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HomeMy WebLinkAboutCOM 0533.017 2000-2002 ,~<tl ®a harry Kim i$ ~ ;Q~ Dixie Kaetsu Mayor Managing Director 1 er~'~'~ mp~'p~~ Peter T. Young Deputy Managing Director ~~.~t~~p ~f ~~f `t 25 Aupuni Street, Room 215 • Hilo, Hawaii 96720-4252 • (808) 961-8211 • Fax (808) 961-6553 KONA: 75-5706 Kuakri Highway, Suite 103 • Kailua-Kona, Hawaii 96740 (808) 329-5226 • Fax (808) 326-5663 April 4, 2002 4..... S xy The ~-Ionorable Aaron S.Y. Chung, Chairman ~ ~ Committee on Finance Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Departmental Responses to 7.7% Budget Cut Request Dear Chairman Chung: On March 21, 2002, you transmitted a request from Council Member Curtis Tyler that each department forward a proposed budget cut of 7.7% and what the anticipated impacts of this cut would be. Attached are the responses from each department, along with a summary document prepared by the Finance Department for your quick review. Please feel free to contact the departments if you have questions on their responses. A~~ Harry Kim MAYOR cc: William Takaba, Director of Finance Coxrlrrt. AToa File :910. def. t~~ qV Os y Harry Kim yc~= % William Takaba ~I ~lg Mnyor I , Director I? Nancy E. Crawford f.=u,~ w Deputy Director County of ~-Iawaii Finance I)epartrnent 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (808)961-8234 • Fax (808)961-8248 ~A'T April 2002 F~®~: Nancy Crawford~/ Deputy Director of Finance ~ Departmental Responses to 7.7% budget Request The attached summary of included responses to Mr. Chungs's request, dated March 21, 2002, regarding the impact of a 7.7% cut is not intended to replace the content of the individual messages from each department, or to convey the reasons behind decisions represented here. The summary sheet gives a very brief outline of both the possible actions and the impacts. The detailed memos from the departments contain a great deal more information and specifics. 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X 9p~ ~.~A~a ~t,~~lt, ® ~lU~i~t DEPART~:!~Ri c~~ ~INAt~GE l?EPART'Ehl'T ®F DA'I' I--- r...... , A SYSTEMS _ ~ ~ 25 Aupuni Street, Room 102 • Hilo, Hawaii 96720 ~~T~ p` ~ - (~08) 961-8207 Fax (808) 961-8453 F.: ~U'"'- C..C~. ~ _ . ACTIN; i B`.': FILE. - i DATE: March 27, 2002 TO: Aaron S.Y. Chung, Finance Chairman Committee on Finance FROM: G.A. Rock, Data Processing Manager ~i,~= Data Systems Department SUBJECT: Proposed 7.7% ~~dditional Reduction for FY 2002-03 budget Data Systems Department's proposed budget for FY 2002-03 as presented at the County Council budget review was $849,865. This is a thousand dollars less than the current FY 2001-02, in spite of having to absorb some $27,400 in pay raises. $ 717,695 S&W represents 84.5% of budget 114,070 OCE represents 13.4% of budget 18 l~Q EQUIPMENT represents 2.1 % of budget $ 849,865 Currently, our OCE and EQUIPMENT categories represented only 15% of our total budget. A further 7.7°/® cutback for our budget translates to $65,439. This represents of our non-salary operating expenses. To cut so much from our already modest OCE and EQUIPMENT accounts would be unacceptable because these funds are primarily for computer system maintenance and service, telecommunications, arAd contractual obligations that make it possible for our department to function and carry out its mission. Therefore, to meet a contemplated 7.7% reduction, cuts will have to be made in the salary area. It should be pointed out that we have already accepted the administration's recent cut in funding for the vacant Data Processing Clerk position, saving $22,812. We had actually hoped to upgrade this position to thb DP Systems Analyst level to augment our limited in-house computer programming support resources, but under the present budget situation this seems to be no longer possible. Data Systems Department wishes to cooperate in helping to offset the revenue shortfall and seeing the County through the current fiscal crisis that Finance Department has projected. Our track record shows that we have done so in the past and we will continue to do so. -2- If we had to cut another 7.7% ($65,439), this is how we would do it: ' ..........~k . g y < . . i ~ ~y $ d ~ iii::.::. g(t l: '.':4."L..~ 4:.~::n'::5. 'Y,.:. ~ y ii..?:?~4:.... SALAItI>ES 34,866 010-118-5118.01-011 Regular S&w Reduce salary budgeted for vacant Director's position~em°au,5r~assuimo.> 7,260 010-118-5118.01-011 Regular S&W Reduce salary requirements for existing staff GIS Analyst III OCE 1,500 010-118-5118.02-102 Telephone Reduce number of dial-up phone lines for computer access 6,855 010-118-5118.10-104 Travel /Conferences Cut original budget for travel, workshops, and training classes by 50% 1,080 010-118-5118.10-109 Eqpt Repairs/l~laint. Reduce number of additional anti-virus licenses for I'Cs to 70 3,000 010-118-5118.10-225 Educational Supplies Reduce funds for computer training materials and tech manuals E UIPIVIENT 900 010-118-5118.10-450 Office Eqpt Reduce funds to furnish director's office 5,000 010-118-5118.10-454 Computer Eqpt Drop item A. Disk Storage Upgrade (use this year's funds if possible) 5,000 010-118-5118.10-454 Computer Eqpt. Drop item D. Internet Server (postpone project one year) $65,461 TOTAI. CUTS TO 1dIEET 7.7°/® BUDGET REDUCTION NOTE: $22,812 was already cut from our proposed budget by the administration (vacant Data Processing Clerk Positiorf) and is therefore not shown in the above recent round of ro osed cuts. ~gY OC, Harry Kim William Takaba Mayor ~ ~ Director (a ^a ` ~ ~ ` Nancy E. Crawford ~6 m ~"e•`~ Deputy Director '°pE as'aowad CO~~~~ O~ ~~W~11 Fxn;~~c~ I)epart>~ent 25 Aupuni Street, Room 118 Hilo, Hawaii 96720 (808) 961-8234 • Fax (808) 961-8248 ~~A March 29, 2002 Councilman Aaron Chung, Chairman Committee on Finance William Takaba ~ °T Cirector of Finance ~ Reduction of FY 2002-03 Operating budget by 7.7% In February we calculated the value of a 7.7% cut to our operating budget. The cut for Finance department would be X417,210. ®ur department budget has already been reduced to a detri€~en$a! point. We feel that further cuts must Como from salary and wages. We have determined that it would be necessary to cut 11 positions throughout the department or reduce working hours by five hours per week per person to achieve the target budget cut. [divisions were instructed to report on the impact of: (1) furloughs creating a 35-hour work week; (2) staff redaction of 7 people at Real Property Tax and 1 person in all other divisions; and (3) an across-the-board cut of 7.7%. The primary effect in all areas is a slow down of operations. The department would adjust deadii€~es for submittal of budget, payroll, purchasing and payment documents to allow for the extra time restuired to process. We would have to institute a payroll lag of at least a weetc and would only issue other payments two times per month. Purchasing would either cut storeroom stock or reduce purchasing activities, either of which cause other departments to do individual purchasing, and are counter-productive. Aaron Chung Budget Cuts March 29, 2002 Treasury and Real Property Tax are our two revenue producing divisions. Reduced staff would slow down the turnaround time on vehicle registrations and hamper the division's ability to manage the daily cash transactions for the County. Property tax assessmer~6ts would be less accurate and changes to property, such as ownership or exemptions would not be timely posted. Our position in appeal cases would be much weaker. The ultimate effect of reducing staff or eliminating other operating expenditures would be reduced revenue. The department's greatest concerns related to staff reductions are the risk of reduced internal controls and a diminished focus on management of cash and other County assets. The individual Division responses are attached. . Ha Kim ~~4~"®6 a~q. ITS' ~ b~r~ `Nilliam Takaba Mnyor Director Nancy E. Crawford .u<a ~P,~p . Deputy Director ~ mr'e~A ~EPARTSv!!=P>iT OF FINANCE F~1~~1~~~ ~e~~>rtl~ent ~ . 2 8 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (808) 961-8234 • Fax (808) 961-8248 C , r.- ~ ' LUV r ACTlyr: E FILE ~~al°` February 28, 2002 William Takaba Director of Finance Nancy Crawford'`' Deputy Finance Director budget {eduction @ FY 2002-03 I~eportin~ for tE~e Adrvainistration~~a~dget Section Impact to operations if workweek is reduced to 35 hours: The impact would primarily be on the speed with which we operate and important -but- not-urgent projects (such as filing) which may go undone. Deadlines by which other depas~ments must submit information to us will be set earlier to allow us fibs additional time needed to do our work. This wili apply to F~equests for Council Action, budget information, submissions for FCC, gs-ant application reviews and other items to be processed. The effect on other divisions within the department will primarily be in the personnel area, where recruitment end other personnel functions will proceed more slowly. We will need to carefully scrutinize fibs activities we are currently performing to see that they are mandated as core respo€~sibilities of the Finance Department. Non required activities (e.g. l<alapana) will have to be discontinued. Impact to operations if stafa is reduced by one person: The impact would be similar to that under the furlough program. The added problem is that we would actually lose one person and all of their job knowledge. Staff will have to be very flex'sble and be cross trained in areas outside their class. employees who might otherwise he spending time in planning and analysis, will be spending that time processing daily work that must be continued. In both this case and the furlough scenario, the impacts mentioned are for ashort-term situation. permanent reduction of staff hours for this division would have the-long-term impact of effecting the quality of ~,tiRork performed, unless overtime is used to insure that basic organization and record keeping is maintained. Sud~et reductions of 7.7% for Administrationfl3udg~t Division: A budget reduction of 7.7% is $29,257. Our non-salary budget is $36,740. $25,000 of that amount is tied directly to matching revenue, so making a cut has no impact on the bottom line, That leaves $11,746 for all other expenditures, including telephone, travel, equipment repair, supplies, auto allowance, equipment purchases and other miscellaneous charges. These budget items have already been cut to unreasonable levels. In some cases employees are paying for their own trave! or purchasing supplies because there are no other funds. There are no funds for contingencies, sho°ald some unusual incident occur. The budget reduction would have to come from cutting salaries and wages. The impact would be as stated above. The preferable alternative would be furlough, because we would keep all personnel employed and would continue to have fiheir expertise to call upon for daily operations. As funds become available we would return to a full time schedule. ~~~v,qs er,~ Harry Kim ~ ~ % ~~Jilliam Takaba Mayor ~s Director a~ ~e ' ' Nancy E. Crawford 7, a m; Deputy Director 4th ~a<•H&~ ~~~lY ~~~.~11 I DEP,^.RT~E~N7 t~F F~NAt`JCE~I Finance Departaaaent f ~ ZQ~~ 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 ~ " (808) 961-8234 • Fax (808) 961-8248 - ~ _----Q CoI°y ~tiV~ - MEMORANDUM ~ FILE: DATE: February 28, 2002 TO: William Takaba, Director of Finance FROM: Deanna Sako, Controller ~,Q~.~+->~ SUBJECT: Impact of 7.7°io Eudget Reduction for Fiscal Year 2002-03 Scenario 1 -Reduced Work Week (35 hours) The probable impacts are as follows: 1. PayrolUpaychecks would not be issued on time. There would be a delay in issuing paychecks and filing tax returns. The delay in filing the tax returns would have sizable penalty and interest costs. We may have to go to a delayed payroll system with a one to two week lag. 2. Accounts payable checks will only be issued two times per month. Our bills .would not be paid on a timely basis and we would start to have a significant lag in paying our bills. Certain bills, such as workers compensation are supposed to be paid within 60 days of receipt. We would not be able to comply your memo instructing that all bills be paid within 30 days of receipt, 3. Financial reports will not be issued in a timely manner. We would not be able to meet our objectives as stated in the program budget. 4. There would be a Jignficant effect on internal controls. We would not be able to audit 100°,!° of the timeshcets and bills that come through our office. We may not be able to have .adequate segregation ofd°~aties, focus of staff would change to help with the more pressing issues at the various tunes of the month. 5. Contract certification would be delayed. 6. Land request issues will not be processed in timely manner. 