii Energy must perform residential efficiency programs. 6. Represent Hawai'i County in Hawai'i Electric Light Company's (HELCO) Integrated Resource Planning (IRP) process, in Public Utilities Commission(PUC) dockets, on the Board and Research Advisory Committee of the Natural Energy Laboratory of Hawaii (NELHA), the Board of the Hawai'i Energy Policy Forum(HEPF), the Board of the Hawaii Clean Energy Initiative Steering Committee and at the Hawai'i State Legislature by attending scheduled meetings by June 2013. Represented the County in the Advisory Committee of the IRP as requested by PUC, in the Reliability Standards Working Group Docket(2011-0206) as the Chair of the Demand-Side Options (DSO)Subgroup and delivered Final Whitepaper on Demand Side Options programs that is now part of the Utilities and Hawai'i Energy programs. We continued in the PUC Dockets to focus on cost-effective strategies for decreasing costs to the utility ratepayer, and as an Intervener in the PUC Docket 2012-0185 for a bio-fuels project on Island of Hawai'i as an Intervener in PUC Docket 2013-0141 to provide proper incentives for the utility to deliver cost-effective electricity. Represented County on the Boards of NELHA, HEPF and HCEI by participating and presenting at those meetings. Final Status Report on Program Objectives for FY 2012-13 10 RESEARCH & DEVELOPMENT ENERGY 7. Update the County's Energy Emergency Preparedness Plans as the State of Hawai'i Plans are updated by June 2013. Participated in three(3) teleconferences to update the County's Energy Emergency Preparedness Plans. Had teleconference with fuel suppliers and Civil Defense Director on fuel storage quantities and delivery situations during event of a civil defense event. Maintained updates from the Department of Business Economic Development, and Tourism—Strategic Industries Division (DBEDT-SID) as well as County's Civil Defense. 8. Assist Hawai'i County Civil Defense during emergencies and energy situations. Attend meetings of the Governor's Energy Emergency Preparedness Advisory Council and the Hawai'i State Energy Council by June 2013. Assisted Hawaii County Civil Defense in two Civil Defense situations and as advised by Administration to stand-ready for EOC during potential emergencies. Attended meetings of both Councils. 9. Update the energy section of the Hawai'i County Building Code—IECC 2009 by June 2013. Continued support of DPW's update of the County Building Code—IECC 2009 through its education work on the Energy Advisory Commission—Buildings Code Committee. Energy Advisory Commission was not active from November 2012-June 2013 and we did not have meetings with Buildings Committee. (IECC 2012 will be adopted in the next fiscal and we will continue to provide education support for this next Hawaii County Building Code). 10. Monitor energy savings and maintenance contracts on retrofits under new performance contracts by June 2013. Final Status Report on Program Objectives for FY 2012-13 11 RESEARCH & DEVELOPMENT ENERGY Monitored County's energy savings in buildings that have received energy retrofits to report on energy savings and maintenance recommendations. West Hawaii Civic Center Photovoltaic,Battery and Electric Vehicle combination saves between $130,000-$150,000 per year without any taxpayer investment. Analysis of projected savings from Lalamilo Power Purchase Agreement contract awarded in April 2013 are $2 million per year that goes directly to the water ratepayer. 11. Work with Department of Public Works to ensure all new County of Hawaii facilities are LEED certified and, where feasible, include the installation of solar photovoltaic power by June 2013. Continued collaboration with DPW to analyze and recommend the installation of photovoltaic power systems is deployed where economically-feasible and to ensure all new facilities are LEED certified; where feasible and cost-effective. 12. Implement portions of the County of Hawai'i Energy Sustainability Plan, especially renewable energy projects and transportation/fuel projects by June 2013. Top ten projects analyzed and presented to Administration with fast return on investments. Completed the next phase of Energy Sustainability Plan called Five Year Road Map. Initiated and implemented four priority programs: Created and implemented Biofuels Evaluation Framework, increased PUC Docket Participation, initiated Mass Transit Strategic Plan assistance and started Fleet Owners Association initiative. Final Status Report on Program Objectives for FY 2012-13 12 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 1. Collaborate with key partners in the business community and provide statistical information to at least 20 requests per month to assist in the improvement of their performance goals. Collaborated with the business community and provided information and services to assist users take effective action. 2. Compile monthly economic data(showing previous year comparisons) and distribute to at least 50 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 Distributed the monthly County of Hawai`i Statistics that looks at some of the county's leading economic indicators to determine business cycles and forecasting. With a 2-month time lag; and delayed reporting from the Department of Taxation; latest issue is March 2013. Calendar Years 2000 through 2012 are accessible online: www.hawaiicounty.gov/statistics 3. Maintain an index of articles to support departmental programs and generate an annual subject index (NewsFile) of articles affecting Hawaii County by June 2013. Indexed four local newspapers with data entry completed.NewsFile catalogued as: DU 628 H28 N49 (1996-2011 published; 2012 available on in-house database). 4. Secure location for the R&D library and update library catalog and database. Maintain the Online Library Application (OLA) database by classifying and cataloging library materials. Continue to work with Department of Data Systems to eliminate software bugs (due to conversion of the library system)by June 2013. Relocation of the library to the County building basement has not yet received health/safety clearance. Library collection also includes resources from other County departments to be managed by R&D. 5. Publish the County of Hawaii Data Book(online) by November 2012. Updated County of Hawaii Data Book. Accessible online: www.hawaiicounty.gov/databook The 2011 County Data Book is available online. Final Status Report on Program Objectives for FY 2012-13 13 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 6. Publish Ha'ilono,the R&D Newsletter featuring individual program highlights to support and promote economic development in Hawai'i County at least 4 times by June 2013. Planned R&D Highlights to be featured in upcoming issue not available. 7. Respond to requests for statistical, reference and program information daily and on demand. Provided assistance and access to information in various formats. 8. Publish new/updated edition of brochure: "A-Glimpse-At Hawai'i Island" and provide accessibility via County of Hawai'i's web site by June 2013. Accessible online: www.hawaiicounty.gov/factsandfigures for 2012 brochure that provides an overview of local, physical, cultural and economic conditions of Hawaii Island. Final Status Report on Program Objectives for FY 2012-13 14 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER Program Objectives — Capacity Building Program 1. Develop Opportunities for Family Financial Empowerment a. Fund two assets building projects and leverage County funds at a target ratio of 1:2 by June 2013. Awarded $50,500 that was matched with over$160,000 from federal, state and/or private grants to support Hawaii Island families to build their financial capabilities. • Kahuawaiwai Youth Leadership Project, Hawaiian Community Assets: provided youth leadership development to increase peer-to-peer training opportunities for low income youth on Hawai`i Island. • Credit Counseling, Consumer Credit Counseling Service of Hawaii: provided debt management education,foreclosure mitigation counseling, and benefits screening and referrals. • Ho`owaiwai Empowerment Centers, HACBED: established a network of"Empowerment Centers" to provide financial empowerment resources. b. Convene and facilitate meetings with other agencies to develop and implement at least three innovative strategies to improve the financial health and well-being of island children and families by June 2013. STRATEGY 1: Expand access to safe and affordable financial products. • Convened and facilitated meetings with credit unions, schools, and service providers to implement and expand the Children's Savings, Resources Match, Financial Empowerment Centers, and VITA initiatives. • Convened and facilitated meetings with private businesses to discuss Children's Savings Accounts and financial education for employees and clients. STRATEGY 2: Expand access to low cost, efficient and culturally appropriate financial education. • Convened and facilitated meetings with community organizations to expand Spend Safe.ly and Kahuawaiwai financial education programs. Final Status Report on Program Objectives for FY 2012-13 15 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER STRATEGY 3: Increase access to income boosting tax credits through places of employment. • Convened and facilitated meetings with private businesses to discuss tax time strategies benefits screening for employees and clients. c. Advocate for at least two Family Financial Empowerment policies through the Cities for Financial Empowerment Coalition by June 2013. Policy 1: Universal Children's Savings Accounts and Financial Education as a part of college readiness through the Department of Education: this policy connected college readiness with matched savings and financial education program at public schools. Policy 2: National delivery standards for financial counseling services: this policy created a comprehensive,formalized structure and programmatic strategies. d. Facilitate implementation of Ho'owaiwai Hawai`i Island: Building Genuine Wealth Policy Roadmap through five (5)technical assistances by June 2013. Provided technical assistance to: • Expand Services that Increase Financial Capability: children's savings, IDAs,financial education and counseling, and benefits screening and referrals. • Increase Access to Income-Boosting Tax Credits: VITA sites offered island wide through credit unions, network sites, service providers and businesses. • Promote Access to Healthy, Local Food Sources: Supported services provided to the Pahoa Community Certified Kitchen (Malama 0 Puna), "North Kohala Eat Local"and the EBT Program at Farmers Markets. Final Status Report on Program Objectives for FY 2012-13 16 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 2. Encourage Sustainable and Livable Communities a. Fund two community development projects and leverage County funds at a target ratio of 1:1 by June 2013. Awarded $12,000 that was matched with over$20,000 from federal, state and/or private grants, and in-kind resources to support Hawaii Island communities to build their capacity and implement sustainable initiatives. • Opening New Doors—Neighborhood Revitalization, Habitat