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Home My WebLink AboutRES 397 Draft 01 2020-2022 COUNTY OF C :* STATE OF t ;-54 o� - p.,ws w p '!TE Of•Nps S UT NO. 397 22 RESOLUTION APP VI THE FISCAL YEAR 2023 PROPOSED OP TING BUDGET F E HAWAVI STATE ASSOCIATION OF COUNTIES . WHEREAS,the Hawaii State Association of Counties ("HSAC") is a nonprofit corporation comprised of members of the four county councils of the State of Hawaii; and WHEREAS, on April 21, 2022,the HSAC Executive Committee approved its fiscal year 2023 proposed operating budget, which is attached hereto as Exhibit A; and WHEREAS, Section 21 of the HSAC Bylaws requires that each county council shall approve the HSAC operating budget for the upcoming fiscal year prior to the HSAC annual meeting; now, therefore, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that the proposed Hawaii State Association of Counties operating budget for fiscal year 2023, as provided in Exhibit A, is approved. BE IT FINALLY RESOLVED that the County Clerk shall transmit a copy of this resolution to the HSAC Executive Committee. Dated at , Hawai`i, this day of , 20— INTRODUCED BY: CIL MEMS R, COUNTY OF HAWAII COUNTY COUNCIL ROLL CALL VOTE County of Hawaii AYES NOES ABS EX Hilo, Hawaii CHUNG DAVID I hereby certify that the foregoing RESOLUTION was by INABA the vote indicated to the right hereof adopted by the COUNCIL of the KANEALI`I-KLEIN FELDER County of Hawaii on KIERKIEW ICZ KIMBALL ATTEST: LEE LOY RICHARDS VILLEGAS Reference: C-772/GOREDC COUNTY CLERK CHAIRPERSON&PRESIDING OFFICER RESOLUTION NO. - TEA 0 Hawaii State Association of Counties (HSAC) Counties of Kauai, Maui, Hawaii, and City & County of Honolulu website;hawaiiCOUnties.org Email:hsacac hawaiieotfzlties.org C April 22, 2022 Aloha Chair, Attached for your consideration is the FY 2023 Proposed HSAC Budget and Justifications,which was approved by the HSAC Executive Committee on April 21, 2022. Please:note pursuant to Section 21 of the HSAC bylaws, the HSAC Executive Committee shall prepare and submit o each council an operating budget. Each council shall pass a resolution or take the necessary action in accordance with their respective rules and procedures to approve the operating budget before the ensuing fiscal year begins, or as reasonably close thereto as possible. The budget shall present a complete financial plan for the current operations of the corporation in the ensuing fiscal year, showing all funds, reserves, and proposed expenditures which will be shared commonly and equally by all councils Please send a copy of the approved resolution from your, council to hsacahawaiicounties.org by Friday June 10, 2022. Your attention to this matter is greatly appreciated. Please let us know if you have=any questions. Mahalo, Mason Chock, President Hawaii State Association of Counties EXHIBIT A 1 Exhibit A Hawai'i State Association of Counties Fiscal Year FY2023 Pro rased t3perating Budget FY 2023 FY 2022 Actual Proposed FY 2021 FY 2022 YTD (03/3112022) Budget I BEGINNING BALANCE $95,257 $173,569 $173,569 $173,569 2 REVENUES 3 Membership Fees $43,680 $43,680 $43,680 $60,000 Honolulu Membership Fee- 3a Capacity Building $40,000 $0 $40,000 $0 4 NACo Dues 4a Hawai`i County $0 $0 $0 $3,452 4b City and County of Honolulu $0 $0 $0 $19,064 4c Kaua`i County $0 $0 $0 $1,342 4d Maui County $0 $0 $0 $2,893 5 Conference Income $0 $10,000 $0 $60,000 6 Interest Income $35 $35 $19 $35 7 Miscellaneous $0 $0 $0 $0 NACo Prescription Drug 8 Marketing Fee $500 $500 $0 $500 9 TOTAL REVENUE $84,215 $54,215 $83,699 $147,286 10 1 EXPENSES 11 Executive Committee (EC) 12 EC Travel $28,600 $28,600 $5,188 $19,750 13 EC Auditing/Professional Services $6,000 $6,000 $1,984 $6,000 14 EC Meeting Supplies $1,730 $1,730 $0 $200 15 EC Subscriptions & Software $900 $900 $894 $1,400 16 Special Committees 17 Special Committee Travel $500 $500 $0 $500 18 Special Committee Miscellaneous $100 $100 $0 $100 19 NACo 20 NACo Board Travel $14,000 $24,000 $3,527 $24,000 21 NACo Steering Committee Travel $8,000 $8,000 $0 $4,000 22 NACo Events & Outreach $7,6761 $7,676 $0 $7,500 23 NACo Dues $27,268 $27,268 $0 $26,751 24 WIR 25 WIR Travel $12,000 $12,000 $1,348 $12,000 2 26 W IR Events & Outreach $1,000 $1,000 $0 $1,000 27 WIR Dues $3,804 $3,804 $0 $3,804 28 Other 29 HSAC Promotion and Outreach deleted $14,855 $465 $14,855 30 HSAC Consulting Fund(Lobbyist) $27,894 $30,000 $20,766 $25,000 31 HSAC Executive Assistant(EA) $0 $40,000 $12,565 $48,000 32 HSAC Executive Assistant Travel $0 $0 $0 $5,000 33 TOTAL, EXPENSES $139,472 $206,433 $46,736 $199,860 34 Total Revenue $84,215 $54,215 $83,699 $147,286 35 Total Expenses $139,472 $206,433 $46,736 $199,860 36 Net ($55,257) ($152,218) $36,963 ($52,574) 37 Starting Reserve $95,257 $173,569 $173,569 $173,569 38 Ending Reserve 1 $28,958 ($98,003) $210,5321 $120,995 3 SAC Budget Justifications FY 2023 1. Membership Fees to increase from$10,920 to$15,000 for each county. The increase is to support the new roles that have been created to help strengthen and bring stability to the association. 