7. Inventory of fixed assets L3.rould loot be performed on a regular basis. 8. Our sale of excess County inventory will be eliminated. The above impacts do not take into account the possible delays the other departments will experience in delivering the a-ppropriate paper work to our division due to their own budget reductions. The total effect could be even more significant. Scenario 2 -Reduce Staff by 1 Person The ma}or impact of cutting one position is that responsibilities of the cut position would ship to t~~e other employees in the division. All functions still need to be performed. The other impacts are the same as noted above. Scenario 3 -Identify 7.7°/® in budget Reductions This is not a realistic possibility for our division as salaries and wages account for 87% of our budget. The total budget cut of $37,654 is more that our OCE and Equipment budgets combined. We could eliminate all cell phones and centranet services for the County, but this would only create inefficiencies for the other departments. Our reduction would have to come from salaries and wages. Please call me at extension 8425 if you have any questions or need additional information. a*: =a e~::: ~ j ~~lq ~ ®F 9ap'~P,s Harry Kim i~Villiam Takaba Mayor Director ~T Qf .~~~.ll Nancy Crawford Deputy ;IJ~~II_aiSING I)IVISI®N I~E~ART~IENT ®F FINANCE Bill Gray 25 Aupuni Strezb, Rocs 118 • Hilo, Hawaii 96720-4252 purchasing Agent (808) 961-8231 • Fax (808) 961-8248 a ~..:<_~.......t.~•~~, March 1, 2002 DEPARTt~4ENT OF FINANCE RJL~Tu _...m._._._,.~,.r,_ T0: William Takaba ~ y.. -~_....,rr=~. ®irector of Finance ACTION! B'r': F6LE. FROM: Bill Gra urchasing Agent SUBJECT`: Budget Reductions (Your Memo 2/26) Impact on o-Aerations if work week reduced to 35 hours: ? Would have fewer hours to answer telephones & respond to public inquiries, including those we do for Finance Administration in absence of their personnel, unless hours open to the public reduced as weH. ? Purchasing operations are generally acknowledged to reduce costs by 15%-20%. Using the minimum of 15%, and assuming we are directly involved in about $5,000,000.00 in purchases, reducing hours by 12.5% may result in losing savings opportunities of $93,750.00 5, 000, OOOx.15x.12 5) . ? We would have to eliminate some of the services we provide to using agencies and be much stricter on deadlines and requisitions conforming to rules. Impact on operations with staff reduction of one ~erson• ? In addition to having fewer persons to answer phones, handle public, etc., we would probably have to severely restrict storeroom hours (i.e., one day per week only for both deliveries and withdrawals). ? Fewer employee hours available may have a similar efFect on efficiency and thus reduce potentiaS savings similar to above scenario. Identify 7.7% budget reductions & provide impact: The only meaningful area we could cut to achieve 7.7% reduction would be to take $49,112.53 out of storeroom. This would require that we eliminate all "convenience items" and stock only basic items. I believe there may be considerable supplies of the "convenience" items available in desktops & departmental cubby holes, but we would certainly start to feel th¢ pinch within six months. We would have to institute draconian measures in use of copy paper, envelopes, etc. err Kim ~~tl Vdilliam Takaba Y ~.r q% Finance llirector .vlayor , ~`~s o~ ~~a'~ ~'~asg .M~ COt~'ll~ ~~1~ ~EPAR~E~T'~ (~13 1Al~l~E -REAL PR®~ER'I'Y ~ ~X 865 Fulani S~r~Nct • Milo, Hawaii 96720-4579 • Fax (808) 961-8415 Appraisers (808) 961-8354 • Clerical (808) 961-8201 • Collections (808) 961-8282 75-5706 Kuakini High~ray • Suite 1 l2 • Kailua-Kona, Hawaii 96740 • Fax (808) 327-3538 Appraisers (808) 327-3542 • Clerical (808) 327-3540 Febrl.lary 27, 2002 I?EP~.RTavlENT OF FINo4NCE ~.1 - To: Sill Takaba, ®irector of Finance Rc ~ - _ From: Cary I~~. lCiyota, deal Property Tax Administrator . U ; 1°dl, ° Subject: Sudget Reductions 1. The rp tax division would encounter the following problems if our work gnoeek was:-reduced to 3b hours: ~ Inaccu-rate assessn~aents, i.e. questionable valuations, exemptions, owners, rraailing addresses, €~aaps, arad lower tax collections. 2. the rp tax division would sl~tfer the same set of problems that were identified in response 1, if fibs staff was reduced by 7 people. 3. Ildly estimate of the 7.7% red€~ction amounts to $243,123. I would propose the following cuts a} b125.02-11~ (L)$100,000 Appraisal Contract if the hotel owners file an appeal wifih the Tax Appeal Court, the County would be less than a °0£3% prepared for fibs appeal. This naturally weakens our position defending our val€~es, h~avaever, at this time I don't know who, if anyone gill b€ Ealing; b} 512b.40w115 delete (A} to (C) X136,000 ~ do not conduct any foreclosure sale in FY ~OOZN03, may face potential loss in revenue. C) 612.10-440 (B)~23,OQ0~-de%~te €~ne 41419® vehicle for I-lilo office. ~otentiaBly cuts down on ability to make: property inspections. 4. In FY 2001 gross property values increased in excess of 9% and in FY 2002 gross property values again increased in excess of 5%, without any major new-commercial or botelfresort developments. This means that the ba.~ll+; of our °~alue increase vas in residential and condominium developrraents. This means that we are cood€~ct€ng more inspections of very small residential and condominium developanel~ts~ tfiais action really strengthens our tax base because oar values are spread between many people, however, m~.~ch more work is involved. I believe that we will continue to see value increases in FY 2003 and beyond, especially after we move to the sales comparison _ _ approach as the primary valuation method. Hoevever, this valuation n~ethodolcgy is without a doubt ~o~ry labor intensive. T"h~ other aria that requires irr~€~ediate atter~tio€~ is closing the loopholes in the tax code that gives the ~a~ners of agricultural lands a €~aonumaenta! tax bread. !f the loopholes are chased a could easily witness a doubling or tripling of gross total Viand value in the aricuitura:l class, because rroore thar9 ~Q,~O parcels in this ~ounts,~ are classified as agriculture. This change orraill derraand sta~€nch political will due to anticipated taxpayer backlash, wwhich will result in more appals. It mill become €~ecessary to appoint a second ~®R to handle the appeals filed by o4a~ners of agric~8tural lands. !f this happens the second board should receive specialised training in agricultural practices and procedures which again entails higher expenses for the board. _ - ~ Marry Kim w~ William T. Takaba Mayor 8;~ Director ,~.~q, ~~;:e~ ~ Michas! N. Okamoto 'q~'~';,p+"°'' Treasurer County of Hawaii DEPARTMENT OF FINANCE TREASURY DIVISION 25 Aupuni Street, Room 112 • Hilo, Hawaii 96720-4252 _ (808) 961-8351. (808) 961-8330 (FAX) DEPARTPrIENT Or'FINANCE DATE RE ~~s ~ ROUTE Tf`•=.,_ February 2~, 2002 COPY ~^:.n.,~,s.,~,__._._..~.e, ACTION EY: To: William Takaba, ®irector of Finance FILE; From: Mike Okamoto, Treasurer/" _ Re: Sudget Reductions + _ The following are fihe effects of budget reductions on our operations: Scenario 1 (work week reduced to 35 hours Reduction in the work week would exacerbate an already challenging situation in the Treasury section. We are delinquent in our bank reconciliations and have not done arbitrage calculations or filing for months. We have been getting 20 hours of voluntary labor since mid January, which reflects our t~~ue staffong requirement. The impact would be falling further behind in bank reconciliations, and we would not be able to catch up. Our cash balances could not be verified by our auditors and would leave ourselves exposed to questions on our internal controls. Our Motor Vehicle Registration Section would have their heavy workload at month end pushed further into the next month. Most people do not want to drive their cars with expired emblems, so we try to process the mail n renewal requests within a few days. If we fall too far behind, we would receive more calls from the public following up on why they have not received their emblems. This may have a snowball effect where answering calls leaves less time for processing which leads to more phone calls. Scenario 2 (reduce staff by o~e~erson) The first staff reduction would be from the Motor Vehicle Section and the impact to this section ~~+ould be the same as stated in Scenario 1. Scenario 3 (7.7°t° reduction in our budget) Our budget was submitted ~~rithout any room for reductions. We would eventualry exhaust our #unds to pay for license plates, emblems, or postage. _ ~NqY ®6 aq~ Marry Kim i~; William T. Takaba Mayor Director 1 O. Michael N. Okumoto 4 ~®r.ea ,qP~ ~•MA,~r Treasurer County of Hawaii DEPARTMENT OF FINANCE TREASURY DIVISION 25 Aupuni Street, Room 112 Hilo, Hawaii 9f>720-4252 (808) 961-8351 (808) 961-8330 (FAX) March 25, 200 To: William Takaba, director of Finance From: Milo Okumoto, Treasurer,.~,~ Re: budget Reductions This is our response to the Council's request for information on the impact that a proposed 7.7% reduction would have on our budget. Our choices would come down to reducing staff by two in our Vehicle Registration Section or reducing staff by one and cutting supplies. dither choice would not allow us to fulfill our requirements for this office. any staff reduction would seriously affect customer service. Our Vehicle Registration section would have their heavy workload at month end pushed further into the next month. Most people do not want to drive their cars wifih expired emblems, so we try to process the mail in renewals within a few days. If we fall too far behind, we would receive more calls from the public following up on why they have not received their emblems. This-may have a snowball effect where answering calls leaves less time for processing which leads to more phone calls. Once we're in a downward spiral, the only way oufi is to commit more man-hours not less. Our staffs on the Treasury and Vehicle Registration secfiions work together in helping each other out. Therefore, a staff shortage affects the whole division. presently, the Treasury section is understaffed as evidenced by the over 600 hours of compensatory time accrued since last summer and the 15-~0 hours of voluntary labor received since mid January. Cespite the exfira man-hours, we still cannot keep up. We have chosen to priorifiize our immediate requirements such as our daily banking and receipting at the expense of bank reconciliations and arbitrage calculations. VIOhile falling behind in these areas has no immediate consequence, these tasks eventually need to be done. As it stands now, it is questionable whether we will be caught up for the year-end audit. deducing stafF wil# rvaake it impossible to catch up. V16e would heave ourselves open fio questions on the soundness of our internal controls. Our OCR budget is at replacement level. The bulk of our OCR budget is in licensing and registration costs. If we reduce our OCR budget, we will run out of plates, tit#es, postage, etc. or have to postpone payment until-the next fiscal year. V~Fe are currently struggling with our workload, which is steadily increasing. Our motor vehicle transaction count has an upward trend, whicri reflects our increasing population and the number of vehicles on the road, Our Treasury section seems to be continually tasked with specie! projects. Currently, we are working on two bond issues, preparation for our €~ove across the street, and involved in deposition for IC#16. any reduction in our financial resources will not allow us to complete the tasks that we have been assigned to do. _ _ y ~ e ~e`~'i'~ ~:84HA ~ ? ! ~.~IlCO~I9 S.T. AS~flltj8. ?~trynr :4' ~ s~ Corporutinra Coeense! e ..Q`.AA. •'o o.e Cr~C2.~fi~'~~ICaSC ~qr~ a a~°~P A.esistanP C~~rpararion Counse! 1(31 Aupuri Semi, Suie~ 325 • Milo, l~a~aii 9672(1-4262 • (8®8) 961-8251 • FAX (8D8) 961-8622 l~pril 2, 2002 ~~A~~~ TO: IRON Ct~UNC~ Chair, I"inance Committee I°°lawai`i County Cooncil F=ROM: LINCOLN S. T. ,~SNI®~ Corporation Counsel R~: budget lVlem®rara€~un-s fr®m Councilman baron Chum This memora?~dum responds to your communication of March 21, 2002, seeking proposed departmental reductions of 7.7% to the fiscal year 2002-2003 budget. for reference purposes, I have attached a copy of my memorandum of March 2002, to finance Director VViliiam Takaba, concerning potential impacts of such a reduuction. In preparing to respond to the current request by the County Council, we determined 7.7% of our fiscal year 2002-2003 budget equals $157,323. We examined all alternatives in light of our responsibility to provide appropriate representation to our County clients, as mandated by the Charter and our rules of professional responsibility. Sased on the above criteria, we propose the following reductions to our staff: l~ositior~ IVo. ~"itle Net ~edeectior~ to ~erd~ ~®0054 Deputy Corporation Counse! $ 62,735.00 -0023 ~3eputy Corporation Counse! 