for Humanity: provided repair services for tattered homes so they become safe, decent and sustainable, and families have increased chances of keeping their homes. • Community Organization Development, Hilo-Hamakua Community Development Corporation: provided an education and training program for Hamakua coast communities for organizational capacity building. • Financial Empowerment for Marshallese and Micronesian Communities, Island Consulting: developed a culturally appropriate model for programs that serve Micronesian and Marshallese communities that helps to increase their financial stability, while building the communities in which they thrive. b. Partner with at least three organizations to facilitate implementation of various community plans by June 2013. • N. Kohala CDP goal: "The N. Kohala community will produce 50%of the food it consumes by 2018. " Partnered with the North Kohala Community Resource Center to implement community-based initiatives for implementing sustainable food systems. • S. Kohala and Kona CDP policy: "Incorporate the concept of "Sustainability" as defined in the Hawai`i 2050 Plan". Partnered with the Hawai`i Green Growth Initiative Design Team to develop statewide measures for sustainability, and build the state and island wide network. • Kona CDP policy: "West Hawai`i Civic Center as stimulus for office and retail development. " Partnered with Hawaiian Community Assets to provide financial education for West Hawai`i residents. Final Status Report on Program Objectives for FY 2012-13 17 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER • Ka`u CDP Values and Vision: "Increase economic opportunities through a diverse resilient and sustainable economy. " Partnered with CU Hawai`i Federal Credit Union to expand the children's savings program in Pahala,Na'alehu and Ocean View. • Hamakua CDP Values and Vision: "Our vibrant economy (includes) access to goods and services so that our families can work and shop close to home. " Partnered with ROSI Navigators and the Hawaii Community Federal Credit Union to develop an empowerment center at NHERC, and expand the Children's Savings Program. • Hamakua CDP Natural and Cultural Resources Management Strategy 8: "Preserve Waipi`o Valley's Unique Values."Partnered with Friends of the Future to maintain an information and education program near site of the future Waipi`o Valley Lookout Visitor Center. c. Provide three research and/or technical assistances to improve civic engagement, sustainable development, and smart growth policy development by June 2013. Provided technical assistance to: • Hawaii 2050 Sustainability Plan Green Growth Measures Committee to develop state wide indicators for Hawaii Island (Sustainable Development). • Hawai'i Alliance for Sustainable Living to track the implementation of the Sustainable Rural Habitat Ordinance (Policy Advocacy). • BALLE/HALE to develop the Sustainability Network and strategies for building community capital and assets (Green Economy). • University of Hawai'i Hilo to develop a Sustainable Student Internship Program that provides businesses with energy and waste audit services and other green workforce development projects (Civic Engagement). Final Status Report on Program Objectives for FY 2012-13 18 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 3. Develop Opportunities for Economic Localization and Greening the Government a. Fund two green economic development projects and leverage County funds at a target ratio of 1:2 by June 2013. Awarded $13,000 that was matched with over$515,000 from federal, state and/or private grants, and in-kind resources to support Hawaii Island businesses, organizations, communities and families to build their capacity and implement sustainable initiatives. • Building the Capacity for a Local, Green Economy on Hawaii Island, Sustain Hawai'i: assisted Hawaii Island consumers and local businesses to connect locally made products businesses to other businesses and the public, and create a"Made on Hawai'i Island"product directory. • Capacity Building for Local Food Production, Dragon's Eye Learning Center: provided communities island-wide with a curriculum on raising chickens and eggs in an affordable, sustainable manner to increase local food production. • Puna Community Certified Kitchen, Malama 0 Puna: planned a community certified kitchen to provide a kitchen for farmers to create value- added products, and to help feed large numbers of people in the event of a disaster. b. Partner with at least five organizations to reduce dependence on imported energy, food, materials and the generation of waste by June 2013. Partnered with: • BALLE/HALE: to develop and implement the Green Economy of Practice to assist local businesses with developing innovative ways to grow the local, green economy: hone business strategies, learn key skills to grow leadership capacity and nurture collaborative relationships. • Adaptations: to develop an Agriculture Microloan Program for farmers. • Hawai'i Energy: to offer no cost energy efficiency workshops to county employees, and low income individuals and families. • Malama 0 Puna: for developing the Pahoa Community Certified Kitchen that will be used for value-added processing of local agriculture products. Final Status Report on Program Objectives for FY 2012-13 19 RESEARCH & DEVELOPMENT HAWAI'I COUNTY RESOURCE CENTER 4. Facilitate the implementation of Vision 20/15 Green Government Action Plan through three technical assistances by June 2013. Provided technical assistance to implement: a. Energy Conservation and Efficiency Standards: • Partnered with Hawai'i Energy to provide energy efficiency education. • Partnered with the Department of Parks and Recreation and Hawai'i Energy to install variable frequency drive motor pumps in County pools. • Facilitated discussions with IAM Energy on energy use audits of County facilities. b. Energy Conservation and Efficiency Monitoring Standards: • Collaborate with Kaua'i County, Corporation Counsel and Purchasing to implement a county-wide utility tracking and evaluation program. c. Sustainable Procurement: • Initiated discussion with the Purchasing Agent to develop a Sustainable Procurement policy for purchases of materials, services and equipments. Final Status Report on Program Objectives for FY 2012-13 20 RESEARCH & DEVELOPMENT FILM 1. Market and promote Hawai'i Island internationally as a desirable and cost effective location for filming by June 2013: a. Utilizing Big Island Film web site, ListBox and other various databases to release quarterly newsletter updates to the local production community and quarterly ad mailings to the external production database. Released several communications to the Ohana Database regarding various issues and updates pertinent to filming on the island,which included links to the newly produced "webisodes" on YouTube. Sent two (2) email blasts to the Production database of producers who have filmed on island previously dealing with updates to the tax rebate legislation and to progress around the construction of the Lokahi Studio complex. This group was also sent links to the Film Office YouTube videos. b. Convene at least one meeting with a major television production or feature film producers to attract/incentivize production on this island. Leverage available resources to secure on-island production as feasible. Met with Producer from the popular cable reality show "Duck Dynasty" when filmed on island to explore other opportunities for this show and others that she represents, to film on Hawaii Island. c. Launch and maintain a Film Office Facebook page. The Big Island Film Office Facebook page was launched in November of 2012 and has been successful with regular postings about film activity on island and with growth in "likes"with over 200 at the end of this time period. d. Update all photo albums on Zen Photo and add at least ten(10) new albums of location photos. A major sweep of the albums on the website was completed and numerous spelling and typo types of glitches were spotted and corrected. Over this full time period ten (10) new albums were created, including Kamakoa,Big Island Movies, Noni Farms,Kapoho Tide pools, and Loki Wai Gardens. Final Status Report on Program Objectives for FY 2012-13 21 RESEARCH & DEVELOPMENT FILM e. Attend at least one trade show. Collaborated with the Film Offices of the Hawaiian Islands (FOHI) to attend the annual AFCI Locations Trade Show in Los Angeles in June. 2. Collaborate with the Film Offices of the Hawaiian Islands (FOHI),the Hawai'i Film and Entertainment Board (HFEB),the Hawai'i International Film Association (HIFA),the Association of Film Commissioners International (AFCI), Hawai'i Island Chambers of Commerce, etc. to: a. Support and expand local infrastructure for film production. Research and facilitate discussions to identify land for development of a sound stage by June 2013. Met with a private group to identify County property that could be leased and/or donated for stage development and construction. Private group decided to build a sound stage at the University of the Nations as part of their long term strategic development plan. Provided County permitting process assistance to group, and attended numerous meeting to get updates on progress and provide input as needed. b. Participate in and support legislative efforts to provide appropriate changes and modifications to the Act 88 production incentive program; specifically, to expand the sunset clause for the Act 88 legislation, increase the per production cap for the incentive, and provide a small (5%) rebate to incent more local hiring by June 2013. Met on a regular basis with FOHI and HFEB to discuss and plan for the upcoming legislative session to address issues related to Act 88. Attended the annual Legislative "Open House" session in January to meet key House and Senate legislators who would play a role in dealing with proposed or amended legislation affecting film. Provided email testimony on a regular basis regarding proposed bills affecting film, usually adversely. 