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HomeMy WebLinkAboutCOM 0140.001 2000-2002 M!~y, Harry Kun ' ~ Wllbam Takaba Mayor Director , rni 1'~ J ~1 J l i , I- i . County of Hawaii Finance Departmeat 25 Aupum Street, Room 118 • Hdo, Hewmi 96720 (806)961-6234 • Fex (808)961.8248 March 9, 2001 The Honorable Chairman James Y Arakaki and Members of the County Council County of Hawaii Hilo, HI 96720 Re• Progresa in Meeting Program Objectives As you know, the budget and program review for the Department of Finance will be held on March 28, 2001 I am enclosing a report entitled, Progress in Meeting Program Objectives, FY 2000-01, so members of the County Council will have information to evaluate our program accomplishments for the year Should you have any questions or need more information, please let me know. Thank you very much William Tak a Director of Finance APPR VED Harry Kim Mayor Enclosure Comm. No. ~ ~ • ~ - Fire Np. Bufl xer. To: FG ~t_ MAR 1 3 2001 As of March 1, 2001 Department of Finance Progress in Meetlna Program Oblectlves FY 2000-01 Administration 1. Continue to have divisions review and update rules, policies and procedures to insure that applications are consistent throughout the County. Desired outcome is to realize efficiencies in financial practices. Being achieved. 2 Conduct four training sessions for county financial personnel. Desired outcome is to provide a training media for financial support staff. Budget division conducted training on program and budget development in September 2000. Purchasing, accounts, and administration will provide the other three sessions. 3 Assist Mayor and Counal in execution of the FY 2001-02 operating and capital budgets and programs. Being achieved. 4. Complete rewew of Department of Finance organization by December 31, 2000 and indiate changes as necessary. Review completed. Changes, if any, will be proposed in FY 2001-02. Currently evaluating vehicle services, driver licensing, insurance, and property management functions of the county to determine how these can be most efficiently performed. 5. Refer procurement protests to Corporation Counsel wdhin three working days of receipt. After verfiration of validity of protest from Corporation Counsel, issue determination and/or decision within a week All protests received thus far were referred to Corporation Counsel within three woricing days. Budget Division 1 Review, assess and refine the program objectives and measures in the FY 2000- 01 budget document, our initial attempt at program budgeting, by September 30, 2000. Conducted workshop for county departments and agencies to present overview of last year's budget reviews with the County Council. Also provided example of good objectives and measures to aid departments with their FY 2001-02 budget submittal. Progress in Meeting Program Objectives Page 2 March 1, 2001 2 Assist departments and agenaes m the development of a budget document focusing more on programs, objectives, and accomplishments by September 30, 2000 Made format changes to the mission statement, department goals, program description, and program objectlves to present them In a more unfform manner. A few departrnents have also been Instructed to make changes to their objectives and measures focusing on more specMic objectives and measureble accomplishments. 3. Complete negotiations for funding amount of animal control services by April 1, 2001. Negotiations are being achieved at this time and should be completed by April 1, 2001. 4. Publish notice for nonprofit applications by November 22, 2000 and complete reviews by February 16, 2001. Notice was published on time and reviews completed by February 16, 2001. Accounts Division 1. Close FY 1999-00 books and issue final June 30 budget status report by August 18, 2000, and determine fund balances by August 13, 2000. Closed FY 1999-00 books and Issued final budget status report on August 23, 2000. Fund balances determined on August 16, 2000. 2. Re-0btain Cert~cete of Achievement for Excellence in Financial Reporting from the Govemment Finance Officers Assoaation (GFOA) for the County's June 30, 2000 Comprehensive Annual Financial Report. Being achieved. 3 Issue the monthly budget status reports within ten working days after the end of the month, except for June, July, and August Achieved three out of five months. Mechanical failures prevented t(mey completion by one day for the other two months. 4. Develop a timetable for the implementation of the provisions of Governmental Accounting Standards Statement No. 34 (Basic Financial Statements and Management's Discussion and Analysis-for State and Local Governments), and begin the implementation process. Major work done. More information forthcoming from the Association of Govemment Accountants and our external auditore. Progress m Meeting Program Objectives Page 3 March 1, 2001 5 Continue work on Part II of the new Accounting Manual, with issuance planned for the spring of 2001. Delayed, due to vacancy of full~ime Controller since 7/1/00. 6. Ensure that all claim payments made are proper and legal by pre-auditing 100% of payment requests for accuracy and propnety, returning items that are not accurate or proper to departments for correction Being achieved. 7 Provide certificate of the availability of funds on County contracts within three working days of the contract's submissbn to Accounts Division. Being achieved, with minimal exceptions when situations are beyond our control. 8 Pay vendors promptly by issuing all warrants for claims within seven working days. Being achieved. Payments being issued twice every week. 9 Ensure that all employees receNe the correct amount of pay and related benefds by pre-audRing 100% of payroll claims for accuracy and compliance with legal and contractual regwrements, and filing all required payroll tax forms and returns on time. Being achieved, confortning to all tax rules and union contracts. 