2014-05-01 Cost of Government Commission Minutes

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5. DISCUSSION REGARDING SUBCOMMITTEES' MEETING WITH VARIOUS DEPARTMENTS AND AGENCIES FOR THE PURPOSE OF GATHERING INFORMATION FOR THE FINAL REPORT Ms. Maddox asked if anyone wanted to include other questions to the matrix for discussion with the departments. Mr. Perry thinks this is a good place to start and can add if they need too. Ms. Kelly would like to know if there was a cost analysis done in the past that could be shared with the Commission. Ms. Garson said it is a specific question that needs to be asked of each department. Ms. Kelly said maybe a recommendation the Commission could make to certain departments is to have a cost analysis done for certain items. Mr. Mitchell agreed. Ms. Maddox noted at the last meeting there was discussion of getting a general matrix of some questions to ask across all departments to be consistent, as well as being able to ask individualized questions. She asked if there were any other particular things that maybe weren't considered the last time that should be added to the matrix. Ms. Maddox made note of Ms. Kelly's suggestion to ask departments about cost analysis and Mr. Mitchell's inquiry of caring for the aina. Ms. Maddox asked if everyone was clear on the matrix. All agreed. Mr. Perry said they'll try it out once and figure it out. Ms. Kelly agreed and asked if it should be sent to the departments ahead of time to get them prepared. Ms. Kierkiewicz didn't think so; the letter was clear in terms of what information they would be looking for. Mr. Espejo inquired about police officers directing traffic along the Hamakua coast. He understands the County is mandated to use them at a cost of about $47 -$57 /hour and wondered if security agencies could be used for half the cost. Ms. Garson said those are special duty officers that are hired. She explained that when the County has a construction project and traffic needs to be directed, the contractor actually contracts with the special duty officer and gets paid by the contractor not the County. Ms. Maddox said she has used them for traffic control at special events and the officers are paid separately by whomever contracts them; she said there is an administrative fee that goes to the police department for the paperwork. Ms. Maddox confirmed their matrix form is ready to go and everyone is ready to begin making contact with their various departments. Ms. Kualii sent out the emails to the departments so they are expecting their calls. Ms. Maddox asked if there were other people that were new to their department other than the legislative auditor. Ms. Garson didn't think so. Ms. Garson informed Mr. Mitchell that for the County Council, unless the correspondence is agendized for one of their meetings for discussion, he could talk to the Chairman or meet individually with each member, however what is discussed with one member is not to be shared with another member. Ms. Garson informed the Commission that when completing the matrix and it gets passed around for the group to discuss, it is public record so be cautious about how and what is written. She offered to review the forms to ensure that in case there K3