3. Plan/coordinate/assist in the following activities by June 2013: a. Support services to approximately 100 productions. Supported seventy one productions on island during this time period. Final Status Report on Program Objectives for FY 2012-13 22 RESEARCH & DEVELOPMENT FILM b. Four scouting tours or meetings with high level productions. Involved with two major scouts: 1) Hawaii Five 0 brought over six production executives for a two-day scout in November, and 2) Scott Shatsky and Justin Klinger who were on island for the production of a reality show webisodes for marketing our island using social media distribution. Also, spent several days with investor/entrepreneur Grant Allen looking for locations for sound stages. Spent a day scouting with two filmmakers who had films in the Big Island Film Festival looking at various locations after the festival, and spent a day scouting with an independent filmmaker from Seattle who was here on vacation. c. Marketing and design improvement to the Film Office web site. Design improvements and functionality efficiencies completed. d. Four presentations to local high schools or colleges, businesses or community groups to share information about the Film Office and industry on this island. Talked to a group of students from Kohala High School about television production and careers in film, and made a presentation to the Kona Rotary Club. Spoke to a group of film students in August at the University of the Nations, and to high school students at a career day workshop in December that was sponsored by the Kamehameha Scholars program. e. Two workshops for workforce training, educational development, relationship building for the exchange of information about current business practices. Delivered a tutorial and mini seminar on production, careers in film, and filming policies and procedures to students in Digital Media at HCC. f. Four film festivals, conferences, or trade shows to promote our own location production capabilities,provide network opportunities for filmmakers, attract more filmmaking to the community and to give a voice to our diverse communities. Participated and hosted the 6th annual Chinese Film Festival and participated in various ways in the 8th annual Big Island Film Festival. Final Status Report on Program Objectives for FY 2012-13 23 RESEARCH & DEVELOPMENT FILM Participated as a judge in a student film competition sponsored by Hawaii Volcanoes National Park to make short videos promoting park access and heritage. Student filmmakers received feedback and positive critiques. Also, sponsored the FAM Con film, animation, and media conference held in Honoka'a in December. Shared film office updates, current productions on island and internship information. Final Status Report on Program Objectives for FY 2012-13 24 23 HIGHWAY FUND PUBLIC WORKS TRAFFIC DIVISION Existing Maintenance Signals & Streetlights 1. Maintain 5%or less signal light failure rate. o Performance measurement: actual against 5% goal. 0.001% of intersection flashing down-time. 2. Improve upon street light failure rate of 30%. o Performance measurement: actual against 30% goal. 13% street light failure which represents a 2% improvement. Traffic Signs & Markings 1. Restripe or install 250 line miles per year(total of 1,000 line miles over 4 year maintenance cycle)to address retro reflectivity. o Performance measurement: actual against 250 line miles per year goal. Restriped or installed 61.4 miles of traffic markings against 6 month goal of 125 miles or 49% of goal. This is a Federally mandated reflectivity goal. Not meeting this goal shows the need to improve our installation method by either increasing personnel or pursuing more efficient installation equipment. 2. Fabricate 3,150 signs for sign retro reflectivity maintenance program. o Performance measurement: actual against 3,150 signs fabricated per year goal. Fabricated 2,429 traffic signs against 6 month goal of 1,575 signs or 154% of goal. 3. Maintain or install 4,200 signs for retro reflectivity maintenance program. o Performance measurement: actual against 4,200 signs maintained or installed per year goal. Maintained or installed 3,039 traffic signs against 6 month goal of 2100 signs or 145% of goal. Six Month Progress Report on Program Objectives for FY 2013-14 1 PUBLIC WORKS TRAFFIC DIVISION Improvements Signals & Streetlights 1. Connect 15 signals per year to Traffic Command Center. o Performance measurement: actual against 15 signals installs per year. 1 new intersection. Additional intersection connections are dependent upon implementation of our proposed Intelligent Transportation System which has been delayed due to personnel shortages. 2. Convert 1,000 LPS units per year with LED lightings (total of approx. 9600 lights). o Performance measurement: actual against 1,000 unit goal. 0 units this six months period (expect 100+/-LED installations during the next six month period.) Anticipate delivery and installation of 3000 LED units next fiscal year 3. Upgrade 5 crosswalks per year. o Performance measurement: actual against 5 crosswalks per year goal. 3 total; 2 with School Zone Beacons +RRFB and 1 with RRFB only. Safety 1. Investigate and process complaints and requests (not including projects) within 30 calendar days. o Performance Measurement: 100% completion. 71 total requests: • 50 completed within 30 calendar days (70.42%). • 12 still open. • 9 completed in more than 30 days. Six Month Progress Report on Program Objectives for FY 2013-14 2 PUBLIC WORKS TRAFFIC DIVISION 2. Transportation Asset Management Program o Acquire new photo log every two years of all public roadways in Hawaii County, a full traffic sign inventory of all County owned/maintained signs, and road ratings of all County owned/maintained roads. o Performance measurement: 100% completion. Delayed one year. o Update GIS (Geographic Information System) inventory management to include annual goals for signs at 4800 each and striping 250 line miles o Performance measurement: 100% completion. GIS System update is completed. Six Month Progress Report on Program Objectives for FY 2013-14 3 PUBLIC WORKS HIGHWAY MAINTENANCE DIVISION 1. Continue island-wide in-house resurfacing program and resurface a total of 35 miles. For July to December 2013,we resurfaced 14.08 miles* of various County roads: 1. South Hilo 0.00 miles 2. North Hilo/Hamakua 4.74 miles 3. North/South Kohala 3.72 miles 4. North/South Kona 3.47 miles 5. Ka`u 0.75 mile 6. Puna 1.40 miles *Includes Roads In Limbo and shoulder improvements 2. Evaluate the grass cutting operation and maintain the standard of 6 miles (12 total)per operator/equipment per workday and the goal of a five-week cycle per district. For July to December 2013, our grass cutting cycles were completed as follows: South Hilo 3 to 6 weeks North Hilo/Hamakua 3 to 6 weeks North/South Kohala 3 to 6 weeks North/South Kona 3 to 6 weeks Ka`u 5 to 6 weeks Puna 2 to 6 weeks Six Month Progress Report on Program Objectives for FY 2013-14 4 PUBLIC WORKS TRAFFIC DIVISION Existing Maintenance Signals & Streetlights 1. Maintain 5%or less signal light failure rate. Actual performance: 0.02% failure rate or 99.98% operational. 2. Improve upon street light failure rate of 30%. Actual performance: 21.17% failure rate on reported street lights or 78.83% operational. Traffic Signs & Markings 1. Restripe 250 line miles per year(total of 1,000 line miles over 4 years)to address reflectivity. Actual performance: 122.6 miles or 49% of 250 line miles per year goal. Improvements Signals & Streetlights 1. Connect 15 signals per year to Traffic Command Center. Actual performance: 6 signals. Goal was not met over a 1 year period due to maintenance and LED conversions. 2. Convert 1,000 LPS units per year with LED lightings (total of approx. 9600 lights). Actual performance: 1,000 LED's installed. Goal was met over a 1 year period. 3. Upgrade 5 crosswalks per year. Actual performance: 3 crosswalks. Goal was not met over a 1 year period due to resources availability towards maintenance requirements rather than development Final Status Report on Program Objectives for FY 2012-13 1 PUBLIC WORKS TRAFFIC DIVISION Safety 1. Investigate and process complaints and requests within 30 calendar days. Actual performance: 94% 2. Transportation Asset Management Program o Acquire new photo log every two years of all public roadways in Hawaii County, a full traffic sign inventory of all County owned/maintained signs, and road ratings of all County owned/maintained roads. Completed this project in the 2011-2012 fiscal year. We will acquire a full inventory for approximately 10,000 street lights on State and County roads in the 2013-2014 fiscal year. The street light inventory is the priority with no plans to acquire a new photo log, follow-up sign inventory, or follow-up road rating inventory in the 2013-2014 fiscal year. Acquiring a new photo log every two years will be a future goal. o Update GIS (Geographic Information System) inventory management to include annual goals for signs at 4800 each and striping 250 line miles The traffic sign inventory was integrated into RoadSoft GIS and the RoadSoft Sign Module training was completed in 2012-2013 fiscal year. The sign maintenance program based on an expected sign life/blanket replacement approach is underway. The application of RoadSoft into the maintenance operation has begun and will be fully integrated in the 2013-2014 fiscal year. The subject performance goal will depend on the Traffic Signs and Markings Section maintenance rates. Acquiring the striping inventory and a fully integrated traffic accident inventory are future goals once the street light inventory is completed. Final Status Report on Program Objectives for FY 2012-13 2 PUBLIC WORKS HIGHWAY MAINTENANCE DIVISION 1. Continue island-wide in-house resurfacing program and resurface a total of 35 miles. For July 2012 to July 2013,we resurfaced 15.66 miles* of various County roads: South Hilo 4.06 miles North Hilo/Hamakua 0.00 miles North/South Kohala 1.74 miles North/South Kona 0.62 miles Ka`u 3.70 miles Puna 5.54 miles *Includes Roads In Limbo and shoulder improvements 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. For July 2012 to July 2013, our grass cutting cycles were completed as follows: South Hilo 3 to 6 weeks North Hilo/Hamakua 3 to 6 weeks North/South Kohala 3 to 6 weeks North/South Kona 3 to 6 weeks Ka`u 5 to 6 weeks Puna 2 to 6 weeks Final Status Report on Program Objectives for FY 2012-13 3 24 SEWER FUND ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 1. Complete repairs to the Hilo Wastewater Treatment Plant(WWTP) Outfall. Estimated project start date is May 2014. Delays have been due to the U.S. Army Corp of Engineer's progress on issuing a Department of Army permit required for work within navigable waters of the U.S. 2. Complete repairs to the Kalaniana'ole Interceptor—Phase 2. Project was completed and accepted in September 2013. 3. Complete upgrade of the Pua Sewage Pump Station (SPS) and Force Main. Project is at 80% design. Construction work completion is estimated at sometime in late year 2014. 4. Complete replacement of the Papa'ikou and Kulaimano Dewatering Systems. Project is at 15% design. Construction work completion is estimated at sometime in early year 2015. 5. Initiate construction of the Na'alehu Large Capacity Cesspool (LCC) Replacement project. Collection system design is nearly complete. Construction work completion of the collection system is estimated at mid to late year 2015. Treatment/disposal facility design is pending final EA review and construction is estimated to begin sometime in early year 2015. 6. Initiate design of the Pahala LCC Replacement Project. Project(collection system and treatment/disposal facility) is currently still in the pre-design phase. Archaeological investigation is currently ongoing and geotechnical investigation will be initiated to confirm suitable location for the treatment/disposal facility. 7. Initiate construction of the Kealakehe Sludge Removal and Aeration Upgrade Project. Project was bid out in early January 2014. Construction work to begin approximately mid-year 2014 upon successful closure of bid phase. 