10. Pay all employees on the fifteenth and last day of each month Achieved every pay day...always on time. 11. Conduct a public auction of surplus County egwpment twice a year. First sale scheduled for March 9, 2001. 12. Provide a response to an applicant's request for acquiring, exchanging, or granting of easement of real property within 45 days of the receipt of the request. Being achieved, with minimum exceptions when situations are beyond our control. Progress rn Meeting Program Ob~ectroes Page 4 March 1, 2001 Purchasing Division 1. Continue to review all internal policies and procedures for conformance to new procurement law and revise as necessary, in view of probable changes to law. Being achieved. Most signfflcant change In law last year requires Internet posting In line of contracts awarded under profsaslonal services list selection process. Thanks to Dafa Systems, new report Is cumsnfly available on the Internet 2 Maintain up-to{iate purchasing manual and training as needed for all using agencies. Compile a current list of the individual most responsible for procurement matters within each department or agency and assure that he or she has a complete, up-to~ate copy of administra£nre rules and purchasing manual. Being achieved. Delegatlng of purchasing authority was completed by all using agencies last year, providing the basis for current list. New list needs to be developed to reflect change of administrations. 3. Process 98% of all routine documents (confirming requisitbns, confirming payment authorizations, contracts, change orders, and supplemental agreement approvals) within two working days of receipt. Of the 6,131 documents processed over the flret four months of the fiscal year, 6,119 (99.8%) were processed within two wortcing days. 4. Complete purchasing process for 95% of all requisitions below formal bidding limits within ten days of receipt. l>f the 404 requisitions processed, 396 (98.0%) were processed within ten days of receipt. 5 Complete purchasing process for 95% of all requisitions requiring formal advertised bidding within 12 weeks, and requisitions for RFPs wdhm 16 weeks after deadline for receipt of such regwsitions. All 67 requisitions reviewed for items requiring formal bidding or RFPs were processed within 12 weeks. 6. Complete aroulation of contract documents and issue Notice to Proceed within six weeks of receiving award recommendation from using agency for at least 90% of contracts. Including contracts in progress at the end of the flscal year, 28 of 36, or 77.8°k, met the objective. This appears to be an optimistic target Many times we have no control over the speed the vendor completes the contracts and compiles with state and county requirements. Progress m Meeting Program Ob~echves Page 5 March 1, 2001 7. Conduct a pilot purchasing card program to test the feasibility of using credit cards to accomplish small purchases, petty cash, and intemet transactions. Awaiting the award of statewide contract based on joint RFP with the City and County of Honolulu as lead agency. Cost savings result from statewide volume rebates. Know appears that internal politics will result In no award. Anticipate that State DAG3 will repeat the RFP at the state level and we will be able to piggyback with them. 8. Complete report of exemptions, professional services, sole source and emergency procurements to Legislature no later than July 30, 2000. Report submitted August 7, 2000, one week past the objective, but one week earlier than the statutory deadline of August 15. It appears this objective was a little optimistic In view of the amount of yearend paperwork circulating during July. 9. Review county-wide procedures and pollees regarding copy machines and newspaper advertising to achieve possible cost savings. No progress to date. Anew bid for an annual price agreement for copy machines will be conducted shortly. The copy machine study should be conducted In conjunction with the awards for this bid. In view of several promotional pricing schemes being offered, many agencies may be able to save money by replacing older, more expensive machines. Effective March 1, 2001, local newspapers will once again be used for advertising. Working with newspapere to standardize advertising formats and utllize electronic technology. This should simplify the process and achieve maximum savings and efficiency. Agencies will be encoureged to utilize blanket purchase orders to reduce paperwork. TreasuryNehicle Registration Division Treasury 1 Invest 99% of all funds in interest-bearing accounts or certfieates. Being achieved. 2 Maintain sufficient ligwdity to meet cash requirements. Being achieved. 3 Maximize interest income by attaining budgeted projection while ensunng the safety of County funds. Progress m Meeting Program Objectives Page 6 March 1, 2001 11VI11 be achieved. Flret Hawaiian Bank continues to renew maturing repun:hase agreements under the "1978 Slnking Fund AgreamenY' which greatly enhances our ability to meet Interest Income proJectlons. 4. Reconcile monthly statements within five days of receipt Being achieved. Vehicle Registration 1. Process mail within three days of receipt. Being achieved, except for days where more employees than normal are absent. 2. No complaints referred to the department level and above Being achieved. Real Prooertv Tax Division 1 Maintain sales assessment mean ration 10% from the 100% assessment. Achieved. 2. Maintain a co-efficient of dispersion at +/-15% of the mean ratio. Achieved. 3. Conduct field inspections of 98% of all building pemtits issued or on file for all new construction Achieved. 4 Maintain an alive educational and informational program on real property taxation. Ongoing. 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. Expect to achieve in June 2001.