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HomeMy WebLinkAboutCOM 0772.001 2020-2022 �JrtYFoF h��1 HEATHER L. KIMBALL ' :, Contact Information Council Member (808) 961-8828 Chair, Committee on Governmental Operations (808)961-8018 (staff) 'Tf OF'N►� heather.kimball@hawaiicounty.gov Relations and Economic Development @ Y•gov Council District 1 HAWAII COUNTY COUNCIL o � z© County of Hawai`i - Hawai`i County Building 25 Aupuni Street, Suite 1402 '`j Hilo, Hawai`i 96720 DATE: May 13, 2022 ^� TO: Maile David, Council Chair and Q� Members of the Hawaii County Council •✓'" FROM: Heather Kimball, Council Member SUBJECT: Proposed Amendment to Resolution No. 397-22; A Resolution Approving the Fiscal Year 2023 Proposed Operating Budget for the Hawaii State Association of Counties. Please see below a proposed amendment to Resolution No. 397-22. The proposed amendment is shown in Ramseyer format with respect to the contents of Resolution No. 397-22; material to be deleted is bracketed and stricken, and material to be added is underscored. The second WHEREAS clause of Resolution No. 397-22 is amended to read as follows: "WHEREAS, on [April 2 20 ] ME 5, 2022, the HSAC Executive Committee approved its fiscal year 2023 proposed operating budget, which is attached hereto as Exhibit A; and" Additionally, the exhibit showings the Fiscal Year 2023 proposed operating budget is replaced in its entirety with the attached documents labeled "Exhibit A". A draft copy of the Resolution No. 397-22, Draft 2,has been intentionally omitted due to the limited scope of this amendment. Mahalo. HK:byt Att. Comm. Ng Ref. To: 1" Ref. late MAY 1 7 2022 Hawai`i County is an Equal Opportunity Provider and Employer assocA Hawaii State Association of Counties (HSAC) _ Z Counties of Kauai, Maui, Hawaii, and City & County of Honolulu Website:hawaiicounties.org i E-mail:hsac(@hawaiicounties.or y O�COU May 13, 2022 Aloha Chair, Attached for your consideration is the FY 2023 Revised Proposed HSAC Budget and Justifications, which was approved by the HSAC Executive Committee on May 5 2022. Please note pursuant to Section 21 of the HSAC bylaws, the HSAC Executive Committee shall prepare and submit to 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 hsac hawaiicounties.org by Friday June 10, 2022. Your attention to this matter is greatly appreciated. Please let us know if you have any questions. Mahalo, Hawaii State Association of Counties EXHIBIT A Exhibit A Hawaii State Association of Counties Fiscal Year(FY)2023 Proposed Operating Budget FY 2021 FY 2022 FY 2022 Budget FY 2023 Budget(Jul' Budget(Jul' Projections (as Proposed 1 20 -Ju' 21) 21-Jun'22) of May 4, 2022) Budget 2 REVENUES 3 Membership Fees $43,680.00 $43,680.00 $43,680.00 $60,000.00 Honolulu Membership Fee-Capacity 3a Building $40,000.00 $0.00 $40,000.00 $0.00 4 NACo Dues 4a Hawai'i County $0.00 $0.00 $0.00 $3,452.00 4b City and County of Honolulu $0.00 $0.00 $0.00 $19,064.00 4c Kaua'i County $0.00 $0.00 $0.00 $1,342.00 4d Maui County $0.00 $0.00 $0.00 $2,893.00 5 Conference Income $0.00 $10,000.00 $0.00 $60,000.00 6 Interest Income $35.00 $35.00 $35.00 $35.00 7 Miscellaneous $0.00 $0.00 $0.00 $0.00 8 NACo Prescription Drug Marketing Fee $500.00 $500.00 $500.00 $500.00 9 Fund Balance $130,671.67 $96,998.61 $96,998.61 $107,209.63 9a TOTAL REVENUE $214,886.67 $151,213.61 $181,213.61 $254,495.63 10 EXPENSES 11 Executive Committee (EC) 12 EC Travel $28,600.00 $28,600.00 $5,187.78 $19,750.00 13 EC Auditing/Professional Services $6,000.00 $6,000.00 $1,984.37 $6,000.00 14 EC Meeting Supplies $1,730.00 $1,730.00 $0.00 $200.00 15 EC Subscriptions & Software $900.00 $900.00 $894.00 $1,400.00 16 Special Committees 17 Special Committee Travel $500.00 $500.00 $0.00 $500.00 18 Special Committee Miscellaneous $100.00 $100.00 $0.00 $100.00 19 NACo 20 NACo Board Travel $14,000.00 $24,000.00 $3,526.70 $24,000.00 21 NACo Steering Committee Travel $8,000.00 $8,000.00 $0.00 $4,000.00 22 NACo Events & Outreach $7,676.00 $7,676.00 $0.00 $7,500.00 23 NACo Dues $27,268.00 $27,268.00 $27,268.00 $26,751.00 24 WIR 25 WIR Travel $12,000.00 $12,000.00 $1,347.69 $12,000.00 26 WIR Events & Outreach $1,000.00 $1,000.00 $0.00 $1,000.00 27 WIR Dues $3,804.00 $3,804.00 $0.00 $3,804.00 28 Other 29 HSAC Promotion and Outreach deleted $14,855.00 $464.50 $14,855.00 30 HSAC Consulting Fund (Lobbyist) $27,894.00 $30,000.00 $20,765.50 $25,000.00 31 HSAC Executive Assistant(EA) $0.00 $40,000.00 $12,565.44 $48,000.00 32 HSAC Executive Assistant Travel $0.00 $0.00 $0.00 $5,000.00 33 TOTAL EXPENSES $139,472.00 $206,433.00 $74,003.98 $199,860.00 34 Total Revenue $214,886.67 $151,213.61 $181,213.61 $254,495.63 35 Total Expenses $139,472.00 $206,433.00 $74,003.98 $199,860.00 36 Net $75,414.67 -$55,219.39 $107,209.63 $54,635.63 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$19,750.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. o Travel includes:Air,Ground,Lodging,Registration o 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) =$1750, o EC travel for all 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$4000=$lUffl 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$1730 (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. 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 AV 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=$7,500. 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 Kaua'i 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