8. Initiate construction of the Lono Kona Sewer Improvement District Project. Construction start is estimated at mid-year 2015. Six Month Progress Report on Program Objectives for FY 2013-14 1 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 9. Continue construction of the North Kona Sewer and Reuse project in conjunction with the State DOT's Queen Ka'ahumanu Highway Widening Project—Phase 2. The MOU was revised to include additional design costs as determined by the State DOT and submitted by the County for State DOT review in October 2013. Awaiting response from State DOT. 10. Implement Sewer Rate Increase to adequately support Wastewater facilities including sewer mains, sewage pump stations and wastewater treatment plants. Anticipated implementation has been re-scheduled to sometime in year 2015. Six Month Progress Report on Program Objectives for FY 2013-14 2 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 1. 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. In efforts to maintain proper safety and health procedures,the WWD opted to request a consultation visit from HIOSH on July 2,2013 for the Kealakehe Wastewater Treatment Plant in preparation for any future inspections. A Full Service Safety and Health Survey was provided to the WWD who addressed and/or corrected the hazards. 2. Continue to implement an inflow and infiltration (I/I)program for the Hilo Sewer System in order to reduce influent flow to the Hilo WWTP. Additional areas of infiltration that were previously identified within the Kalaniana'ole Avenue Sewer Interceptor was mitigated during the completion of the Phase 2 Sewer Rehabilitation Project that was completed in September 2013. 3. Continue to implement an inflow and infiltration (I/I) program for the Kona Sewer System in order to reduce chloride concentrations as the WWD Administration continues to establish an effluent reuse program in Kona. Chemical grouting of sewer pipe joint leaks was performed at three locations on Ali'i Drive which further reduced I/I. Six Month Progress Report on Program Objectives for FY 2013-14 3 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 1. Complete repairs to the Hilo Wastewater Treatment Plant(WWTP) Outfall. Project has been further delayed to late 2013 or early 2014 as WWD waits for the permit requirements from NOAA which will be included in the bid documents. 2. Complete repairs to the Kalaniana'ole Interceptor—Phase 2. Work actively continues with construction anticipated to be completed in September 2013. 3. Complete upgrade of the Pua Sewage Pump Station(SPS) and Force Main. Work is anticipated to be completed sometime in 2014. 4. Complete upgrade of the Wailoa SPS. This project has been budgeted for FY 13-14 due to lack of operations funds. 5. Complete replacement of the Papa'ikou and Kulaimano Dewatering Systems. This project anticipates completion in the 2nd quarter of 2014. 6. Initiate construction of the Na'alehu Large Capacity Cesspool (LCC) Replacement project. This project has been delayed due to identification of archaeological finds in the proposed area and will require revision of the Environmental Assessment for the project. It is anticipated that the bid process will begin sometime in the 4th quarter of 2013. However,this is also dependent upon issuance of permits and approvals at the State and Federal levels. 7. Initiate design of the Pahala LCC Replacement Project. Design will be initiated following completion of archaeological and flora/fauna study of the proposed area for the wastewater treatment facility. The study is to be conducted in 3rd quarter of 2013. 8. Initiate construction of the Kealakehe Sludge Removal and Aeration Upgrade Project. Design of this project is at 95% completion; construction start date estimated for 1st quarter 2014. Final Status Report on Program Objectives for FY 2012-13 1 • ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 9. Initiate construction of the Lono Kona Sewer Improvement District Project. Initiation of the project is pending determination from the US Department of Agriculture whether the project will meet requirements for funding(grant and/or loan) under their program. The application submitted on June 1, 2012 is still under review by the agency. 10. Continue construction of the North Kona Sewer and Reuse project in conjunction with the State DOT's Queen Ka'ahumanu Highway Widening Project—Phase 2. The State DOT has notified the County of the additional cost for re-design of the road section between Kealakehe Parkway and Hina Lani St. due to the presence of unanticipated archaeological finds. The State DOT continues to negotiate with the contractor with regard to additional costs. 11. Continue to ensure plant operators receive adequate training and refreshers to be able to renew their operator certification licenses and to further their learning as they pursue career advancement within the organization. Training opportunities continue to be provided. 12. Participate in providing input on operator training classes overseen by the continuing Statewide Operator Training Center (SWOTC). Training for operators is currently being performed by the University of Hawaii College of Engineering in accordance with a Memorandum of Understanding with the State of Hawaii Department of Health and the University of Hawaii in lieu of training being provided directly by the SWOTC. 13. Finalize development of the Asset Management System (AMS)program as well as implementing procedures established within the system. Use of an updated inventory, preventive maintenance, purchasing, and work order systems have been implemented. The WWD's Information Systems Analyst position remains vacated. Until that position is filled,finalization of the AMS is not possible. 14. Implement Sewer Rate Increase to adequately support Wastewater facilities including sewer mains, sewage pump stations and wastewater treatment plants. It is anticipated that a Sewer Rate Increase will be implemented within the next year. Final Status Report on Program Objectives for FY 2012-13 2 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 1. Ensure plant operators receive adequate training and refreshers to be able to renew their operator certification licenses and to further their learning as they pursue career advancement within the organization. Training opportunities continue to be provided. 2. Train operations personnel to recognize and utilize the different aspects of the asset management system that is under the lead of the WWD Administration. The intent is to increase efficiency by using a continuous improvement process. As indicated under Administration, elements of the Asset Management System are in the process of being implemented. However, as the Information Systems Analyst position is currently vacant, progress has slowed down. 3. 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. The Kealakehe WWTP received an Unacceptable rating for an inspection conducted in November 2012and the WWD submitted a response to the report on January 23,2013. The unacceptable rating was based on: a. Failure to implement a reuse system and continued use of an infiltration basin for disposal of effluent. b. Deteriorated condition of the aeration system. c. Sludge has not been removed from the lagoons since inception of the facility. d. Inadequate sewer service charges. A Compliance Evaluation Inspection was performed at the Hilo WWTP by a contractor for the EPA in 2011 and 2012 but the reports have not yet been formally issued. A Compliance Evaluation Inspection of the Papa'ikou and Kula`imano WWTPs by a contractor for the EPA was conducted in 2012 and reports were received in January 2013. The County provided responses to the inspection. Final Status Report on Program Objectives for FY 2012-13 3 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 4. Continue to implement an inflow and infiltration(I/I)program for the Hilo Sewer System in order to reduce influent flow to the Hilo WWTP. I/I efforts (chemical grouting of Kalaniana'ole Avenue,installation of repair sleeves on Wailoa Interceptor, and other miscellaneous repairs) have resulted in a reduction of flow of approximately 400-500,000 gallons per day. Rehabilitation of the Kalaniana'ole Avenue Interceptor Sewer Phase 2 is anticipated to further reduce I/I as Closed Circuit TV inspection has identified areas of additional infiltration. The WWD worked with the Parks Department to address I/I within the Ho'olulu complex. 5. Continue to implement an inflow and infiltration(I/I) program for the Kona Sewer System in order to reduce chloride concentrations as the WWD Administration continues to establish an effluent reuse program in Kona. Work to eliminate a section of main on Ali'i Drive which was leaking was completed in March 2012. Chemical grouting of leaking joints on Ali'i Drive by County personnel was performed and continues to be performed. 6. Continue to reduce operational expenses. Initiate plans to reduce Operation and Maintenance (O&M) activities at smaller Sewage Pump Stations, Kula'imano WWTP, Papa'ikou WWTP, and Kapehu WWTP to reduce expenses while attempting to minimize the additional risk of failure and non-compliance events to the extent possible. Due to the lack of operational funds,plans to reduce O&M activities has not been implemented. If funds are not available to improve the reliability and performance of facilities first, the results are unacceptable risk consequences to the County if for example, the frequency of station checks were reduced. Final Status Report on Program Objectives for FY 2012-13 4 25 CEMETERY FUND PARKS & RECREATION CEMETERY FUND 1. Conduct maintenance and repair activities. Maintenance and repairs have been conducted daily. Six Month Progress Report on Program Objectives for FY 2013-14 1 PARKS & RECREATION CEMETERY FUND 1. Conduct maintenance and repair activities. Maintenance and repair activities have been conducted daily. Final Status Report on Program Objectives for FY 2012-13 1 26 BIKEWAY FUND PARKS & RECREATION BIKEWAY FUND 1. Conduct one recreational bike activity in each of 5 recreational districts by June 30, 2014. 7/8/13 Youth Bike Program at 2013 Waikoloa Park Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawaii). 7/11/13 Youth Bike Program at 2013 Hisaoka Gym Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawaii). 10/19/13 2"d Keiki Triathlon at Kona Community Aquatic Center and Maka`eo Park, in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawaii), Kealakehe High School Waverider Triathlon Club, and Bike Works Hawaii. Six Month Progress Report on Program Objectives for FY 2013-14 1 PARKS & RECREATION BIKEWAY FUND 1. Conduct one recreational bike activity in each of 5 recreational districts by June 30, 2013. The following events took place during the fiscal year: Yano Hall—Bike to Pine trees, September 28,2012. Old Kona Airport Park-Keiki Triathlon, Oct 19,2012. Final Status Report on Program Objectives for FY 2012-13 1 27 BEAUTIFICATION FUND PUBLIC WORKS BEAUTIFICATION FUND 1. Continue to initiate two roadside planting projects every year. The Pana`ewa Recreational Complex performed a roadside beautification project and landscaped the area around the main entrance sign off of Stainback Highway. 