64,475.00 3227 Legal Clerl< Ili 25,656.00* Total Net Savings due to Staff Reduction $152,868.00 "`This reduction assumes the incumbent will "bump" the Legal Clerk II, whose salary is currently $25,655. The incumbent may retain her Lega! Clerk S'il salary due to collective bargaining req~rements. The above three positions are currently funded and occupied by existing personnel. 'JVe propose the following reduction in our operating expenses: Account No. Item Net (eduction to ~udc~et .17-115 Printing of County Codes $ +6,000.00 Total Net Savings due to Staff Reduction and Operating expense Reduction $158,868.00 In addition to-the obvious personal negative impact this will have on our employees, the following impacts will occur: • In order to provide competent legal service as required by our rules of professional responsibility, aor;ger response- times to legal requests may be expected. • In order to complete our daily Y^~ork, we will need to evaluate and possibEy cease work o~~ ongoing projects, such as the codifcation of existing and future County contrasts, ongoing OIP training, training for boards and commissions, and risk management. • alVe w€l~ need to examine whether it will be feasible for our attorneys to attend board :and commission meetings. • Our clerical staff currently serves the Fire Commission, Cost of Government Comn~:issior~, and Soard of ethics. ~lVe wilfi need to examine the feasibility of contin~€ed service to these commissions. • Since we will not have the fund€ng to properly update the County Code, °§ve will need to exp€ore the Cterk's Of~sce assuming this responsibility. if you have any questions or comme€~ts regarding this matter, I invite you to contact me at 961~880~, extension 26. Thank you for your kind attention to this matter. `Encl. Cc: ayor I-larry Kim (w/ encl.) dWiBlian~~ fiakaba, Finance director (w/ encl.) S: DEpartmentsl~inz.nce/LSA fLlisc. Gorr~:sp./hAr_smo re budget reduction 4-2-02/LSAmr -2- i°'~~ ICiau ~ ~ ~ Litlcoln S.T. Ashlda lbfayr~,t i®° ° • Corporation Counsel °^°s" ~~'.eo•~~ ~.r~Yald ~~ICaSC ®A4~8 ~.mv °qaP'~~ Accactand Corporation Counsel O~FICL O~ T C®~®~T'IOlm1 C®IJI~ISEL 101 Aupuni Streee. Suite 325 • ~~alo,1€a~aii 96720-4262 • (808)961-8251 • FAX (808) 961-8622 March 4, 2002 t1~IM~N~IJM ~ir€ante t7irector Corporation Counsel - 1~~: ~a~dget for l Y 2(~02.•~2003 `This respe~nds to Managing director ~i~ie l~Gaetsu's rraerr8orandum of lsobrualy 24.g 2002; directing al! deprtl~ents to e~a~€ine their fiscal year 2002-2003 budgets, and as-sass e l~apact of a proposed 7.7%~ reduction on programs grad services. ~i~cal' ~'ea;~ 2~'~~2002 °fhe C)ffice of ~e Corporatiora O~unse! had originally budgeted X2,859,750 at the b~ginraing oaf the currerat fiscal year (20012002). Olin voluntary reductions made throughout this fiscal year, we reduced our budget in the following a€~ounts: Travel (out~~ smote doposltic~ras) $ 6,000 F~opairs ~lioct~d to shredder) ~ 100 Duels and L€~bll~ants ~ 50 Misc. Contract~sal Ser~rices $ 12,000 Rrinting of County Codes ~ 10,000 Disc. Cocatractual services ~ 500 (Board of ethics) special Counsel and Settlerrael~t 1¢;200,000 of Litigation fihese voluntary reductioras totaled X228,550, or 7.99% of our original budget. We were able to afford these voluntary cuts, based on the current status of our litigation cases. This is because many of o€~r active cases in the current year were deferred to next fiscal year X2002-2003)_= As a result, there were fewer depositions and related witness expenses, Limited need for coa:~ oa- consultant experts, and limited travel expenses. This current glow tide" of our flow of litigation cases will be fleeting. Ac evidenced by the attached case list, we expect substantial activity and expense in the upcoming fiscal year. Further, there was not an acute need for special counsel in the current fiscal year. However, this condition may change given the advent of new cases. Additionally; as discussed belo~~d, we anticipate additional work (and consequent billing) in Silva v. Co~erafy of ~lavva~ f in the next fiscal year. It is important to note we were able to make these voluntary cuts based on this "low tide" as a result of our deferra' of cases. Cur anticipated Eitigation caseload (and the attendant expenses) for FY 2002-2003 arc more representative of an average flow of cases. _ Loaf Yeas 21{~Q~ W anticipate drasacaliy different upco€raing .year in litigation. Attached is a prc~~ected cost and expense Listing €or oar mayor Winding cases. As you can see, our litigation d'€~g=ision odgfnaity pro)~:cted a need foe X785,000 to accomm®date all anticipated expenses. We will not be as lucky in FY 200 2003 as we were in the present fiscal year. many Lawsuitte ~reviosly filed will ~m~ to teal. Alva v ~®ur~ty ®f ~la~raf f, which ~xp;denced a t~:rnpoc~:ry lull Sri the payment ep~ciai ~unsel fees due to the appeal, may be d~gid~:d by the uprme ~o~= and a new trial may be ordered, thereby resurrair~g the payrr~er€t o€ sigifica~t special counsel fetes. ~o~ ar €aa~ off` : eta ~ ;~f~ and' 2®42-2®~3 The ,~dliston had asked for ~e ubission of status duo" budgete for fiscal year 20132-2013. t~~ll~irig our original 2,~i5g,~50 budget at~ourat for fecal year 20t3°l 2002 {prior to the voluntary cuts)g our ~~rreri# ~ubrnitted budget for fiscal year- 2002-23 is ~2,II°I5,9`i2, which is a ~ec~asc of 1.~~%. dad our ~~sbn~ied oar project budget for f=aecal year 2®02-2003, without any to the. curr~~t fie~l yeas- budgets we would have probably submitted a request for ~3,t~43,°~~2, r~preserating an lnc€~ase ~f 0.43%. 7 fits acs of r-o ose~ a ed`~s~fs®a~ r~ the ~ ®®~-2®® crt~ et The mobility of oar of€Lce to properly defend our County would be severely coaaproa~ised by a reduction of 7.~% of our b€~dget< 1°he ability of c~ayar office to provide the necessary legal support for our County clients would be severely ooa~proa~ised by a reduction of 7.7% of our budget, -2.- 7.7~/a is the equivalent of $216,764. requiring our office to further cut our budget by this amount would have the following adverse impacts: • ®ur attorneys would not be equipped to properly defend the County in our litigation cases. We ~~gould not be able to depose witnesses, hire expert witnesses and consultants, and embark on the necessary travel incident to civil litigation. • We would not have money to pay bona fide claims made against the County. • Special counsel will be required in some cases. This is a requirement impdsed by law. tf we are unable to pay tl~e market rate for competent legal services, the County rrr-ray fend itself faced with a lawsuit by its own employees for failing: to provide adequate legal representation, in the event the County can only afford sub-standard attorneys. • We may be required to ask the County for additional funds in the event our accounts are depleted d~€e to litigation expenses and/or settlements. • R reduction in staff wo~sld Hied to be looked at as an a[tecnative. Thus, souse of our dedicated Count~t errsployee~ s~€ay be out of a job. Cur~ontly, 60.22®f® of our projected budget for ~1( 2~fl2-2t30~ is for base salaries arsd wages. fur office understands the dire sit~ration our County is in with respect to the budget. We also constantly cesind oursel~~es that "doing rnore with less" is an accepted and rs~cessary part of our daily work cr~rlture. We take pride in our ability to do so. however, we believe we have ~tdmed the fat" where necessary. What is left of our subrYSitted br~rdget accounts for those ~xp~nses which are necessary in ®rder for tl~e County to be p~opetly represersted arzd defended in our can-ent legal system. The fact of the r°raatt~r is we are living in much rrsore litigious society. Curt filings are trp, and the Co~ty remains adeep pocket" target for many litigants. We are pledged ar~d cor~r~itted to vigorousl$Z defend our taxpayers, but this cort~es at considerable costs which are outside -the ~ntrol of o~€r administration, Cou-Heil, and citizenry. l°ho above represent the impact a r~arsdatory 7.7®/o decrease in our projected 2002- 2gt33 budget would have. Encl. S: ~~~daraentslFinan~~i.SA h~is~. Corr~sp.B~es~ FY X002-2003 3-4-02J1_SAmr -3- October 29, 2001 '4~e€~aot-attdutt~ 'Po: Wendy Maeda Froth: Joseph K. ~amelamela, I?eputy Corporation Counsel IZe: ro'ected Costs and Ex eases for Pendin and Threatened Liti ation Cases-Bud et FY 002-20.03 As of October 29, 2001, vre have forty-one (41) pending court cases and three (3) threatened cases sined to the liti.~atir~n t~ as shovvti in the table belovr. Furthet~ore, there is ono (1) Pend ease rich h~.vc pvate counsel hired by the County. tae table does not include ~ror~ers' eo~peation ul~t #~e ~,atter~, lnterpleader actio~s/re~e~ts, ~xb~oen~ dins decun~. ~.~€iesf~otio~ts, cl filed with the bounty (and handled by I~cnneth ~no~i), yes tended to l~~.ce ~ and oar utters euhich do not require h substantial amount of ~rorl~ ~e gro~~cted hosts and. uses for-the pending and threatened cases that inay be tried or judent led ia~ Fiseal Year 2002. ~£~0~ are as follo~rs: I~epositio, etc. . ~ 163,b~0 ~`rav~l, etc< ~ ~00~ ~ , etc. 2~5,000~ ~tto~teys;ft~S It should be noted that some of the above costs and expetases may be in seed paid dur ~ kcal yoar (2001 2~g42)s many ~f the p~xdin~ comet ~ascs, the litigation attorneys expend a substantial. a€~ourst of•e in invti~atio~ discovery, le_~af res~h arld court h s (and other related pro~ra.~s such>as arbit~tion d mediation). In all cases, ire should be amore a~gressi~Fc vritfl~ dis~very and ~ pr€ate ~i~ve zx~~tioats. , 1 ®~~gY.OC y~~ Harry Kim Christopher J. Yuen lduror ? •,¢pg I)irec~or x : "^cC:: IMF Roy R. T°kemoto ~r~.k~.e,~,•`: ~-K°«io :"•~>f ~ I )e~ptin~ !)(rector ,3~.- ~--F •N~ Pi~.4NldTING I2EPAIZTMENT 25 Aupuni Street Room 109 • Hilo, Hawaii 96720-432 (808)961-8288 • Fax (808)961-8742 March 28, 2002 MEMORANDUM TO: Councilman Aaron Chung, Chairman Committee on Finance FROM: Christopher Yuen ~'-".,t--c Planning Director - l ~ ~ ~ SUBJECT: FY 2002-03 Budget -Impact of 7.7% Reduction This memo responds to the request dated 03/21/02 from Councilman Aaron Chung, to assess the impact of an across-the-board 7.7% cut to our department's operations. For the past t~A~o fiscal year budgets (2000-01 & 2001-02), the proportion of salaries and wages to our total budget has gradually increased. Our proposed cuts to balance this fiscal year's budget further increased the proportion. The result is a gradual erosion of services and equipment updates. The proposed budget for FY 2002-03 attempted to restore some of the needed equipment replacement and capacity building. FY Total S~c~'6' % OCE/E ui ~ae~at/Other 2000-01 1,495,819.00 1,327,224.00 88.7% 168,595.00 11.3% 2001-02 1,577,154.00 1,403,059.00 89.0% 174,095.00 11.0% 2001-02 Revised 1,406,883.00 ],280,865.00 91.0% 126,018.00 9.0% (budget cut) 2002-03 1,510,267.00 1,336,172.00 88.5% 174,095.00 11.5% A 7.7% reduction of our proposed FY 2002-03 Budget amounts to $116,290. Suggested budget items and potential impacts to achieve this reduction are as follows: • $37,464 010-141-5141.01-011 PLANNER IV (POS #2738): Defer hiring (reduce from $37,464 to $0). This position is in the Long-Range Planning Division and would reduce our capacity to engage in desired planning activities such as community development plans. Councilman Aaron Chung Page 2 March 28, 2002 • $15,006 010-141-5141.01-011 ZONING CODE INSPECTOR I (POS. #3546): Defer hiring the Toning Inspector I for six months (reduce from $30,012 to $15,006). We currently have only one inspector for the entire island. There is already a growing backlog of complaints. The Zoning Inspector I would work out of the Kona office. By deferring the hiring, we can expect longer delays in responding to complaints, especially for West Hawaii. • $5,000 010-111-5141.01-021 OVERTIME S&W: Reduce overtime (reduce from $25,000 to $20,000). The $25,000 seas already a 50% cut from prior years. Filling vacancies helped to reduce some overtime. Nevertheless, the high volume of permit applications and extended commission meetings pushes the limits of the $25,000 budget amount. Any further reduction would mean longer processing times, limits on meeting agendas, and possible increases in CIO, which only defers the County's actual cost or productivity. • $15,375 010-141-5141.02-104 CONFERENCE - HCPO: Cut HCPO Conference (reduce from $15,375 to $0). Most of this budget amount is to pay for the Planning Commissioners and Board of Appeals members for their training and to recognize their voluntary time contributions. This year, Hawaii County is the host and we would need to send staff to help with the conference. By cutting this item, any commissioner, board of appeals member, or staff would have to pay their own way. As the host, a poor showing by the