HomeMy WebLinkAboutCOM 0538.000 1998-2000 tv o.
AL KONISHI DONALD IKEDA
County Clerk Deputy County Clerk
CONSTANCE R. KIRIU
Legisfatfve Auditor
OFFICE OF THE COUNTY CLERK
County of Hawaii
Hawaii County Building r r,
25 Aupuni Street ' C1D
Hila. Hawaii 96720 ` -m
r-, -'i
November 8, 1999 ~ ~ ~
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TO: James Y. Arakaki, Chair ~
and Council Members ii-J+
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FROM: Al Konishi
County Clerk ~ ~
RE: Resolution to Appropriate Unencumbered Funds
The purpose of this memorandum is to request approval by Council of the use a small portion of the funds saved as a
result of reducing the scope of work on a computer project for the Clerk's office. The funds would be used
(1) primazily for a necessary maintenance contract and some back-up equipment and (2) to increase and/or restore
funding to several budget categories which were cut significantly in recognition of the fiscal condition of this
County.
[n Mazch 1997, the Clerk's Office entered into an agreement with a private vendor [o install a legislative history
database and to train the staff in its use. This yeaz, all parties agreed that it would be in the best interests of the
County and the vendor to reduce the scope of work of the project (valuable staff input from civil service and
appointed employees played a vital part in reaching the decision.) Prior to the reduction, $356,927.30 was
encumbered by June 30, 1999 to pay for the completion of the project. Because of the reduction, $223,927.30 will
not have to be paid to the vender. If these funds remain unexpended, they will lapse on June 30, 2000.
The attached resolution proposes using the "savings" for a maintenance contract and some back-up equipment
deemed necessary by the Department of Data Services and the Legislative Auditor's Office. A maintenance contract
is estimated to cos[ $25,000 per yeaz. The remaining funds (approx. $15,000) would be used for back-up equipment
and supplies such as hard drives for the server, modem, serial card and laptops.
Additionally, the telephone account would be increased by $1,000 due to the new voice mail service; the
travel/conference account would be increased by $20,000; the mileage/auto allowance account would be increased
by $1,000; the miscellaneous chazges account would be increased by $1Q000 to cover WIR 2001 promotion; the
HSAC/NACo travel/conferences would be increased by $10,000; and the duplicating services rental/lease of
equipment would be increased by $9,000, which was the result of anunder-estimated budget calculation.
With regazds to the computer-related appropriations, given the legally mandated services staff provides and the need
for precision, we believe that the request is cost-effective use of County resources. Please contact me if you would
like further information or comment.
cc: Legislative Auditor
Department of Data Services S Q Q
Res . / a~ - 9 9 Comm. No. •J O
131e No. GN O~TQ C
Ref. lo; ~ ovfvctL
Ref. Date (4011 8 1999
JAMES Y. ARAKAKI AARON S.Y. CHUNG
Chairman & Presiding ~cer ''ti BOBBY JEAN LEITHEAD-TODD
LENINGRAD ELARIONOFF
AL SMITH JULIE JACOBSON
vice Chairman NANCY PISICCHIO
J. CURTIS TYLER, III
DOMINIC YAGONG
COUNTY COUNCIL
County of Hawar "i
Hawaii County Building
25 Aupuni Street
Hilo, Hawai "i 96720
November 8, 1999
James Y. Arakaki, Chair
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
RE: Resolution No. 174-99relating to the appropriation of unencumbered funds
Pursuant to Section 1(e) of Rule 4 of the Rules of Procedure of the Council of the County of
Hawai"i, this written request is submitted with my approval that the above-referenced matter be
waived from the Committee on Finance to the full Council for immediate action. In reviewing
this matter, timely approval is crucial because of the WIR appropriations. It is therefore
advantageous that approval is granted and the matter placed onto the next Council agenda for
review. However, in the event this request is denied, for whatever reason, I understand the
matter shall he referred to the Committee on Finance for placement on its future agenda.
Sinter " •"m3
Aaron S.Y. C mng Chair
Committee on Finance
Approved/ Waive to~C
until: Disapproved/Date/Refer to FC:
r air James Y. Arakaki, Chair
Hawai"' ounty Council Hawai"i County Council