2. Continue to plant or replant a minimum of 10 trees each year. Five Palm trees were planted for the Pana`ewa Recreational Complex main entrance beautification project. 3. Enhance and continue the existing Litter Pick-up along County Roads Program with the Highways Division of the Department of Public Works. Contracted for trash cans/bins and trash removal at Pahoa Village and PuakO Beach Drive. Highway Maintenance Division continued trash collection services for Downtown Hilo and Kailua Village Business Improvement District receptacles in addition to trash pick-up as part of the Division's Roadside Maintenance Program. When requested by volunteer groups, the Districts provide trash bags for the volunteer's use during their trash pick-up projects at other County roadsides. Additional litter receptacles were received a couple months ago and are scheduled for replacements or new location installations. Six Month Progress Report on Program Objectives for FY 2013-14 1 PUBLIC WORKS BEAUTIFICATION FUND 1. Continue to initiate two roadside planting projects every year. One beautification project has been completed at Reed's Bay Beach Park. 2. Continue to plant or replant a minimum of 10 trees each year. 14 Loulu Palms have been planted at Reed's Bay Beach Park. 3. Enhance and continue the existing Litter Pick-up along County Roads Program with the Highways Division of the Department of Public Works. Contracted for trash cans/bins and trash removal at Pahoa Village and Puako Beach Drive. Highway Maintenance Division continued trash collection services for Downtown Hilo and Kailua Village Business Improvement District receptacles in addition to trash pick-up as part of the Division's Roadside Maintenance Program. When requested by volunteer groups,the Districts provide trash bags for the volunteer's use during their trash pick-up projects at other County roadsides. Additional litter receptacles were purchased for replacements or new location installations. Final Status Report on Program Objectives for FY 2012-13 1 28 VEHICLE DISPOSAL FUND ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 1. Coordinate removal from public access roadways those vehicles classified as abandoned/derelict. Received 240 vehicle incident reports forwarded from the County Police Department,of which 57 vehicles could not be found at reported locations. A total of 183 vehicles were towed to County Salvage Facilities. 123 vehicles were removed from West Hawaii to the Kealakehe/Kailua Salvage Facility, and 60 vehicles were removed from East Hawaii to the Hilo Salvage Facility. 2. Process and recycle all derelict/abandoned vehicles in compliance with Department of Health requirements. No reports of any violations. 3. Monitor salvage facility operations contract for the processing and shipment of scrap metal. The Solid Waste Division no longer accepts scrap metal from commercial entities. The current Abandoned Vehicle towing contract requires that the tow vendor deal directly with a permitted scrap metal operator to process abandoned vehicles as scrap. 4. Coordinate the removal, recycling and/or re-use or disposal of used tires for beneficial use. The tires that come in with the cars being towed under the Abandoned Vehicle Program are handled by the towing contractor. All tires that come in to Solid Waste Facilities are being managed through the Solid Waste Program. Used tires are no longer monitored by Abandoned Vehicle Program. Six Month Status Report on Program Objectives for FY 2013-14 1 ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 1. Coordinate removal from public access roadways those vehicles classified as abandoned/derelict. Received 1,127 vehicle incident reports forwarded from the County Police Department, of which 721 vehicles could not be found at reported locations. A total of 406 vehicles were towed to County Salvage Facilities. 248 vehicles were removed from West Hawaii to the Kealakehe/Kailua Salvage Facility, and 158 vehicles were removed from East Hawaii to the Hilo Salvage Facility. 2. Process and recycle all derelict/abandoned vehicles in compliance with Department of Health requirements. No reports of any violations. 3. Monitor salvage facility operations contract for the processing and shipment of scrap metal. Scrap metal contractor removed a total of 21,018 tons in FY 2012-13. Staff verifies invoices via weight tickets and shipping documents and tracks scrap metal commodities through a permit log from our vendor. 4. Coordinate the removal, recycling and/or re-use or disposal of used tires for beneficial use. Tires are currently retrieved from the various transfer sites and landfills after they have been illegally dumped at these sites. Tires are also processed as part of our abandoned vehicle and scrap metal collection programs. Final Status Report on Program Objectives for FY 2012-13 1 29 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 2009 Integrated Resources and Solid Waste Management Plan identified three major alternatives for solid waste management in the County: a.) Implement a series of programs to reduce the volume of waste entering the landfills: i) Awarded a new contract for acceptance of mixed scrap metal,white goods, car batteries and propane tanks from the various transfer stations around the island. ii) Hosted field trips of the solid waste facilities and sponsored various events around the island to educate and promote recycling. iii) Continued to provide courses for the promotion of backyard composting which included the distribution of home composting units. b.) Make improvements to existing infrastructure to accommodate new waste reduction programs: i) A design build project was put out for rebuilding the Volcano and Glenwood transfer stations which includes various improvements to the 2-bin recycling program. c.) Conduct more in-depth evaluations of two options to address the need for long term capacity for residuals needing disposal. i) The County is continuing to evaluate the options for solid waste disposal in East Hawai'i. The North facing slope of the existing South Hilo Sanitary Landfill (SHSL)will be developed according to the previously utilized sliver fill pattern. 2. Continue repairs and enhancement services at all County transfer stations. A Request for Proposals was drafted and subsequently issued by the Department of Public Works in September 2013 for a design build project for replacement of the retaining walls at the Volcano and Glenwood Transfer Stations. Installation of gates for the refuse disposal chutes was completed at all transfer stations. This allows for increased safety for our Solid Waste Facility Attendants. Six Month Progress Report on Program Objectives for FY 2013-14 1 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 3. Fleet Maintenance - Continue a daily maintenance checklist and recurring replacement schedule on our heavy equipment based on age and repair costs. The County continued to utilize a vendor to provide limited night maintenance service for the truck tractors and the compactor trucks on an "as needed" basis. Repair work is performed through the Automotive Division of the Department of Public Works when staff is available. Otherwise, it is contracted out to local vendors. The Solid Waste Division (SWD) is responsible for operating and maintaining two active landfills, one refuse sorting facility,twenty-two transfer stations,three base yards and two inactive landfills in addition to performing island-wide transportation of municipal solid waste 362 days a year. Emergency repairs are being performed through the Automotive Division when space and staff are available. Upon recommendation from the Automotive Division, emergency repairs are contracted out. The SWD is planning to procure the services of a local repair shop/mechanic to perform monthly inspections for all heavy equipment at both landfills. These inspections will be done as preventative maintenance. This will allow the SWD to catch repair items before they become too significant and costly. This service is expected to be in place by April 2014. 4. Comply with Department of Health Chapter 58.1 Hawai`i Administrative Rules to ban or require source separation of green waste from entering County disposal facilities. New contracts are in place for the grinding of greenwaste on both East and West sides of the County. Additional greenwaste collection bins were provided as part of the improvements at the Kealakehe Transfer Site and have been put into service. Six Month Progress Report on Program Objectives for FY 2013-14 2 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 5. Continue post-closure maintenance and monitoring of Kailua and old Waimea landfills. The County continues to contract services to provide quarterly monitoring, limited maintenance and subsurface fire suppression activities at the Kailua and the Waimea Landfills. The 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 the State Department of Health (DOH). A continuing effort has been made at the Kailua Landfill site to add a significant quantity of soil materials to the various sinkholes and problematic areas of the site. It appears that progress is being made with this approach to the ongoing landfill fire issue. The next phase of this project will be to cap off the old gas collection system at this site. This will help to prevent air from entering the subsurface. 6. Expand recycling education, glass recycling, e-waste collections, household hazardous waste collections and landfill diversion programs. a) Recycling Education Program—Public education efforts have continued to increase awareness of the 2-bin recycling program at most transfer stations. Additional signage has been installed at the Kealakehe Site to more clearly explain aspects of the recycling programs. Other promotional programs included Recycling Guide inserts in local newspapers on Earth Day,Hawaii Recycles Day, and reusable shopping bag/other promotional item distributions. The HI-5 Program continues to offer HI-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. b) With direct input from the retail,food service, bag distributors and other sectors the Department of Environmental Management(DEM) promulgated rules to implement the Plastic Bag Reduction Ordinance. SWD continued to coordinate a multimedia campaign using internet, radio, television, newspaper, posters/banners, flyers and other methods to educate the public on the law and to remind them to make use of their reusable bags. SWD also continued to distribute reusable bags at various events to educate the public and ease the transition to reusable bags. Six Month Progress Report on Program Objectives for FY 2013-14 3 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND c) 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. d) Glass Recycling-Non HI-5 glass bins have been operating at nineteen of the island's twenty-two transfer stations/convenience centers. The Department is working with local recyclers to develop an end use market on-island. Beneficial on-island value-added end uses include glasscrete which has been used to improve surfaces at select transfer stations and Leadership in Energy and Environmental Design (LEED) certified buildings. e) E-Waste