Big Island contingency would surely reflect the austere measures that were needed to balance the budget. • $25,000 010-141-5141.02-106 PRINTING - GP FINAL: Drastically reduce the number of copies of the General Plan (reduce from $35,000 to $10,000). Assuming the Council adopts the General Plan by June 2003, we would print approximately 100 to 200 copies for distribution to key agencies and to the public on a first-come basis. We would rely on the Internet for broader distribution. • $9,100 010-141-5141.02-115 HEARINGS OFFICER: Cut hearing officers (reduce from $15,000 to $5,900). Hearing officers are needed for contested cases. It would be unreasonable to expect commissioners and board members to hear these cases due to the complexity and length of these hearings. The cost for contested cases continues to increase each year. By cutting this cost, the cost for a hearing officer would have to be borne by the parties. ??Ve would have to amend our rules accordingly. This would definitely damper most people from filing for a contested case. A small budget would be kept to subsidize the share of those parties who qualify as indigent. • $6,000 010-141-5141.02-115 TRANSCRIPTION SERVICE: Selectively transcribe Planning Commission meetings (reduce from $6,000 to $0). The current budget includes contractual services to keep pace with the transcribing of every Planning Commission Councilman Aaron Chung Page March 28, 2002 meeting. Staff would spend time preparing meeting summaries rather than verbatim transcriptions. Persons requesting a transcription would he able to borrow the tapes and pay for written transcriptions. • $1,205 010-141-5141.02-337 SUESCR.IPTIONS: Terminate subscriptions (reduce from $1,205 to $0). Subscriptions that would be terminated include the American Planning Association research services ($600) and the newspapers (Hawaii Tribune Herald, West Hawaii Today, Honolulu Advertiser). If staff wants to keep up with the news, they would have to share the costs. • $2,080 010-141-5141.02-341 EMPLOYEE DEVELOPMENT: Cut staff training & development (reduce from $2,080 to $0). The competency and morale of staff is a difficult intangible to measure. A savings taken in this area is a decision to not invest in quality. If all the above reductions are taken the department budget would be reduced by $116,230, from the proposed total of $1,510,267 to $1,394,037, with salaries and wages comprising 92°,~0 of the total budget. P:\WPWIN601Roy T\Budget10203 7.7% budget reduction.doc ~~P.ARi~F:;"f t~F FI^;,~~!?1E Ca~~~E~~ ~~3~~ srr4~%~ - De~c~~.~ of Ciw~CS~~°vice .....~m. !i,~: SRO ~t ~~rs~~~~t Enclose~f c~ro our pro~acs~~~. k~uc~~t r~iuctions for our o~~:rc~tinc~ bud~ct ~r~s~osal for ~ scol ~~ar 2002-2(X13. TI'S ~~closur~ r~pr~ser~ts o budget cut of 7.i~a or $99,303. I apolo~i~.e for this Date subrrjittcal. Enclosures ~ ~ ~ v ~ ~ -f. ~ c ham. ~o- ~ yt m +s=. 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Testa Mayor j' ~ ~~t~~s \ Director ~w, a! o9'oe~~` County o~ ~av~aii DEPARTMENT Off' RESEARCR AND DEVELOPMENT 25 Aupuni Street, Room 219 • Hilo, Hawaii 96720-4252 (808) 961-8366 • Fax (808) 935-1205 E-mail chresdev@interpac.net _ DEPART~~FNT ~f r;`.:~.Nz~E " March 28, 2002 D~.T~ , Rc~~;:~ . c letIEMO~,AIoTDUIvd ACT!`;i t„'~: FI~,E. _ To: William T. Takaba, Director -~""____""...~,.._.~.-.,e..e. Finance Department From: Jane Testa, Director SUBJECT: 7.7~ budget Cut The following is in response to Councilman Aaron Chung's memorandum of March 21,20.02, for a proposed budget cut and anticipated impacts for FY2002-2003. Current Departmental Stags: • Total of nine employees: five program specialists, one account clerk, one clerk typist, one secretary, and one director. • Additionally, two other positions are listed but not funded: one deputy director and one student helper I. • From FY98 to FY01, our average total budget was $1,235,809. For FY03, the total budget request is $1,090,185, a 12% decrease of the average noted above and over the past five years. If the 7.7% cut is realised, we would see about an accumulated 20% reduction in our average budget over a period of six years. • Further, as a result of the greater demands by the community coupled with diminishing resources, the staff has had to put in more than 2,000 overtime hours in order to maintain basic levels of service for calendar year 2001. William Takaba, Finance Director 3/28/02 Page 2 Su~~ested o~ti®ns to address the pr®posed 7.7~ ($77,b19) buds eut; 1. Cut contract/grant amounts by $77',619. See attachment A for details of what could be cut and the resulting impacts. Primary impact would be on the communities. 2. Cut one total program (one staff and accompanying program budget) from the department. R&D currently supports staffing and operational costs for the following departmental "}grogram" areas: Agriculture, business and Cornrnunity Development (l~Tew Industries), Energy, Ei1rn, `I'onrisrn (nm positi€sn for this very huge pr®grann.), and a Municipal deference Center (Data b®®1€, statistics, library). The Energy Program is funded primarily through State dollars. Each works with Federal, State, and County governments. All serve the local communities with technical assistance, information, and clearinghouse activities. Film also works with national and international interests to bring production crews to the island, which means millions of dollars in expenditures at a time. The loss of any of these components would be debilitating to the Department's effectiveness as we are already such a small department with only one staff providing island-wide coverage for each program (except Tourism-no staff). The choice of which program to cut may be more dependent upon civil service determinations rather than program "value." Any one of the above might be eliminated by the 7.7% cut. 3. Cut two currently filled positions. Cutting two positions that add up to $77,619, would probably mean one program specialist and one clerical position. This would mean a 22~~ reduction in current staffing and if added to the two currently unfilled positions, it would mean a 36% reduction in overall staffing. I'm not sure how to begin. to explain what the impact of a 22% - 36% cut would mean to any department. We are certainly available to discuss this further or to add clarification for Council's purposes. Thank you very much. jht ATTACHMENT A The following lists by program the impact of future budget reductions: m Hav~ae6 County des®ce~ce Centex (f~CRC): The FY2003 budgefi reflects a new program designated as the HCRC, however, it really is the expansion of the department's Information ~2esource Center. The expansion, realized through the shifting of program funding within the department, is to enable the County to develop and implement a consolidated center of resources to include grant writing training, technical assistance, clearinghouse activities, information dissemination, and other capacity building efforts. The reduction of our budget would- inhibit the ability of this department to create a significant impac{ on future County funding from outside resources and valuable capacity building. The potential loss in grant revenues to co~;nty departments and community groups could be anywhere from several thousands to several millions of dollars. ~ A~r-i~€~Itcare (s4Ca): A budget reduction to the agriculture program is demonstrated in the following projects: ~ 1) Hawaiian Hoary bat research - $5,000. If this research is not funded, there will be a delay in conducting the research and the loss of opportunity to leverage the County's $5,000 for over $500,000 in federal funds. The greatest impact to the Sig Island is the "death" of our emerging forestry industry which currently utilizes over 20,000 acres of former sugarcane lands both in Hamakua and Ka'u. Hawaiian hoary bat, ope'ape'a, is an endangered specie and is protected under the endangered Species Act. This bat is sighted in many locations on the Sig Island, at all elevations and in a variety of vegetations. It roosts in trees. if this research is not pursued, tree harvesting and other agricultural activities will automatically be halted due to claims of violations of the endangered Species Act. ~ 2) Promotion of Kamuela Grown Produce - $5,000. The discontinuation of this project will result in the loss of market shares for the Kamuela grown vegetable crops. The intense competition from Oahu and mainland growers resulted in the significant decline in the market shares of Kamuela grown crops. The development of new markets is greatly needed to keep the farms going. The farm gate value of the crops produced in Kamuela is over $15 Million per year. ® 3) Commercialization of Ready-to-Bat Ulu (Breadfruit) - $5,000. This project is crucial to the development of the market for Hawaiian grown ulu at the local and U.S. mainland markets. if this project is not pursued, the potential for $1.2 IVliiiion in retail sales and the opportunity to develop commercial u!u farms utilizing the ample marginal lands on the island will not be realized. ~ 7~®u~°€srn (7`S/t~): If the tourism program were to implement a budget reduction of approximately $32,000, the most direct effects of these cuts would be on the small groups and organizations whose mission is to develop quality attractions/exper'sences for both residents and visitors to the island of Hawaii. The direct effect would be the inability to fund five recommended proposals out of 19 submitted and to reduce the recommended funding to two other programs. For some of these programs, having the county's small financial support means more than the amount itself; it means the ability to !average or match other funding. It also shows the county's support and adds clout:to their efforts. ~ ~®Im: ($1,010) Because The Big Island Film Office's budget is small, this amount negatively impacts the program's ability to promote the island as a film site by reducing materials sent to film companies in response to inquiries. ~ ~usf~ess ~ C®mr~ac~~ity eve!®penent: The reduction of $3,030 would mea~-# the loss of the "Focus on the Economy" column run in both papers, a leveraged total value of $200,000. Impact would be 32,000 in paper circulation plus 5000 in national/international electronic circulation. ~ ~ner}r: The impact of a $1,010 cut to fihe energy program would be minimally felt except that it would delay the program of continuing energy- efficlent lighting retrofits in county facilities. The energy retrofitting program to date, provides the County with an estimated savings of $250,000 annually. t-- ~ ~ c~ o 0 0 0 0 o a p ~ ~ ~ rn M ao ° .M o O t-- ~ p o °o °o °o °o °o °o cn ~ c~i ao ® o o ai ~ ~ ~ 0 0 0 0 ~ ca r~ M ~ a-- cYi r- ~ ~ ~ N ~ M ~ E3~ 69 £t~ 59 EPi 64 Qfl ~ O O O O O O Q O O O O O O O O O O O O M Q O O O t!') 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FI~_E: William fiakaba, finance Director ~HRl1: Dennis K. W. Leo Director FR®IR01: Diane Shiro Business Manager ICE: Impact of Reductions -Budget for FY 02-03 In response to the Councilman Aaron Chung's memo dated March 21, 2002, attached are the division's reports on the impact of the reductions. If you have any questions, please call me at ext. 8463. COUNTY OF I~AWAII DEPARTMENT OF PUBLIC WORKS TEL~PO-iONB: (808) 961-8321 SAX (808) 961-8630 DATE: March 28, 2002 T®: Dennis K. W. Lee, Director ER®1991: Diane Shiro Business Manager SUBJECT`: PROPOSED 7.7°/® BUDGET CUTS, ~'Y 2002-03 Public Works Administration Office A 7.7% budget cut in our budget would total $47,945. Our salaries and wages account for 92% of our total budget. Our only option to meet this 7.7% cut would be to defend two positions, eliminate out of state travel and reduce interisland travel. Assistant Account Clerk $23,700 Clerk II $22,704 5173.02-104 Travel $ 1,541 TOTAL $47,945.00 Impact (positions): The Assistant Account Clerk and Clerk II are presently occupied on a permanent basis. With the loss of bo#h positions, sharing of duties will become necessary. Work backlog will increase and regular work duties will be delayed or hind-eyed. As a r~s~it, overtime work may increase. The normal work duties of the Clerk II includes answering phones and servicing the general public, logging correspondence, issuing moving permits, distributing plans and specs, typing proof read-ing correspondences, reports, addenda; and conduct-ing project and general filing. The more critical duties would have to be shared ~,vith other staff such as the Contracts Technician and Personnel Clerk, thus creating a delay in performing their regular duties. Contracts and personnel actions would be process~;d in a less timely manner. Moving permits and diatribe#ion of plans and specs will not be distributed on the same day as requested. The normal work duties of the Assistant Account Clerk includes managing the accounts