2. Conference income: $60,000, divided by 4=$15,000 from each county. o The host county is primarily responsible for generating conference revenue. Other counties are encouraged to support via sponsorship,the golf tournament, and registration. 3. Interest Income will remain the same. 4. The NACo Prescription Drug Marketing Fee revenue will stay the same at$500. 5. EC Travel is decreasing from $28,600 to $19,250.The number of in person meetings has decreased from 12 to 3 per year and the amount per trip has increased to accommodate for one overnight per year for EC members to attend state legislative meetings during session. a Travel includes:Air,Ground, Lodging,Registration a Neighbor island travel to HNL estimated at$3,750. Two days of travel including one overnight stay=$650 which includes two day car rental($200),hotel($300),and a round trip flight($150). ■ One day travel=$300 which includes car rental ($100) and round trip flight($150). 3 members will be traveling, as 1 member remains on island ■ Proposed budget includes 2 in person day trip meetings per year for HSAC EC and 1 overnight visit for state legislative meetings.Total of 3 visits per year,for 3 members. ® (3 x$650)+ (6 x$300) =_J2 750. o EC travel for all 4 members to mainland conferences estimated at$16,000. $2000 per member according to the by laws. ■ 2 conferences annually on the mainland out of the 2 NACo and 1 WIR. 2 x$2000=$4000 annual allowance per member 4 members x$4000=116000 o Total for EC Travel=$16,000+$3,750= $19,750 6. EC Auditing/Professional Services will remain the same, 7. EC Meeting Supplies will decrease from $1.730 (in the past this included the website fee which is being moved to a new line item "subscriptions")to $200. o $100 per meeting x 2 meetings per year in State=$200 o Meeting supplies include but are not limited to items such as coffee,tea,water, and snacks. 4 8. EC Subscriptions & Software includes but is not limited to squarespace website fee, domain purchase, zoom account,google drive storage. o Including the$900 annual fee for Quickbooks. 9. EC Quickbooks Fee of $900 will remain the same.This line item is being deleted and rolled up into"Subscriptions &Software." $75 x 12 =$900. 10.Executive Committee Miscellaneous line item-has been deleted. 11. Special Committee Travel&Miscellaneous remains the same. 12.NACo Travel remains the same. o Travel includes:Air,Ground,Lodging,Registration o $2000 for each of the 4 board members, 3 meetings per year. 0 3($2000 x 4)=$24,000 13.NACo Steering Committee Travel,budget of$8000 decreased to$4000. $4000 has been reallocated to support the Executive Assistant travel,see below. Currently there are no steering committee members but the budget line remains to accommodate if those positions are filled o Travel includes:Air,Ground,Lodging,Registration o $2000 per steering committee member x 2 =$4000 14.NACo Events (prior name "NACo Promotional")will decrease to$7500 from $7,676. o Includes but is not limited to AST or room rental for hosting events at the conferences, as well as food and refreshments for these meetings. 0 3 events annually,estimated at$2500 per event=17,500. 15.NACo dues included as revenue; each county to remit assessed amounts to HSAC for payment to NACo. HSAC is now collecting additional funds pro-rated for each county based on population for the NACo dues. Previously NACo dues were paid from HSAC revenue which meant that each county split the total cost evenly.The new approach is to allow for each county to pay according to their population size. The table below shows the total request being made for each county including their NACo dues along with the HSAC membership fee of$15,000. COUNTY 2022 DUES HSAC DUES TOTAL REQUEST AMOUNT FROM EACH COUNTY Hawaii County $3,452 $15,000 $18,452 City and County of $19,064 $15,000 $34,064 Honolulu 5 Kauai County $1,342 $15,000 $16,342 Maui County $2,893 $15,000 $17,893 TOTAL $26,751.00 $60,000 $86,751 16.NACo and WIR Miscellaneous. These items are being deleted as they have not been used for consecutive years. 17.WIR Travel. Remains the same. o Travel includes:Air,Ground, Lodging,Registration o Budget for$12,000 = ($2,000 x 2 Board members x 3 meetings). 18.WIR Events & Outreach. Previously used to be "WIR Promotional." This line item remains the same. o Includes but is not limited to AV or room rental for hosting events at the conferences, as well as food and refreshments for these meetings. 19.HSAC Promotion and Outreach. Remains the same. o These funds are to help cover costs related to communicating HSAC activities and reports to its members,other government officials, and the public. 20.HSAC Consulting Fund.Decrease to $25,000. 21.HSAC Executive Assistant.Increase of$8000 for the Executive Assistant role to include greater scope of duties including strategy and planning in line with the HSAC mission. o $5000 allocated for reimbursement of travel expenses to attend NACo & HSAC events. • Cost of the flight not to exceed the amount to travel from Honolulu to the conference venue. • Travel includes:Air,Ground, Lodging,Registration 6