Program - Residential E-Waste collections continue at four of the County transfer stations. Events are held at the Wai`ohinu, Waimea, Kealakehe and Hilo Transfer Stations on a rotating basis. Commercial E- Waste collection is done once per month at the Hilo Sort Station on a reservation basis only. f) Household Hazardous Waste (HHW) Program—During the first half of FY13-14 two HHW Collection Events were held, one in Hilo and one in Kealakehe. g) Reuse-Reuse Centers continue to operate at the Hawi,Kea'au, Kealakehe, Keauhou, Pahoa & Waimea Recycling & Transfer Stations. h) Mixed Recyclables -Mixed Recyclables collection and diversion is available at nineteen of our twenty-two transfer stations/convenience centers. Segregated paper recycling (mainly separate cardboard bins) are located at the Hilo,Kea'au and Kealakehe transfer stations. i) The County Recycling website is continually updated and 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 website, www.hawaiizerowaste.org, provides the public with detailed information on the Department's SWD 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 2013-14 4 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 7. Support the State DOH HI5 programs and redemption centers for the public. There are currently twenty certified redemption center(CRC) locations on the Hawaii Island which include eighteen permanent sites and two mobile services. HMP Inc., dba Business Services Hawai i, is currently operating redemption centers at ten of the County's rural transfer stations. In addition,Atlas Recycling LLC offers redemption services at six permanent locations; three in Hilo, two in Kona and one in Waimea. Atlas also offers two mobile redemption services in Ocean View and Na'alehu. Reynolds Recycling and Mr. K's Recycling and Redemption also operate redemption centers in Hilo. a) County HI-5 recycling staff conduct regular compliance inspections at all CRCs. Inspection reports are filed with DOH on a monthly basis. b) 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 DOH. c) County HIS-recycling staff conducts regular inspections at Hotels, Bars and Restaurants to educate the private sector of the recycling opportunities on island. Monthly inspection reports are filed with DOH. Six Month Progress Report on Program Objectives for FY 2013-14 5 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 2009 Integrated Resources and Solid Waste Management Plan identified three (3) major alternatives for solid waste management in the County: a.) Implement a series of programs to reduce the volume of waste entering the landfills: i) Awarded a new contract for processing greenwaste at both West Hawai'i Sanitary Landfill and South Hilo Sanitary Landfill starting January 2013. ii) Hosted field trips of the solid waste facilities and sponsored various events around the island to educate and promote recycling. iii) Continued to provide courses for the promotion of backyard composting which included the distribution of home composting units. b.) Make improvements to existing infrastructure to accommodate new waste reduction programs: i) Improvements to the recycling and green waste programs at the Kealakehe Transfer Station were completed in February of 2013. These improvements included an improved green waste drop-off site, reuse area and various improvements to the 2-bin recycling program. c.) Conduct more in-depth evaluations of two options to address the need for long term capacity for residuals needing disposal. i) The County is continuing to evaluate the options for solid waste disposal in East Hawai'i. The North facing slope of the existing South Hilo Sanitary Landfill (SHSL)will be developed according to the previously utilized sliver fill pattern. 2. Continue repairs and enhancement services at all County transfer stations. Construction is complete for improvements at the Kealakehe Transfer Station. Key features of the Kealakehe recycling improvements include more convenient drop offs for recycling and green waste. A Request for Proposals was drafted and subsequently issued by the Department of Public Works in September 2013 for a design build project for replacement of the retaining walls at the Volcano and Glenwood Transfer Stations. Final Status Report on Program Objectives for FY 2012-13 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND Gates for the refuse disposal chutes were constructed at most transfer stations that will allow for increased safety for our Solid Waste Facility Attendants. All sites are expected to have these gates installed by January 2014. Improvements were made to transfer stations in West Hawai'i which will help to prevent our customers from standing on the chute entering the refuse trailers. Automotive Division welders were utilized to make these improvements. Speed bumps were installed at the SHSL to help provide a safer traffic flow through the transfer station, greenwaste and sort station areas. These speed bumps were installed with the assistance of Highway and Traffic Divisions. 3. Fleet Maintenance - Continue a daily maintenance checklist and recurring replacement schedule on our heavy equipment based on age and repair costs. The County continued to utilize a vendor to provide limited night maintenance service for the truck tractors and the compactor trucks on an "as needed" basis. Repair work is performed through the Automotive Division of the Department of Public Works when staff is available. Otherwise, it is contracted out to local vendors. The Solid Waste Division (SWD) is responsible for operating and maintaining two active landfills, one refuse sorting facility,twenty-two transfer stations, three base yards and two inactive landfills in addition to performing island-wide transportation of municipal solid waste 362 days a year. Emergency repairs are being performed through the Automotive Division when space and staff are available. Upon recommendation from the Automotive Division, emergency repairs are contracted out. The SWD is planning to procure the services of a local repair shop/mechanic to perform monthly inspections for all heavy equipment at both landfills. These inspections will be done as preventative maintenance. This will allow the SWD to catch repair items before they become too significant and costly. This service is expected to be in place by January 2014. 4. Comply with Department of Health Chapter 58.1 Hawaii Administrative Rules to ban or require source separation of green waste from entering County disposal facilities. Final Status Report on Program Objectives for FY 2012-13 2 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND Staff continues to work toward development of composting facilities at the East and West Hawaii landfills to which all green waste and other organics will be directed. The new contracts are in place for the grinding of greenwaste on both East and West sides of the County. Additional greenwaste collection bins were provided as part of the improvements at the Kealakehe Transfer Site and have been put into service. 5. Continue post-closure maintenance and monitoring of Kailua and old Waimea landfills. The County continues to contract services to provide quarterly monitoring, limited maintenance and subsurface fire suppression activities at the Kailua and the Waimea Landfills. The 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 the State Department of Health (DOH). A continuing effort has been made at the Kailua Landfill site to add a significant quantity of soil materials to the various sinkholes and problematic areas of the site. It appears that progress is being made with this approach to the ongoing landfill fire issue. The next phase of this project will be to cap off the old gas collection system at this site. This will help to prevent air from entering the subsurface. 6. Expand recycling education, glass recycling, e-waste collections, household hazardous waste collections and landfill diversion programs. a) Recycling Education Program—Public education efforts have continued to increase awareness of the 2-bin recycling program at most transfer stations. Additional signage has been installed at the Kealakehe Site to more clearly explain aspects of the recycling programs. Other promotional programs included Recycling Guide inserts in local newspapers on Earth Day, Hawaii Recycles Day, and reusable shopping bag/other promotional item distributions. The HI-5 Program continues to offer HI-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. Final Status Report on Program Objectives for FY 2012-13 3 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND b) With direct input from the retail, food service, bag distributors and other sectors the Department of Environmental Management (DEM) promulgated rules to implement the first phase of the Plastic Bag Reduction Ordinance. SWD coordinated a multimedia campaign using internet, radio, television, newspaper, posters/banners, flyers and other methods to educate the public on the law and to remind them to make use of their reusable bags. SWD also distributed reusable bags at various events to educate the public and ease the transition to reusable bags. SWD will be working on a similar campaign for the second phase of implementation for the Plastic Bag Reduction Ordinance. c) 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. d) Glass Recycling-Non HI-5 glass bins have been operating at nineteen of the island's twenty-two transfer stations/convenience centers. The Department is working with local recyclers to develop an end use market on- island. Beneficial on-island value-added end uses include glasscrete which has been used to improve surfaces at select transfer stations and Leadership in Energy and Environmental Design (LEED) certified buildings. e) E-Waste Program - Residential E-Waste collections continue at four of the County transfer stations. Events are held at the Wai`ohinu,Waimea, Kealakehe and Hilo Transfer Stations on a rotating basis. Commercial E- Waste collection is done once per month at the Hilo Sort Station on a reservation basis only. f) Household Hazardous Waste (HHW) Program—During FY12-13 seven HHW Collection Events were held in Hilo (2), Kealakehe (2),Waimea (1), Waiohinu (1) & Pahoa (1). g) Reuse -Reuse Centers continue to operate at the Hawi, Kea'au, Keauhou, Pahoa & Waimea Recycling& Transfer Stations; a Reuse Center opened at the newly reconstructed Kealakehe Recycling & Transfer Station in April 2013 expanding service. h) Mixed Recyclables - Mixed Recyclables collection and diversion is available at nineteen of our twenty-two transfer stations/convenience centers. Segregated paper recycling(mainly separate cardboard bins) are located at the Hilo,Kea'au and Kealakehe transfer stations. Final Status Report on Program Objectives for FY 2012-13 4 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND i) The County Recycling website is continually updated and 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 website, www.hawaiizerowaste.org, provides the public with detailed information on the Department's SWD 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. The Department also maintains its Landfill Diversion Incentive Program for paper, non-HI-5 plastics and glass; latex paint & used cooking oil diversion incentives ceased at the end of FY12-13. 