payable, doing the utility billing payments, processing the petty cash reimbursements, typing of CPA, confirming requisitions, etc. The more critical Page 1 of 2 duties would be shared with other staff such as the Account Clerks and Accountants, thus creating a delay in performing payroll, timesheet and employee leave posting and documentation; construction contract payments and federal :aid reimbursement requests. Untimely federal aid reimbursement requests may decrease or jeopardize federal source funding. C~elay in processing invoices may incur late penalties. Impact (Travel): We have eliminated the out-of-state travel funding and reduced the interisland travel f€~nding. l~mployees will not be able to attend meetings, workshops, seminars or conferences that are out-of-state or within the state. Coordination will have to be done via email or telephone. Conclus'son: The 7.7% reduction in our I~Y 2002-2003 budget is $47,945. This reduction will adversely impact our ability to perform the customer services and fiscal requirements of this office. What will result from the reduction are delays in providing permits for customers, payments to contractors and other vendors, payroll documentation, and federal aid reimbursement requests, to name a few. We will not be able to meet our goals and objectives as stated in our program budget. Page 2 of 2 25 Aup~ni St., Hilo, HI 96720, Rm. 106, Ph 961-331, Fax 961-8410 gg RR ~y ~ 0'`~ ~ ~ ~ >l~t~ Ivies 2s, 2002 Ta: Dennis K ~ .Lee, Director of Public Works ~~,y_ Frogn: Stanley Takemura, Building Division Chief 12e: 2002 _ 2003 FY Pro}~osed budget Cuts Attached is a summary of the budget cuts proposed for the subject fiscal year budget. We were ably:, to trim the budget to the required 7.7 This reduction will result in delays in building repairs and other maintenance and possible closure of some sections of existing facilities. Also in obtaining estimates for janitorial work at Aupuni Center it appears that the $ 25,000 budgeted will cover only about 4 to 5 months of cleaning. I may need almost $ 63,000 to cover this expense. ~ Page 1 N ~ r O ~5 I i o M .C ~ I O ~ M ~ C Ca i O ~ O L..... ~ I i i i it _ ~ i I ~ ~ O U f6 ' j ~ I cn N O I i ~ ~ I 0 ~ ~ t~0i3 l I O ~ " ~ N ~ [C i ~ .-i (n (D E CQ N ~1-~ to O e° iti N U ~ ~ N S~ I to ~ ~ ~ N ~ I M ~ ~ N ~ N ~ ~ TJ ~ N I O O ,a ~ ~ O N ~ U O .U N O ~ ~ ~ O M o i 1~ U O N I O ~ ~ EA o O ~ ~ _ fU ~ sM ~ "CS f~ ~ O ~ O ~ ~ O ~ O ~ Z75 I~ Q as U ~ ~ CL ~ 'j yo--. e6 as ~ 11 I O I ~ y a~ ° o ~ ° ~ ~ ~ a> ~ ~ ~ sa' ~ ~ co ~ ~ O ~ O ~ 3 ~ U~ U ~ O ~ .U C6 sn ~ O N ~ O O ~ ~ ~ O ~ ~ U N ~ mss. O ~ I ~ N s,. N O O O U ° ~ U ~ T Ca ~ T ~ O T ! 9e ~ ~ N O O ~ U ~ N O O N N QJ tQ ~ O C6 Q' I U Q Q ~ Q ~ ~ ® ~ ~ ~ U ~ t--~ O O O O O O O (p O O ~f' O ~ O O O O O O CEO O ~ p V: N ~ ~A 00 r r ~ i ~ r tt. ® ~ ~ r j I N o 0 0 0 0 0 o N o 0 o aj ~ O O O O O O O 6i 0 0 O N ~ O O O O ~ O O O O O O O 1 A O V ~ N r O ~ ~ O O u) (O N r O I, r ~ ~ ~ r to -cT N j G `~7 j r ~ ~ ~ ~ i ~ ~ O O O O O O O 00 O H O i9' O ~ O O O O O O O ~ O O rP' N O O O U'7 O O O CD ~ O to fA ~ q', ~ ~ M ~N ~ ~ O O ~ u) i N N M M M O O ~ (p M i ~ ~ fsi: O r ~ ~ r ® - ~ ~ r V ~ ~ I~ i L spy ~ I Q~ ~ i I I I ~ ~ ~ ~ i I ~ ~ ° ~ ~ I I ~ ° I U a~ I ~ ~ ~ ~ ~ ° ~ 'I~ p O v~ ~ ~ i ~ 1.LJ N ~ ~ (n v ~ ~ ~ ~i~~ ~ Q~ ~ ~ a~i ~ ~ ~ U~ a> ~ ~I f v Q ~ ~ ~ ° ~ U off c O ~ Ga I ~ ~ ~ I ~ -jam i ~ O ~ ~ ~ M ~ O ~ ~c- p I d` r- j I 'I I I i I I ~ ~ I i i O I I~ I I r N ~ I ri N I Ir N 1 N ~i, N ~I I i I 07I O it O O I i ~ ! ~ II j ~ I i ~ r M M I I ~ i~ ~ j i i ~ ~ ~ ~ ~ I C®llNfilr' I-IAIPV~?II ~~~~~~Elv~ ~uB~ic w®l~l~s 1°® ®ennis K. W. Lee, Director I`R®11tt Walter Lucas, Automotive ®ivision SUBJ~C~ : Proposed 7.7% Budget Cut, FY 02-03 A 7.7% cut in our budget .^~pould total to $157,724. For the following proposed cuts, we will not be able to perform and maintain all of the needed repairs and maintenance of vehicles aad equipment that the County owns. Proposed Reductions: Account # Item Amounts 5181.51-011 Salaries $34,332 CEM -Position #307 Impact on Objectives 43% of our total budget is for salaries and wages. We would defund a vacant Construction Equipment Mechanic position located in S. Kohala. We will only be doing repairs on safety related issues. Our repair backlog will increase with no possible way to reduce the repairs. We won't have the ability to contract the services out. We currently have seven (7) employees out on workers compensation injuries and one (1) employee on long term personal medical leave with no opportunity to fll temporarily. This means that 36% (8 out of 22 employees) of our workforce is unavailable for work. Our mechanic work repair ratio to vehicles and equipment doubles to I to 250. By not filling this position the repair work backlog continues to grow. Account. # Item Amounts 5181.52-218 Super Unleaded/®iesel fuel $97,975 Impact on Objectives We will not have sufficient funds to complete FY 02-03. We will be forced to implement afuel-rationing program to reduce fuel consumption. Implementation of fuel rationing at the County fueling site maybe come a reality the latter part of Page 1 of 2 this Fiscal Year 2001-2002. We will be forced to discontinue supplying fuels for the 12 Coordinated Services for the ~Iderly (CSE) vans that have been subsidised by the OeneraS Fund of the Automotive Division for the past four years. Other programs sponsored by barks & Recreation such as Nutrition and ~Iderly Activities Division may be compromised. `The users of County vehicles may have to plan their trips and share vehicles with one another. Account ~ Item Amounts 5181.52-228 Auto/Heavy equipment & Welding $9,417 Parts & Supplies Impact on Objectives Reduces our purchase of necessary parts to repair the fleet. Many older vehicles will be taken out of service. Only necessary safety related repairs will be performed. employees of the County will not have sufficient vehicles and equipment to perform their work. Account ~ Item Amounts 5181.61-449 Compact Sedan $16,000 Impact on Objectives Defer this sedan replacement for the second time in our budget preparation. ey not replacing this vehicle and keeping it in service longer may result in more costly repairs and maintenance. We won't have a reliable and dependable loaner to use when County employees need one. Conclusion: The proposed 7.7% reduction in our FY 2002-2003 budget is $157,724. This reduction will definitely hamper our divisions operations and will not afford us the ability to perform all the necessary repairs and maintenance and to purchase the fuels needed for the fleet of county vehicles and equipment. We will only be doing the bare minimum repairs that are related to safety items and issues. Page 2 of 2 JN~Y'~s ~ ,1 g€arry Kim ~ ~yt~°' ' T Ilennis K W. Lee Mayor Director ~+J ~'F~or'H!!% Bonald UeO~a ' ( Deputy Director CZ~rix~~~J ~.6.61r~Tt DEP~,F~TMEN1` OF PUBLIC WORK 101 Pauahi Street, Suite 7 . Hilo, Hawaii 96720 (808) 961-8321 . Fax (808) 961-8630 Memorandram TO: Aaron S. Y. Chung, Chairman Committee on Finance THRU: Dennis K. W. Lee, Director FROM: Stanley Nakasone, ~iighway Maintenance Superintendent DATE: March 28, 2002 SUBJECT: PROPOSED GENERAL FUND BUDGET CUTS FOR FY 2002-03 In response to your March 21, 2002 memo, the Flighway Maintenance Division examined its Flood Control budget of $153,939. The Flood Control Program involves maintaining, operating, inspecting and repairing the flood control structures, levees, dams, spillways, channels and drainage areas on a regular basis. The anticipated impact of a 7.7% cut (or $11,853) to our Division and/or County services follows: Dept-Acct: Flood Control-Misc Contract Services (5233.02-115) FY 02-03 Estimate $85,042 Proposed Cut 4 000 New FY 02-03 Estimate $81,042 Impact to Division/County Services: Each district performs the maintenance work and in turn, Flighway bills this Flood Control account. With less money to spend on Highway labor, the islandwide weed control cycle may decrease from 4-5 times annually to 2-3 times annually. The number of cleanings per drywell may also decrease by 2-3 cleanings annually. Districts may continue weed control and drywell maintenance only if funds are available. Aaron S. Y. Chung Page 2 March 28, 2002 Dept-Acct: Flood Control-Refuse Disposal (5233.02-121) FY 02-03 Estimate $ 6,000 Proposed Cut $ 2 000 New FY 02-03 Estimate $ 4,000 Impact to Division/County Services: With less money to spend on refuse disposals, districts may have to deposit debris at various staging areas and/or possibly chip materials. Districts may however continue to dispose of materials only if funds are available. Dept-Acct: Flood Control-Agricultural Supplies (5233.02-216) FY 02-03 Estimate $31,195 Proposed Cut $ 5 000 New FY 02-03 Estimate $26,195 Impact to Division/County Services: With a decrease in flood control work, purchases of agricultural supplies will likewise decrease. With reduced funding for Roundup, etc., districts will also need to carefully monitor their supply and requests. Districts may however continue to purchase supplies only if funds are available. Dept-Acct: Flood Control-Misc Materials & Supplies (5233.02-235) FY 02-03 Estimate $ 1,702 Proposed Cut $ 853 New FY 02-03 Estimate $ 849 Impact to Division/County Services: With a decrease in flood control work, less materials and supplies are anticipated. With reduced funding for fencing materials, etc., districts will also need to monitor their supply and requests. Districts may however continue to purchase materials and supplies only if funds are available. Should you have any questions or require further information, please call me at Ext. 8349. Is cc: Accountant I I3EI~~11~N'I` OF PLT~I~IC WOIZI~~ COUNTY OF HAWAII HILO HAWAII DATE: l~larch 28, 2002 T'O Dennis K. W. Lee, Director F'I~®1l~1 Ben Ishii, Engineering Division SiJBJECT : Proposed 7.7% Budget Cut, FY 02-03 Our salary and wages account for 87% of our budget. If we do not realize any savings by freezing positions, a 7.7 % cut of approximately $131,000 would essentially result in a zero budget for operation supplies and equipment. Therefore, the only way that we can realize this magnitude of savings would be to cut positions. This would mean cutting the following 4 positions. Engineering Drafting Tech III Kona $ 30,012 Engineering Aid III Hilo $ 31,200 Civil Engineer IV Kona $ 42,852 Construction Inspector Hilo $ 48,048 Total $152,112 A114 positions are presently vacant, however, the Engineering Drafting Tech III, Civil Engineer IV, and Construction .Inspector positions are in the process of being filled. The budget as submitted .already excludes funding for a Civil Engineer IV, Engineering Aid IV, and Right-of-Way Agency in Hilo. The effects of eliminating these 4 additional positions would be drastic and would result in a substantial reduction in service, reduction of projects that we can implement and also the reduced ability to respond to requests in a timely manner. Specifically, the budget cut will result in the following: • Increased review times for permit processing and subdivision/change of zone applications or reduced scrutiny during review which may have long term repercussions in the future. • Reduced ability for surveying and mapping services. • Reduced ability for inspection services possibly leading to improper construction or possibly endangering the public. • Reduced ability for project engineering design and construction management services leading to possible loss of federal funding. Since our Division assists with surveying and/or project design and construction management for the Highway Maintenance, Building and Traffic Divisions; the Departments of Finance, Parks and Recreation, and Environmental 1`?Ianagement; and the Office of Corporation Counsel, these agencies will also be affected. Unfortunately, this cut comes at a time when the public as well as our administration expects a high level of service. The amount of current projects being actively pursued has never been so high. Our Davision will strive for efficiency however, this budget cut or even the no increase in budget scheme ;Hill not provide us with adequate resources to meet the current high public expectations. ~4Y,~9 y Barry ~e,Am ~ James S. Correa :Llayor ~ Police Chief •r~. E O~Ee,~~ t ~r~ ~ttt ~~LIC~ ~~~~'l~~rr~ April 1, 2002 349 KaFiala.;~i Streee • ~Ii]°; Hawaii 96720-3998 (808)935-3311 . Fax (808)961-8869 TO AARON S.Y. CHUN HAIRMAN, COMMITTEE ON FINANCE FROM JAt E ,POLICE CHIEF SUBJECT : REDUCTI F FY 2002-03 OPERATING BUDGET BY 7.7% This responds to your request of March 21, 2002 for a proposed 7.7% reduction in our department's FY 2002-03 Operating Budget. Based on our department's original FY 2002-03 Operating Budget submittal of $32,080,712.00 we would need to cut $2,470,215.00 i13 order to comply with your request. Our only course; of action woul~? be an across the board cut of 7.7% from each of our department's accounts as identified in xhe following table: Operating Account Categories Original Submittal 7.7% Reduction Regular S & ~xl $22,542,775.00 $1;735,794.00 Overtime S . W $2,068,000.00 $ } 59,236.00 Miscellaneous S & W $359,300.00 $27,666.00 Equipment $119,875.00 $9,2s0.00 Other Current Expense $6,990,762.00 $38,289.00 1'("~TALS $32, 080712.00 $2,70,21 S. 00 To accomplish this goal, we would need to suspend the filling of (17) Sworn Officer and (12) Civilian vacancies. The positions include the following: (17 Sworn Positions) - (1) Deputy Chief; (1) Captain; (1) Lieutenant, (2) Detectiafes and (12) Po14ce Officer II; (we expected to fill twelve (12) Police Officer I Positions on May 1, 2002); (12 Civilian Positions) - (2) Police Radio Dispatcher I, (1) Police Radio Dispatcher II, (1) Firearms Clerk, (2) ClerlC III, (1) Departmental Personnel Clerk, (1) Secretary, (3) Police Radio Dispatcher II, and (1) Driver License Examiner II. SUBJECT : REDUCTION 01-0 FY 2002-03 OPERATING BUDGET BY 7.7% PAGE 2 Secondly, we would need to reduce the number of temporary reallocations of Police Officer III positions by eliminating the D.A.R.E. Program, the HI-PAL Program, and (21) Community Officer Positions that are not funded through the COPS Grant. In addition elimination of (1) Recreation Director II position, currently occupied. These officers would be re-assigned to regular patrol duties. These measures would only reduce our Regular S&cW account by $1,054,141.00, therefore we would also aced to eliminate at least Jeventeen (17) additional Sworn Police Officea II positions currently staffed or a combination of eliminating both Civilian support staff and Sworn personnel to meet the goal. OVERT A~RTE~.~ ~%VAGI~S: This account would be impacted by the reductions in the Regular S&W account, in that ;when staffing is reduced, overtime normally increases. Therefore to accomplish this goal all overtime would need to be curtailed, except in extremely emergency situations. Staffing must be minimized to include staffing on holidays and eliminating 24-hour coverage (10:45 PM to 7:30 AM Shift) ire the smaller Police Districts such as North Kohala, North Hilo, Kau, and possibly I-Iamakua. Officers in these districts would be placed on stand-by status to respond to emergency calls for service only. MI~~~T T]~I~OU~SAI._.P~12~~~~.~ ~'A~ES: This account is utilized to pay for contractual obligations such as shim differential pay, hazardous duty pay, standby pay, overtime ~~eals and temporary assignment differentials. By a reduction in our workforce, the amounts of expenditures from this account should be reduced, however we would still weed to curtail special ~xforcement operations requiring hazardous pay (i.e. Vice operations, Cushman Patrols), mini~ize personnel on-duty during hours when the shift differential pay is applicable. LJgPM~NT: The monies in this account were budgeted for the purchase of equipment for subsidized police vehicles to include emergency lighting, radios, and portable radios. The amounts to be purchased were the minimum necessary for replacement of damaged or worn items and for issuance to new personnel. In addition, this account is utilized for replacement of computer and miscellaneous equipment such as air conditioning units, chairs, filing cabinets, cash registers, radio signal repeater, etc. which may break down due to age. Eliminating the quantity of items being purchased and a placing moratorium on replacing or repairing other equipment would be necessary to meet the reduction goal ire this account. SUBJECT : REDUCTION OF FY 2002-03 OPERATING BUDGET BY 7.7% PAGE 3 QTHER ~'UI~t~NT EXPE.~iSE~: To achieve the proposed reduction goal in this category it would require an across the board reduction of 7.7% in all other accounts. This would include monies budgeted for utilities, contractual obligations (i.e. auto allowances, fuel, insurance, etc.), miscellaneous contractual services (i.c; forensic/DNA services, accident reconstruction services, medical services in assault cases, etc.), equipment repairs/maintenance, just to name a few. A reduction in these areas will require a re~ssessr~~ent of the needs of the department and concerns for public safety. 'This will result in eliminating services, minimizing hours of operation, placing moratoriums on equipment repairs/replacements, minimizing the use of forensic services in conducting cri~~inal investigations, and cut-backs in several of the current Byrne Memorial Grants for ~,vllich we are required to have matching funds. IMPACT OF REDUCTIONS The overall major impact of these proposed reductions will be public safety. These reductions will result in the need to eliminate services provided to the public by both sworn and civilian personnel. The following is only a short summary of the major impacts that these reductions would have upon the community. It would become necessary for officers to respond to only in-progress crimes due to the reductions in manpower, the need to reduce fuel consumption, and officer safety. The public would be asked to come in to the va~ious police district stations to file criminal complaints that are non-emergency in nature and do not require an officer at the scene, such as minor traffic accidents, thdfls, forgeries, crimes involving credit cards/checks, found valuables, boom box, barking and stray dogs, etc. Another option that would be afforded to the public, would be mail- in complaint. forms for these non-emergency type of complaints. This is to ensuAe that with minimal staffing, officers would be available to respond to emergency situations. Reductions in manpower and fuel would also minimize routine roving patrols (police presence), which may result in an increase in criminal activity such as traffic violations, liquor law violations, property crimes (burglaries, auto thefts, etc.), and crimes committed against persons (robberies, >zssaults, etc.). In addition, police response time in emergency situations would be increased duo. to unavailability of officers and reductions in staffing ofcommunications-dispatch personnel. Reductions in salaries, manpower, equipment, and the need to reduce cost for utilities, would eliminate 24-hour police service for smaller districts such as North Kohala, Hamakua, North Hilo, and Kau. This would again translate into a reduction in police services, jeopardizing public safety, not to mention liability issues facing the County as a result of inadequate services. SUEJECT : REDUCTION OF FY 2002-03 OPERATING BUDGET EY 7.7% PAGE 4 Reductions in the staffing of the Community Policing Officers will result in a breakdown of the positive community and police relations that have been build up through the program over the years. Public trust and confidence in the police department may decline, not to mention support from business community as a whole. The Community Policing Program operates on a problem- solving concept involving the community targeting high crime areas, reducing the staffing will minimize this service, thereby resulting in increase request for services of the uniform patrol division. By eliminating community oriented programs such as D.A.R.E. and III-PAL will impact not only the students in the classroom, but the community in general being that the program extends far beyond €he classrooms. Theme programs provide the youth of I~awaii County an alternative to participating in criminal activity, and instills positive value in our youth especially in countering illicit dA-ug usage by youths and gang activity. The community would also experience a dramatic rise in companion crimes, such as robbery, burglary, and thefts to support drug addiction. Educational exhibits by the D.A.R.E. Officers occur almost weekly across our island providing valuable drug abuse and violence prevention education for youngsters and their parents. In addition, eliminating the D.A.R.E. Program would send a message to the community and more especially the youth of this County, that their County is not serious in addressing issues involving tlrse prevention of drug abuse and violence in I-Iawaii. Not to mention the impact the loss of the T).A.R.E. Program would have on community groups, coalitions and organizations that have come to depend on D.A.R.E. as a partner. The HI-PAL program provides positive activities for youth that teaches moral and social values, i.e. sportsm~.nship, fair play, respect for authority, self discipline and the benef is of hard work while having fun. Elimination of this program will result in a drastic reduction in activities for all youngsters and there is no guarantee that the excess time they will have will go toward constructive-use. Noting that of the 6,500 participants in the HI-PAL program, at least half were considered "at risk" because of the economic, geographic location, or social situations. Any reduction in support staffing end funding for equipment maintenance would require reducing the hours of operation of services available to the public such as Police Records, Firearms Registration, Driver Licensing, etc. In addition, reductions in the maintenance of equipment will result in breakdowns and increase downtime and subsequent cost for repairs or replacement. Reductions i:n miscellaneous contractual services will severely affect our ability to successfully investigate cases and prosecute criminals. A reduction in this account will also result in the loss of Byrne Grants such as Statewide 1~Iarijuana, Statewide Narcotics, Clandestine Laboratory and Sex Crimes Unit, all of -which require matching funds from the County. In-kind charges no SUBJECT : REDUCTION OF FY 2002-03 OPERATING BUDGET BY 7.7% PAGE 5 longer qualm, in that the Attorney General's Office now requires a hard match for these grants. A loss of these grants, which total $520,000 will affect our efforts to stop drug trafficking in the County of Hawaii. As statistics have shown in the pass any increase in illegal drug use results in an increase in property crimes and crirr~es against persons. Any budget reductions will significantly impact the safety of the public and definitely have an adverse impact on the already limited amount of service we currently can provide. JNZY Os p„_. ~qsy ss ~Y' ;l4uy~ar f '81.4 4~ P,, 25 Aupu~i Street • Suite 103 • i~i10, Iiawai`i 96720 (808)961-8297 • Fax(808)961-8296 I I . March 28, 2002 - n - ~ . ~ _ < _~_~.._~..;r.~. Mr. 10Nillialn T'akaba I~ Director of Finance Finance D~part~ent 25 As~pur~~ street, loom 118 9~ilo, iii 95?20 Dear Mr. Takaba: As requested in your m~;rnorandurr! of March 22, 2002, attached is the County of ~-lawaii Fire Deparfi~ent's proposal for a budget reduction of 7.7% for Fiscal Year 2002/03. Please call me at 961-8297 if you €~ave any questions or concerns regarding our proposal. Sincerely, ~~1 OLIO ~Ii~A Fire Chle DJO:Ik Attach rnents bpd GpG e~ ~a r ~ h.~~E `°J~~'°~' I3aas~1 J. ®liveisa I;arrjy ~ia~ ,k Floe chiej Mayor M1p•.e n w.•~' r4~~Q0 ~~$,~P ~r~~p o~ ~~i`i 25 Elupuni SYrest • SuiBe 103 • liii°, Hawaii 96720 (80&)961-8297 • Fax(808)961-8296 March 28, 2002 Councilman .'baron S. Y. Chung Chairman, Committee on Finance Hawaii County Council County of Has~~aii 25 Aupuni Sticet Hilo, HI 96720 Dear Councilman Chung: RE: OPERATING BUDGET PROPOSAL FOR FISCAL YEAR 2002-03 In response tc~ your transmitted request dated March 21, 2002, attached is a proposal fora 7.7% budget reduction for the County of Hawaii Fire Department. I would like to take this opport~.znity to emphasize that the Fire Department is currently operating at less than minimum industry standards il~ reference to staffing levels. Furthermore, these same position vacancies and shortages have had a signiz""scant impact on our overtime expenses for non-emergency call back assignments. ~~%e are presently incurring, on the average, approximately $20,000.00 per month in personnel shortage overtime expenses. The attached proposal reflects a 7.7°~o budget reduction implementation plan with the least impact on emergency services island wide. Nonetheless, there will be an impact. This impact will be reflected in an increase in response times to the affLcted areas as well as a possible increase in insurance premiums for the respective property owners and occupants. I would also like to remind the members of the Council that we had intended to provide dedicated emergency services far the Ocean View arch pending the arrival of a new fire apparatus (currently in the specifications proces3 utilizing grant monies) and personnel funding for the future establishment of new fire station for the KalaoaiKaloka area of North Kona. These projects are not included in the current. budget as subt.