7. Support the State DOH HI5 programs and redemption centers for the public. There are currently twenty certified redemption center(CRC) locations on the Hawaii Island which include eighteen permanent sites and two mobile services. HMP Inc., dba Business Services Hawaii, is currently operating redemption centers at ten of the County's rural transfer stations. In addition,Atlas Recycling LLC offers redemption services at six permanent locations; three in Hilo,two in Kona and one in Waimea. Atlas also offers two mobile redemption services in Ocean View and Na'alehu. Reynolds Recycling and Mr. K's Recycling and Redemption also operate redemption centers in Hilo. a) County HI-5 recycling staff conduct regular compliance inspections at all CRCs. Inspection reports are filed with DOH on a monthly basis. b) 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 DOH. c) County HI5-recycling staff conducts regular inspections at Hotels,Bars and Restaurants to educate the private sector of the recycling opportunities on island. Monthly inspection reports are filed with DOH. Final Status Report on Program Objectives for FY 2012-13 5 30 GOLF COURSE 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; All 19 greens have been aerated in October. b. verticut and de-thatch all greens in July, October, January, and April, weather permitting, or as needed; All 19 greens have been de-thatched in July and October. c. controlling application of fertilizer and pesticide to greens, fairways and tees weekly, or as needed; fertilizer applications have been done on a monthly basis. Pesticide application have been done every other month. d. controlling application of herbicide to greens, tees, stream beds, ditches and course boundaries weekly, or as needed; Herbicide application has been done on a monthly basis. e. daily mowing of greens; Greens have been mowed daily. f. mowing of tee tops every Thursday, weather permitting; Tee tops have been mowed weekly g. mowing of fairways Monday through Friday, weather permitting; Fairways have been mowed on a daily basis. h. top dressing greens monthly, weather permitting; We have top dressed the greens once per month. i. rolling of greens on a weekly basis, or as needed. Greens have been rolled three times per week. Six Month Progress Report on Program Objectives for FY 2013-14 1 PARKS & RECREATION GOLF COURSE FUND 2. Schedule and assign tee times for: a. individuals and groups on a daily basis; Tee times have been taken daily b. club tournaments every six months; Club tournaments have been scheduled twice this year. c. larger fundraising tournaments on an annual basis. Targeting, but not limited to six fundraisers per fiscal year. We have scheduled 9 fundraising tournaments so far this fiscal. 3. Schedule inspection and repairs of course structures, clubhouse facilities and maintenance warehouse during the months of July, October, January, and April. Course and structure inspections have been done monthly. 4. Daily routine inspections and maintenance of equipment, course vehicles and safety equipment. All maintenance equipment is inspected weekly. 5. 80%of the service surveys received by golfers will be satisfactory or better. 100% satisfactory rating 6. 50%of all employees will have at least one training course. All employees have gone through several training sessions including the new HAZCOM standards. 7. 100% of employees will be exposed to safety talks at least once per month. Safety talks are done weekly Six Month Progress Report on Program Objectives for FY 2013-14 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; Aeration was completed in July (first phase). Second phase completed in May. Due to challenges with the sub-surface composition with the greens, Deep tine aeration and solid tine aeration projects were implemented to aid in the recovery of the greens in April and June. This was "in addition" to the program objectives. b. verticut and de-thatch all greens in July, October, January, and April, weather permitting, or as needed; Verticutting has been done July, October,January, and April. c. controlling application of fertilizer and pesticide to greens, fairways and tees weekly, or as needed; Fertilizer and pesticides have been applied on a regular basis. d. controlling application of herbicide to greens, tees, stream beds, ditches and course boundaries weekly, or as needed; Herbicide has been applied when possible due to the inclement weather conditions. e. daily mowing of greens; Greens have been cut on a daily basis. f. mowing of tee tops every Thursday, weather permitting; Tee tops are mowed once a week. g. mowing of fairways Monday through Friday, weather permitting; Fairways are being mowed on a daily basis. Due to the weather we have not been able to cover as much area as planned; however, the mowers have been running Monday through Friday and also on some weekends and holidays in order to keep up. Final Status Report on Program Objectives for FY 2012-13 1 PARKS & RECREATION GOLF COURSE FUND h. top dressing greens monthly, weather permitting. Greens have been top dressed 8 times during the year. Weather was not permitting the other 4 months. i. rolling of greens on a weekly basis, or as needed. Because of the amount of rainfall in the first half of the year,the greens were extremely wet and soft. These conditions prohibited us from running rollers on the greens. As the weather improved,we are back on our regular rolling schedule. 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. Inspections have been completed and work orders submitted. 4. Daily routine inspections and maintenance of equipment, course vehicles and safety equipment. Daily routine inspections are being done on a daily basis. Final Status Report on Program Objectives for FY 2012-13 2 PARKS & RECREATION GOLF COURSE FUND 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. Objectives achieved. Final Status Report on Program Objectives for FY 2012-13 3 31 GEOTHERMAL RELOCATION & COMMUNITY B ENEF7ITS FUND PLANNING GEOTHERMAL RELOCATION & COMMUNITY BENEFITS FUND The Geothermal Relocation and Community Benefits Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. There are now twenty-nine requests for relocation. Prudential Orchid Isle Properties now a subsidiary of Clark Realty is handling the claims. They are currently working on the first five claims. They will then move to the next group of claims pending availability of funds. Six Month Progress Report on Program Objectives for FY 2013-14 1 PLANNING GEOTHERMAL RELOCATION & COMMUNITY BENEFITS FUND The Geothermal Relocation and Community Benefits Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. The contracts to facilitate settlement of these claims have been completed. The purchases are now in the hands of a realty company, Prudential Orchid Isle Properties. No purchases have been made during fiscal 2012-13. Final Status Report on Program Objectives for FY 2012-13 1 32 HOUSING FUND HOUSING OFFICE OF HOUSING & COMMUNITY���� �.. DEVELOPMENT Community Development Division Development Branch 1. Construct of 20 transitional/rental units at Na Kahua Hale 0 Ulu Wini. The construction of the rental units are ongoing,with 20 units currently under construction. 2. Construct the Dry Sewer Line at Na Kahua Hale 0 Ulu Wini. The construction of a dry sewer line is not being pursued at this time due to the lack of infrastructure and surmountable cost associated with the project. 3. Construct 16 for-sale units in Phase 2 and Phase 3 of the Kamakoa Nui Workforce Housing Community. Construction of homes is ongoing,with 4 homes completed. A total of 16 homes will be completed before the end of this fiscal period. 4. Sales of Phase 3 and 4 at Kamakoa Nui Workforce Housing Community. Sales of future units will be a part of the next IFB process scheduled to begin by the end of the fiscal period. 5. Provide construction management services to four(4) construction projects. Construction management oversight services are ongoing. The projects include: Construction of Phase III and Phase IV of Ulu Wini, Landscape for Phase III and Phase IV and Kamakoa Nui. 6. Complete the rehabilitation of twenty (20) existing housing units owned by low and moderate-income person(s)through the RERP and the NAHASDA Programs. As of December 31,2013, three (3) rehabilitation projects were completed, two (2) projects are in the rehabilitation/construction phase and 14 applications are being reviewed for meeting program eligibility requirements. Six Month Progress Report on Program Objectives for FY 2013-14 1 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT On March 1,2013, the County of Hawaii and the Department of Hawaiian Home Lands (DHHL) mutually terminated its Memorandum of Agreement to administer the Native American Housing Assistance and Self Determination Act (NAHASDA) Loan Program. The DHHL is now responsible for the coordination of the program on the Island of Hawai i. Planning Branch 1. Complete two (2) Fair Housing trainings for the general public. Two trainings are scheduled and will be completed in April,2014. 2. Complete two (2) Fair Housing trainings for persons with language barriers. Two trainings are scheduled and will be completed in April,2014. 3. Increase Fair Housing training attendance by four (4)new landlords. Two trainings are scheduled and will be completed in April,2014. Existing Housing Division Family Self Sufficiency Branch Family Self Sufficiency Program 1. Provide services to at least 50 participants through the Section 8 Family Self- Sufficiency Program by June 30, 2014. • The Program Coordinator continues to meet with and refer FSS Program participants to community resources that will assist them in achieving necessary milestones as they work toward financial self-sufficiency. • Coordinated quarterly meetings allowing introduction and connection between community resources and program participants. • Conducted monthly informational meetings in Hilo and Kona to disseminate FSS program information. Six Month Progress Report on Program Objectives for FY 2013-14 2 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Section 8 Homeownership Option Program 1. Complete one (1) Section 8 Homeownership Option Program transactions with an eligible program participant. • The Program Coordinator continues to meet and guide program applicants as they work on meeting homeownership financial requirements (down payment, credit score, debt reduction). As of December 31,2013,there were no completed transactions through the Section 8 Homeownership Option Program, however, the Existing Housing Division anticipates about three (3) participants voluntarily terminate their participation in the Section 8 Program due to homeownership. • Conducted monthly informational meetings in Hilo and Kona to disseminate FSS program information. 