~itted. I will continue to explore other reduction alternatives to include restructuring, however, these considerations will require significant research and evaluation to assure operational capability and compliance with enforced mandates and contracts. Sincerely, ~~LIVEIRA Flre Cllief r .c DJOak Attachment ~F it COUNTY OF IIAWAII 1F'IRE DEPARTMENT BUDGET REDUCTION PROPOSALS lF'iscal Year 2002/2003 The following proposal represents a 7.7% budget reduction plan that will result in the least amount of impact on current emergency services provided by the County of Hawaii Fire Department. The identification and selection of the specific stations to be considered for closure will be based upon measurable standards, supportive data, and contractual obligations, such as our State subsidized Emergency Medical Services Program. These figures represent the salaries and wages for those personnel, who will be reassigned to current vacancies. For reasons mentioned in the attached cover letter, any reduction in current staffing levels without the consideration of reduced facility operations, will have a significant impact on the efficiency of our operations and the impair the safety of our personnel. Proposed Bud e~ t Cuts Closure of one 24 hour Fire Station (15 Personnel) $635,930 Closure of one 24 hour Fire Station (3 Personnel) $136,728 3 Firefighters -Relief, various stations $105,948 Scheduled Overtime $ 25,858 Uniform Maintenance $ 6,300 Meals 14 809 $925,573 J~tY Cs p4~ O q >.Iliam G. Davis Harry Kim ' ~ • Administrator Mayor , ' ;<>,~•::<':.•~::' / Bruce Butts '~Te pg'e+~"~° Assistant Administrator x~ILxx~~~ >lx~ ~x~xti CIVIL DEFENSE AGENCY 920 Ul;:'.ar,i Street • Hilo, Hawaii 96720 (808)935-0031 . Fax (808}935-6460 TO: Aaron S. . Chl. g, Chairman, Committee on Finance FROM: William ~ >a ~s, Civil Defense Administrator DATE: March 22, 2002 SUBJECT: Budget for Fiscal Year 2002-2003 ($441,550) The proposed budget cut of 7.7% of the fiscal year 2002-2003 would amount to approximately $34,000, for this agency. As you are aware, the majority of this agency's costs are either fixed or beyond our control. Any further cuts would be in areas that sve consider necessary for an efficient civil do ~,nse operation. Listed below are these areas, with our reduction number and its anticipated impact. • Account 104 -Travel /Conferences Amount - $5,280 ~~~pact - By eliminating this account this agency would be unable to participate in various exercises, general tend informational meetings, and training. • Account 109 Equipment Repairs /Maintenance Amount $18,300 A. Warning System Repairs, $14,300 M. CD Vehicle Repairs, $2,500 N. Other Emergency Vehicle Repairs, $500 Q. Miscellaneous Repairs, $1,000 Fanpact -Our cmergtNncy warning system would become less effective as siren '•:jreakdowns occur. Our aged vehicle fleet would probably be inoperable :vithin a `vw months. • Account 113 Water, Gas and Sewer ~~mount - $6,000 A. Emergency Spigots Impact -Removal of all thirteen emergency spigots through out the island. Resulting in no source of emergency drinking and cooking water in areas affected. Budget for Fiscal Year 2002-2003 Page 2 March 22, 2002 Account 115 ~ -Miscellaneous Contract Services Amount - $3,400 B. Visual Aids, $1,000 C. Clean/Polish Vehicles, $1,900 G. Miscellaneous Repairs, $500 Impact -Would be unable to keep current the various maps, charts, etc. Cleaning end polishing vehicles would probably have no impact, since vehicles would probably be inoperable. • Account 231 Public Safety Supplies Amount - $1, 000 A. Sandbags Impact - We would stop issuing sandbags requested during flood emergencies. • ~T~otal reduction $33,980 If the above proposed 7.7% reduction becomes a reality this agency could not accomplish the responsibilities it has been charged with. cc: Bruce Butts V~SY} ¢ ~:4fq, O - 4i o• ' William G. Davis Ha Kiwi :°I Administrator rry • , i Mayor ~ 4)e~ ~~s:Pe~ 4A~~OOieu9'~. Assistant Administrator I%~u>~~~? $r~ ~C~~ttt : D[Pj1RT"~"~'~i t'~F ~9NAIE~E I~ CIVII, DEFENSE AGENCY ~ 9?,0 Ululani Street • Hilo, Hawaii 96720 ~ ~-z = ! 2 ~ (808)935-0031 • Fax (808)935-6460 ~ ~3Cr ~ -.---.....~v.+v ,r ~ . -...-m. i ` ~ . TO: William Ta b Director of Finance, Finance Depa >~~~t FROM: William. G. ~ ' ,Civil Defense Administrator DATE: March 22, 2002 SUBJECT: Budget for Fiscal Year 2002-2003 ($441,550) The proposed budget cut of 7.7% of the fiscal year 2002-2003 would amount to approximately $34,000, for this agency. As you are aware, the majority of this agency's costs are either fixed or beyond our control. Any further cuts Fvould be in areas tha± we consider necessary for an efficient civil defense operation. I_.isted below are these areas, with our reduction number and its anticipated impact. • Account 104 -Travel /Conferences .Amount - $5,280 Tmpact - By eliminating this account this agency would be unable to participate in various exercises, general and informational meetings, and training. • Account 109 Equipment Repairs /Maintenance .Amount $18,300 A. Warning System Repairs, $14,300 M. CD Vehicle Repairs, $2,500 N. Other Emergency Vehicle Repairs, $500 Q. Miscellaneous Repairs, $1,000 Impact -Our emergency ~~-arning system would become less effective as siren breakdowns occur. Our aged vehicle fleet would probably be inoperable ~~~ithin a few months. • Account 113 Water, Gas and Sewer ~'lmount - $6,000 A. Emergency Spigots Impact - -Removal of all thirteen emergency spigots through out the island. ?resulting in no source of detergency drinking and cooking water in areas affected. Budget for Fiscal Year 2002-2003 Page 2 March 22, 2002 Account 115 -Miscellaneous Contract Services Amount - $3,400 B. Visual Aids, $1,000 C. Clean%Polish Vehicles, $1,900 G. Miscellaneous Repairs, $500 Impact Would be unable to keep current the various maps, charts, etc. Cleaning and polishing vehicles would probably have no impact, since vehicles would probably be inoperable. • Account 231 -Public Safety Supplies Amount - $1, 000 A. Sandbags Impact We would stop issuing sandbags requested during flood emergencies. • Total reduction $33,980 If the abo~-:, proposed 7.7% reduction becomes a reality this agency could not accomplish the responsibilities it has been charged with. cc: Bruce Butts JAY T. KIMURA ~y ~y$ 34 RAINBOW DRIVE a~~,,,..,Nq~, HILO, HAWAII 96720 PROSECUTING ATTORNEY o, 4~ FAX: 961-8908 CHARLENEY.I8JSH1 / ~ 5: ~ 934-3403 FIRST DEPUTY * 934-3503 WEST S•IAWAIIUNIT PROSECUTING ATTORNEY 1, ~~8.~ 'a I KEALA KE KU A, H AWAI 109675 0 ~ff c~ Mi~~ P H . 322-25 52 ppa ® //~~1' p,~//±s /w~~q^~- ®~e~/ FAX: 322-6584 ®~~FfLr~ ~CS®~~6.s~T0~V M 1 1 ®PiY'tl 6.1 March 27, 2002 TO: AARON CHUNG Chairman, Committee on Finance FROM: JAY'T URA Prosec ng Attorney SUBJECT: IMPACT OF 7.7% CUT ON OPERATIONS Thank you for the opportunity to comment on the impact of a 7.7% reduction to our County budget for fiscal year 2002-2003. A 7.7% cut of $263,754 to our County budget would have a dramatic negative impact on our already lean operation. The reduction would have to be spread over our entire operation and would mean reduction of at least five staff members: t~e7o deputy prosecuting attorneys, one investigator, one counselor, and one clerical. The two deputy positions are presently vacant pending active- recruitment and the investigator, counselor and clerical are currently staffed. This, in addition to a reduction of $51,737 to our operating budget, would cripple our ability to effectively do the job for which we are mandated by the County Charter. Over the past several fiscal years, we have maintained a relatively status quo operating budget despite OPERATING EXPENSE !CRIMINAL REFERRALS 5so.oc. $49.34 550.00 $43.14 $40.CC - S37-f9- 536.28 530.05 828.81 §28.79 529.19 520.00 570.00 S 94-95 95-96 96-97 97-98 98-99 89-00 00-01 . increasing referrals. The graph above illustrates a significant decline in the ratio of referrals to operating expenses for each of the fiscal years since 1995. From $49.34 per referral i~ ~ 199 we are now operating at an average rate of $29.19 per referral in 2001. This represents a 40% decrease in County operating funds as measured against the number of criminal referrals. (See attached table A) Our hardworking and dedicated staff have endured and managed to maintain the workload, always with the hope that things would get better as the fiscal condition of the County improved. That, unfortunately, has not happened and our deputies, investigators, counselors and clerical cannot b€~ stretched any further. With the decrease in staff, we will not be able to continue specialized prosecution units including domestic violence, family court, and violence against children. The very programs that have distinguished our office as innovative and successful, will have to be eliminated so we can maintain coverage of the 35 weekly Circuit, District and Family Court calendars, screen cases referred by the police, and prepare cases for Grand Jury and trial. The, effectiveness of our prosecution efforts may be affected and the safety of our community could be in jeopardy. We have been very fortunate to have very dedicated and hardworking staff. However, any budget cut would strain morale and may result in the departure of our very best who would be an asset to any other department, agency or private company. The cost to our Office and to the County would be immense and irreparable. TABLE A COMPARISON OF OPERATING EXPENSE -CRIMINAL REFERRAL NUMBERS Fiscal Year 94-95 95-96 96-97 97-98 98-99 99-00 00-01 Operating $ 703,G00 $ 684,500 $ 607,400 $ 600,295 $ 716,786 $ 598,842 $ 598,342 Expense Criminal 14,261 15,866 16,350 20,834 19,755 20,800 20,500 Referrals Operating expense to $ 49.34 $ 43.14 $ 37.15 $ 28.81 $ 36.28 $ 28.79 $ 29.19 referral Change over previous year $ (6.19) $ (5.99) $ (8.34) $ 7.47 $ (7.49) $ 0.40 chg since 95 $ (20.15) * Increase in FY1.999 due to Y2K compliance expense t-i Kim cP:~A4'~"9~ ~4ga „ Tom Brown Mayor i Administrator ; a 81•e:.y["'yb a Pew 'apE ~•~pds County of Hawaii Mass Transit Agency 25 Aupuni Street Hilo, Hawaii 96720 (808) 961-8343 • Fax (808) 961-8745 April 2, 2002 To: Mr. Aaron Chung, Chairman, Finance Committee From: Tom Brown, Transit Administrator Re: Effect of 7.7% Budget Reduction Below arc. the transit agency's anticipated impacts if department's budgets are reduced by 7.7 percent: Amount t,f Reduction: $95,000 Proposed Budget Cuts: • Do not fund transportation specialist position: $35,676 Impact -assign some duties of position to clerical staff (not necessarily in their position descriptions). Absence of transit administrator results in Clerk III position being temporarily assigned as administrator. • Delete boat day service: $12,000 Impact -less transportation alternatives to visitors to Hawaii County. • Reduce HCEOC grant by 7.7% $11,781 Impact -reduces grant amount for disabled transportation. • Delete one East Hawaii/South Kohala bus route $35,543 Impact -overcrowding in remaining buses traveling between Hilo and South Kohala. Please call me if you have any questions. &~~<v as y;~ . >~iiar~; 1Kien ~Q; .~z.• Alan R. Parker Mayer Executive on AXin~,~ `aF$~~~ns Ka'~g. ~~:ltlrT~1~ ~~~~t t3I~~`IC~ OF AGIlo1G Hilo Lagoon C<r7e, 101 A~a~uni Str:;et, Suite 342 Hilo, Hawaii 96720-4262 shone (8~'8) 961-8600 :'~.x (808) 461-8603 KONA: 75-5706 Ku.^ac~~.i Highway, Suite 106 Kailua-Kona, Hawaii 96740 ~fiore (8r:8) 327-3597 Fax (808) 327-3599 LEPARTl~r~~i ;~!:~,N^~E ..q~ DATE ~ 2~~2 is ter" ' f ~ - _ TO: William TakabaFinance Director ~ - - FROM: Alan Parker, lxecutive on Aging ! ~I~E; DATE: March 28, 2002 SUBJECT: Budget Impact The propose' 7.7 percent budget cut ($26,000) will have a severe impact on the operations of the Off ce of Aging. A reduction of this magnitude will deplete our administrative budget. To minimize the impact, we looked at federal resources to possibly compensate for the shortfall. however, as we have had to utilize our entire allowable 10 percent of allocated funds for administration, due largely to reductions and/or no growth county budgets over the past decade, this is not possible. The only alternative is a reduction in workforce. Due to the small size of our office, such a reduction will place a tremendous burden on remaining staff and ultimately result in inefficiencies. Should you nave any questions, please call me at 961-8600. Thank you. ap ' Harr I~in~€ ®JNSYJOF N4h. Patricia G. Engelhard y _ 9, Mayor ~~d~p•, • Director • Paanela 1~. l0~izuno A,T•°~~ ~'wa tMC ~ grE•OF •H"'~ Deplllj/ DIrCCt®r ~~~~tp of ~~f~i DEI'AI~T:@~IEN'~ OF' PAISI~S AND IaECItEATION 25 Aaapear,.9 Strect,l2o°an 210 • Hel°, liaevai i 96720-4252 (80~) 961-8311 • Fax (80~) 961-8411 March 2~, 2002 T®: Aaron S.Y. Chung, Chairman Committee on Finance From: am Juno, Parks & Recreation Deputy Director Re: The ®perating budget Proposal for Fiscal Year 2002-03 Attached is a detailed list of proposed cuts that could be made if our department is requir~:d to take the proposed budget cut of 7.7%. This amounts to a decrease of $1,06: ,489 from our $13,785,572 budget. Realize that our salary and wage cost is $10,036,134 and you can see the impossibility of reducing our budget while maintaining current staffing, programs, and services. A summary of the impact of proposed cuts is as follows: ~gtlipm~nt Tire entire departments equipment - $235,950 will be cut. Aging equipment may need more frequent repair. Trave! Travel, Conferences, and Per Deem will be reduced or eliminated Cemeteries We will stop hauling water for West Hawaii Veteran's Cemetery Coordinated Services, RSi~P, ~e~tritiorl and elderly Activities 1) Reduce positions ~ at least 3 community service workers, and one Account Clerk 2) County OCR will be eliminated, and programs must be funded with Federal funds or program income 9iawaii +~ounty hand A tradition that is over 100 years old will be discontinued. VOlest I~awaii hand Moved from Flamakua in the late 80's, this band will be discontinued. Adrnini~tratior~ Friends of the Park program will be reduced by almost $5,000, projects may need to be scaled back or delayed. 