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. As of December 31,2013,we are on track to meet program funding utilization goals. HOME Tenant Based Rental Assistance Program 1. Maintain 95% utilization rate of funding for Tenant Based Rental Assistance Program. As of December 31,2013,we are on track to meet program funding utilization goals. Grants Management Division Grants Administration Branch Community Development Block Grant (CDBG) 1. Fund, monitor, complete, and/or close approximately five (5) CDBG projects in accordance with program regulations. Projects will benefit at least 80% low and moderate income persons. Currently,3 projects funded and completed. Six Month Progress Report on Program Objectives for FY 2013-14 3 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 2. By April 2014 the balance of CDBG funds in the federal treasury must be less than one and a half times the yearly grant amount. Current ratio is 1.74. HOME 1. Fund, administer, complete and/or close out approximately five (5) HOME projects in accordance with program regulations. Projects will benefit 100% low and moderate income persons. Currently,2 projects funded and 1 project completed. Workforce Development Branch Workforce Investment Act(WIA) 1. Prepare the 2014 Annual Plan and submit the Plan to the State Department of Labor and Industrial Relations (DLIR) by May 2014 and receive approximately $1,300,000 in WIA funds. 2014 Annual Plan will be submitted to the State DLIR by May, 2014. 2. Provide services to: 221 adults who are 18 years of age and older and meet the income requirement. 225 dislocated workers who have recently been laid off due to company closure or who have been given notice of layoff 159 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. Provided services for 123 adults, 122 dislocated workers and 179 in-school and out-of school youth. Six Month Progress Report on Program Objectives for FY 2013-14 4 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Administrative Division Accounting Branch 1. Provide accounting support to the divisions and improve at least two services/procedures which include improvements to internal procedures for end of month reconciliation with County trial. Refined cost allocation methods for indirect cost and developed worksheets to manage Section 8 reporting. 2. Conduct three fiscal monitoring of various programs and projects. Conducted four fiscal monitoring of WIA program. Clerical Branch 1. Implement Laserfiche at the administrative office in Hilo. Laserfiche has been implemented and training for staff is ongoing. 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. This is complete. Community Development Division Development Branch 1. Construct 56 transitional/rental units of the Kaloko Housing Project. Thirty-six units completed with remaining twenty units currently under construction. 2. Construct 16 for-sale units of the Kamakoa Nui Community project. Four sales contracts are pending, awaiting 30-day Right to Rescission. Final Status Report on Program Objectives for FY 2012-13 1 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 3. Provide construction management services to six projects. We have completed Carvalho Park,Waiakea Uka, North Kohala,Kulaimano, A.J. Watt Gymnasium, & Yano Hall (awaiting Certified Payroll for K. Souza Plumbing) Planning Branch 1. Implement the housing code on two conditioned housing developments. Implementation is ongoing on two projects: Lava Kuakini and EMW Enterprises. 2. Complete approval of rules and form documents for the housing code. This activity is still ongoing. 3. Provide technical assistance with funding/exemption to four housing projects. Provided assistance to the following projects: EMW Enterprises, Riverside Apts., HICDC Adult Daycare Ph. 2, Mohouli Heights Senior Housing. 4. Complete two Fair Housing trainings for the general public. Two trainings held in April 2013. 5. Complete two Fair Housing trainings for persons with language barriers. One training is completed and one pending. 6. Increase Fair Housing training attendance by four new landlords. Trainings provided for seven landlords 7. Provide technical assistance to 20 Fair Housing inquiries. Provided assistance to 32 Fair Housing Inquiries. Final Status Report on Program Objectives for FY 2012-13 2 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Existing Housing Division Family Self Sufficiency Branch Family Self Sufficiency Program 1. Provide services to at least 50 participants through the Section 8 Family Self- Sufficiency Program by June 30, 2013. As of June 30,2013,there were 25 participants in the Section 8 Family Self Sufficiency Program. The OHCD conducted monthly informational meetings and provided general information to eligible program participants. Section 8 Homeownership Option Program 1. Complete one Section 8 Homeownership Option Program transactions with an eligible program participant. Four Section 8 Program participants reported that they became homeowners without federal assistance and voluntarily terminated their participation in the Section 8 Program. The OHCD conducted monthly informational meetings and provided general information to eligible program participants. Housing Program Branch 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. As of June 30,2013,four RERP projects completed and four NAHASDA projects completed as of December 2012. 2. Continue to promote the RERP and NAHASDA Programs by meeting with community groups and property owners at least annually. Met with community groups and property owners. Final Status Report on Program Objectives for FY 2012-13 3 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 3. Apply for funding to maintain current level of funding and to implement special rehabilitation loan programs. The EHD did not submit a grant application as funding levels were adequate to carry forward through 2013—2014 Program year. Rental Assistance Branch Housing Choice Voucher (Section 8)Program 1. Maintain a 95%utilization rate of HUD provided funding for the Housing Choice Voucher(Section 8) Program. Continuing to monitor to meet HUD required funding utilization rates. 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. Actively participated in various focus groups to promote Section 8 Program. These focus groups include the Big Island Workforce Connection,Workforce Investment Board (Youth Council Committee), Rural Outreach Services Initiative (Navigators Group), Foster Youth Council Group,Ho'owaiwai Network(Hawai'i County) and the Cities for Financial Empowerment. 3. Apply for additional HUD funding. Continuing to look for housing grant opportunities that will benefit Island residents. HOME Tenant Based Rental Assistance Program 1. Maintain 90%utilization rate of funding for Tenant Based Rental Assistance Program. Continuing to monitor to meet Program funding utilization rates. Final Status Report on Program Objectives for FY 2012-13 4 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT 2. Promote the Tenant Based Rental Assistance Program by meeting with community groups and social service providers at least quarterly. Actively participated in various focus groups to promote Section 8 Program. These focus groups include the Big Island Workplace Connection, Workforce Investment Board (Youth Council Committee), Rural Outreach Services Initiative (Navigators Group), Foster youth Council Group,Ho'owaiwai Network(Hawai'i County) and the Cities for Financial Empowerment. 3. Apply for additional program funding. Received $1,000,000 of 2012 HOME funds. Support Service Branch 1. Provides staff support services to various branches in the Division. Evaluated and updated office procedures to maximize efficiency of office through the use of updated housing software program and technology. 2. Meet the Housing Quality Standards inspections requirements. Meet all HUD inspection requirements. As of June 30,2013, there were no HUD inspection delinquencies. 3. Monitors the management contracts for Kula'imano Elderly Housing and O'uli Ekahi Housing Projects to ensure fiscal responsibility and integrity. Monitored all management contracts. Final Status Report on Program Objectives for FY 2012-13 5 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Grants Management Division Grants Administration Branch Community Development Block Grant (CDBG) 1. Fund, monitor, complete, and/or close approximately 5 CDBG projects in accordance with program regulations. Projects will benefit at least 80% low and moderate income person. As of June 30,2013,five CDBG projects have been completed. 2. By April 2013 the balance of CDBG funds in the federal treasury must be less than one and a half times the yearly grant amount. As of April 30,2013 the CDBG ratio was 1.40. HOME 1. Fund, administer, complete and/or close out approximately four HOME projects in accordance with program regulations. Projects will benefit 100% low and moderate income persons. To date two HOME projects completed and closed out; and two projects were funded. Neighborhood Stabilization Program (NSP 3) 1. Fund, administer, complete and/or close out one NSP project in accordance with program regulations. NSP1 and NSP3 funds have been fully expended, however, the project remains open as the construction of the final phase at Ulu Wini will commence in September 2013. 2. Complete the reporting, monitoring, and audit requirements of NSP program by December 2013 for fiscal year ending June 2013. These activities have been completed. Final Status Report on Program Objectives for FY 2012-13 6 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Other Grants 1. Apply for one other grant program which will complement or enhance program objectives. No additional grants have been awarded this fiscal year. 2. Fund, administer, complete and/or close out four other grant projects in accordance with program regulations. Other grants include but are not limited to Housing Preservation Grant, Special Purpose Grant, and Community Facility Disaster Assistance Grants. These activities have been completed. Workforce Development Branch Workforce Investment Act (WIA) 1. Provide services to: 221 adults who are 18 years of age and older and meet the income requirement. 232 dislocated workers who have recently been laid off due to shut down of business and who have been given notice of layoff. 159 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. Provided services to 235 adults,208 dislocated workers, 172 in and out of school youths. 2. Solicit proposals for interested vendors and renewing existing providers for a total of 10 Eligible Training Providers for PY 2012-2013. There were six eligible training providers as of June 30,2013. Final Status Report on Program Objectives for FY 2012-13 7 33 GEOTHERMAL ASSET FUND PLANNING GEOTHERMAL ASSET FUND The Geothermal Asset Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. There are several requests being processed for community mitigation purposes which include air monitors, hand-held and stationary as-well-as health studies. Six Month Progress Report on Program Objectives for FY 2013-14 1 PLANNING GEOTHERMAL ASSET FUND The Geothermal Asset Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. The claim for mitigation study has not been submitted to date. There is additional discussion on expenses to fund an air monitoring system. No decision has been made. Final Status Report on Program Objectives for FY 2012-13 1