3~ecreatfon 1) Discontinue Summer Fun and Intercession Programs 2) Cut all second positions at gyms Aq~atic~ 1) 50 Meter Pools will be closed on holidays. 2) 25 meter pools will be opened 5 days per week, only 3 hours per day, closed on holidays. (employees will be cut back to 20 hrs a week) 3) Novice Swim Program would be offered only at 50 meter pools. 4) Thirteen swimming instructor positions would be cut. 5) Rlo pool wil9 be heated 6) fro repairs to Kohala Pool Roof ~Iderly Activities Divisi®n 1) Program Director position wil! soon be vacated, and will not be filled. 2) Pub9ished newsletter will be discontinued and printed on plain paper tt;rough machine room Par~aewa ~®o 1) Qnly partial funding of water pump system, will allow for only design phase 2) Delete all new animal acquisitions In addition, we were asked by several Council Members to provide further budget information that is also presented here as attached. Attachment #1: Proposal for operation of self-sufficient Summer Fun and Intercession programs Attachment #2: Two possible rate increase proposals for Hilo Municipal Golf Course to be self-sufficient Attachment #3: estimate provided by ARC of Hilo for Maintenance of Alae Cemetery Attachment #4: Proposed stall fee increase for Panaewa equestrian Center to be self-sufficient Thank you for allowing us this opportunity to provide additional information for consideration in approval of the fiscal year 2002-03 budget. Please fee! free to call me a ext. 8542 if you have any questions regarding the information. A®JSTMT ACCOUNT DESCRII~T'IOi~ LINE ITEM{S) AMOUNT 010-423-5421.06 ALAE CEMETERY -EQUIP HEDGE TRIMMERS, EDGERS, CUB TRACTOR (5,100) 010-423-5421.12-115 VETERANS CEMETERY - OCE HAULING OF WATER - W HI (15,000) 010-423-5421.16 VETERANS CEMETERY -EQUIP CANOPIES, MOWERS, CUB TRACTOR (6,400) 010-401-54$1.01-011- C(~UF2D ~~B~V - S~Vlf - . 010-481-5482.01-011 RSVP - SSW 010-481-5483.01-011 E~UTRITlON S&W (106,539) 010-481-5481.32 COORD SERV COUNTY OCE ALL COUNTY FUNDED ITEMS (6,050) 010-481-5482.02 RSVP - OCE ALL COUNTY FUNDED ITEMS (2,848) 010-481-5484.02 SR COM1~7 SVC EMP PGM - OCE ALL COUNTY FUNDED ITEMS (1,500) HAWAII COUNTY BAND ENTIRE BUDGET (151,226) WEST HAWAII BAND ENTIRE BUDGET (28,282) 010-500-5503.02-104 ADMIN - OCE AIR FARE, PER DIEM, TRAINING (2,250) 010-500-5503.02-106 ADMIN - OCE PRINTING OF CAMPING PERMITS (300) 010-500-5503.02-112 ADMIN - OCE VET ADV COMM MEMBERS MILEAGE (400) 010-500-5503.02-227 ADMIN - OCE TYPEWRITERS, DATE STAMPER, FILE CABINETS ETC (4,710) 010-500-5503.02-108 ADMIN - OCE AMER SIGN LANG INTERPRTR, BRAILLE/TAPE TRANS (1,600) 010-500-5503.06 ADMIN -EQUIP FLAT FILES, RECORDER, PCS (8,200) 010-500-5503.39 ADMIN -FRIENDS OF THE PARK REDUCED BUDGET (4,698) VEHICLES, GENERATOR, LASER TRANSIT, HILT( DRILL, 010-500-5505.11 PARKS MAINT -EQUIP RIDING MOWERS, CUB TRACTORS, WEEDEATERS, BLOWERS (185,600) 010-500-5507.06 RECREATION -EQUIP SOFTWARE PROGRAMS, GLASS BACKBOARDS (4,000) SUMMER FUN / INTERSESSION (ENTIRE BUDGET (254,394) COMPUTER SOFTWARE, CONVERTAMAX, HERBICIDE 010-500-5511.06 HOOLULU COMPLEX -EQUIP SPRAYER, PAINT STRIPPER (14,400) 010-500-5513.51-021 AQUATICS ADMIN - OT S&W OT MISC AQ PRG (2,000} 010-500-5513.52-104 AQUATICS ADMIN - OCE PER DIEM, WORKSHOPS/CONFERENCES (300) 010-500-5513.56 AQUATICS ADMIN -EQUIP SOFTWARE (50) 010-500-5513.61-011 AQUATICS POOLS -REG S&W ALL SWIM INSTRUCTORS (13) (30,888) 010-500-5513.61-011 AQUATICS POOLS -REG S&W REDUCED HRS OF OPERATION FOR 25M POOLS (72,000) 010-500-5513.61-021 AQUATICS POOLS - OT S&W OT HOLIDAYS (17,601) 010-500-5513.62-110 AQUATICS POOLS - OCE ROOF REPAIR KOHALA (4,500) 010-500-5513.62-217 AQUATICS POOLS - OCE CHEMICALS FOR 25M POOLS (18,000) 010-500-5513.66 AQUATICS POOLS -EQUIP RESCUE TUBES, POWER WASHER, VACUUM PUMP (1,100) 010-500-5513.72-104 AQUATICS BEACHES - OCE CONFERENCE/WORKSHOP (200) 010-500-5513.76 AQUATICS BEACHES -EQUIP RESCUE BOARD, TUBES (1,500) 010-500-5519.12-104 EAD ADMIN - OCE TRAVEL, PER DIEM, REGISTRATION FEES (2,000) 010-500-5519.12-106 EAD ADMIN - OCE PRINTING OF KUPUNA NEWS, BROCHURES, SAC POSTER (7,500) 010-500-5519.76 EAD REC -EQUIP SOFTWARE (100) 010-500-5519.91-011 EAD SPEC FROG - REG S&W FROG DIRECTOR III (KONA) (40,684) 010-500-5519.92 EAD SPEC PROG - OCE ENTIRE BUDGET (9,686) 010-500-5519.96 EAD SPEC PROG -EQUIP SOFTWARE (100) 010-500-5523.02-104 PANAEWA ZOO - OCE INTERISLAND TRAVEL (500) 010-500-5523.02-110 PANAEWA ZOO - OCE WATER PUMP REPAIR (21,383) 010-500-5523.02-341 PANAEWA ZOO - OCE ANIMAL ACQUISITION (2,000) 010-500-5523.25 PANAEWA ZOO -EQUIP ISIS SOFTWARE, UTILITY VEHICLES (6,900) 090-561-5561.06 GOLF COURSE - EQPT BOBCATS (19,000) TOTAL (1,061,489) ATTACHMENT #1 ~®IJNTI( 4~ HAVN~II ~a~~uni Stmt, ~~®tgt ~1~ ~-iii~, ti~w~ii 9f~~~ ~h®r!~ x+61-5311 i°~x (i3®>$)'961-411 E~6~1~1.~`l~' DATB: March 20, 2001 TO: BJ Leithead-Todd I°ROM: Pat Engelhard SUBJECT: Self Sufficient Summer dun During the PAR Budget session in the lainance Committee, you asked what it would take to make our Summer 1=un and Intersession Programs self sufficient. My thanks to Arlene Miyake for her speedy reply. Bear in mind that these higher costs to the family will likely bring a decrease in the Summer I"un/antersession Program enrollments. hummer ~u~i /Intersession hosts I~er Year - $324,394 S/W $179,895 OCR $ 7Q~,499 BUS SUBSIDY $ 15,000 ACTIVITY $ 15,000 FOOD SBRViC6 $ 40,000 Based on the estimated enrollment for the upcoming summer fun session, we would need to assess each child: $175 per 6 week session for'/~ day summer fun program $300 per 6 week session for ALL DAY summer fun program $ 55 per child for a one week ALL DAY inter-session activity $100 per child for a two week ALL DAY inter-session activity 2002 SUMMER SUN 410 students X $175 = $ 71,750 730 students X $300 ~ $219,000 2001 INTER-SESSION (Winter) 75 students X $55 $4,125 2002 INTER-SESSION (Spring) 160 students X $100 ~ 16 000 GRAND TOTAL $310,875 Consideration must be given to zero enrollment for the Fiamakua, Kohala and Puna/Ka'u Districts if these rates are to be adopted. Enrollment dropped drastically when we increased from $5 to $25. The numbers above are based on the anticipated enrollment for this gear's program, based on $25 for'/z day and $50 for ail day programs. '/2 DAY SUMMER FUN SITES AND PROJECTED ENROLLMENT: Yano Mall 60 dale Flaiawai 20 iKailua Gym 120 ~ohaia Gym 40 ~ionokaa Gym 50 Paauilo 20 Papaaloa 20 i~eaau 20 Pahala 20 Oceanview 40 TOTAL 410 ALL-DAY SUMMER FUN SITES AND PROJECTED ENROLLMENT Waikoioa 80 Waimea 60 Papaikou 80 Richardson 30 Armory 30 Piihonua 80 Puueo 20 Panaewa 40 ~eauicaha 80 '~ifaiakea Uka 100 Andrews Gym 100 Waiakea Rec. 30 TOTAL 730 2001 WINTER INTERSESSION (1St attempt): eaukaha 40 Panaewa 12 Andrews 23 TOTAL 75 2002 SPRING iNT'ERSESSION: eaukaha 60 Andrews 60 Panaewa 25 Puueo 15 TOTAL 160 ~ z3 ~ as~m ~ ~ o ~ °oo°~Oac~'aoO°~et,~ c c'c ~ o°o U ou'ioui~ei~~~ ~ ~ ~ ~ =-Q-NN~~- o00o r--•- a ~~s_rx~~ oeaoo t~afl 'ci' COfS C~ N U :F! 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P'vs,~a~: N/.4 S, ~ $?.5.~3 g~ 1 trick as saeaded. 6. I'€a Try, ~~s, a~~~d~d. 7, -Yes, c].~~a~ a ~a~~.ti~c pavilion and. restroc~sns ~tee3t13* ar as ~zeeded. Y~l.~Y) :~T: Lyy R~~ 1-0 :1~~ ~ea~ 1Dff~A..~sx~ 17x8 cs~.taa~, ~.r~aa, cam paat~s, '~al.~i'~~~~~r3~a~, ~s teals ~vt~: ,~6~ ~e.15b~.. ,.~a~s ~~7~3489 . ~®tait ~~,~11.49 S2~ ]3~c; sue: [ I [ l ~ [ l ~ [ l lie: Q~ - ATTACI-~1ENT #4 P~ Pana`e~nv~~~aestrlan Center Pr~~osed Stall Fee Increase Currently charging: $150/year or $25/month FY 2000-01 total revenue: $10,415 Electricity for Equestrian Center only 12 mo 7/00 - ~/01 3638.15 Water allocation for Equestrian Center 12 mo 7/00 - 6/01 6952.83 6952.83 / 2 = 3476.42 Parks Maintenance Mowers 3 TM®x 4hrs/mo x 12 months x 12.05 = 1735.20 Fringes 580.08 2315.28 Building & Grounds Utility Worker 24,828 / 2 = 12,414.00 Fringes 4,150.00 16,564.00 Total cost Electricity 4000 Water 4000 Parks S&W 2315 ~o0 5&W 16564 26879 / 64 stalls = $420/year or $35/month Proposed rates to make Pana'ewa Equestrian Center self sufficient: $420/year or $50/month Marry Kdra~ Galen 10~I. Kuba :LPayor ~ Acting Director yam,'-tY F C~.~~x~~r ~f ~x.~x~xti DEPARTMENT OF ENVIRONMENTAL MANAGEMENT 25 Aupua~i Stre~E, Rmom 208 Hilo, Hawaii 96720-4252 (808) 861.8083 Fax (808) 961.8086 Date April 1, 2002 To COUNCILMAN AARON CHUNG, Chairman Committee on Finance From GALEN KU-BA, Acting Director SUBJECT: BUDGET ADJUSTMENT FY2002-03 SOLID WASTE DIVISION Attached are our recommendations toachieve the desired 7.7% reduction ($566,200). In addition to this, and as a possible alternative, we are suggesting the following possible actions to increase our revenue stream to minimize impacts to the Solid Waste Division, the Department and the County. 1. Increase tipping fees: $35 to $40 $ 450,000/year $35 to $45 $ 900,000/year 2. Eliminate residential credit program: $ 160,000/year 3. Tipping fees for commercial greenwaste: $ 100,000/year 4. Renegotiate Waste Management's contract: $ 250,000/year Should you have any questions regarding this matter, please contact me at x8084. Attachment c: Swm Dpw (D. Shiro) rn rn rn ~ ~ rn rn ~ ~I N N N O O O O Q e _.a _a. ~ o ~ ~ N N N ~ ~ ~ ~ ~ ~ ~ .j . a a. ~ ~ V7 ~ CJ~ (J~ CJl U1 CO V ~ (D ~ ® ~ ~ O lD ~ O ~p O ~ `G 40a fD ~ ~ N O O O Q1 0 ~ ~ O fD `C 7 ~ p1 ~ ~ O (D ~ N O OB n (D ~ _ ~ ~ ~ Q ~ ~ ~ (Q ~ ~ ~ ~ p LU C7 N n ~ ~ ~ ~ ~ OCC ~ , t' N ~ G CD N ® ~ ~ BD !I f O O ~ N (OJ1 (J7 O 9~ O O N O O O O ~ t~ O Q O O O O O ~ ~ of ~ ~ ~ ~ o c~ ~~m m ~ ~ ~ - ~ ~@ ° m • ~ o c~ ~ u, ~ emu = ° ci- o tD ~ ~ ~ ~ o ~ o o aD co ~ ~ ~ '~a.~ ~c~~~m 0 ~p ~ W ~ ~~n ~ NO O N .Os-p° f~1 C7 ~ sr. - ' Ut lD ~ O- -5 N O Gam---5 °a O ~ Q ~a O ~ ~p vs ~ ai < ~ N ~ tQ ~ ~ ~ ~ i11 ~ O n Q ~ O p ~ (O W f1S ~ ~ -i .r. ~ -Oi C ~ ~ ~ < fin-.. cn~ py N O O (D (D ~1 ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ Q n ~ ~ - O_ Sv (p ~ tD O ® eC ~ ~ f~ (D ~ ~ °p ~ s O ~ N ~ -n ~ O Q1 W O O ~ ~ ~ flD (n `G ~ O (D o O O ~ ~ d ~ CD (D (D ~ ~S' N (D to f]. -'a °s CD ~G O ~ i ~.~~y "4 Edwin S. Taira Harry Kim z Mayor Housing,~dministrator OF~~C~ OF HOiJSII~TG AloTD } DEF~,FTP.~ET.+T ~~~.r ~ cy;~~ I C016~I0J:bdITY DEY~I~OP1VgE10T~ D ~ ~ ~ ~ D 4,, 50 WaiStx>ti-u Drive • Hilo, Hawaii 96720-2484 V/TT (808) 961-8379 • FAX (808) 961-8685 l~.i' ~ _ C:C;~" March 25, 2002 A07lU3d i:f: ~ FILE: ~ ~S~IT~ T0: William Takaba, Director Department of Finance SUBJECT : Og~x~atinc~ ~uclc~~~ Pacoposal £or ~"~.scai Y~a~ 2002-03 `7.'1$ huts COPY DATE DESCRIPTION Orig. 3/25/02 Letter to Finance Committee Chairman Aaron Chung REMARKS: If you have any questions, please contact me at ext. 8379. Signed: E i n S. T airy-. Housing Administrator 1643amko EQUAL !-IOlt~9PdG O~PORTUfVBTY "AN EOUAL O~'PORTUtd:TY EMPLOYER" _ _ y~BV o~ a~~ Harry Kim Edwin S. Taira Mayor = , ~ j Housing Administrator . 8p.ea. ~.i.e~`~ q80 @6,•MP'~ ~~ttp flf ~~~ff O~"F`ICE OF ii€OiJSING AND CO1VIl~~€.Tl®IITY DEVLLOI'1VIENT 50 Wailaku Drive • Hilo, Hawaii 96720-2484 V/I-r (808) 961-8379 • FAX (808) 961-8685 March 25, 2002 The Honorable Aaron S. Y. Chung Chairman Committee on Finance Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 SUBJECT: ~h~ ~er~~irag ~ta~g~t Proposal. ;for Fisc~i ~®0~-0~ huts In response to your correspondence dated March 21, 2002, the Office of Housing and Community Development's (OHCD) operating budget is not funded by the County's Real Property Taxes. Therefore we feel that there should not be any direct impact to the OHCD. However, there will be indirect impacts to the OHCD and our programs. For example, if the budget cuts affects the ability of the Department of Public t*Iorks (DPW) to initiate and monitor projects in a timely manner. The OHCD may not be able to meet our deadlines to expend the Community Development Block Grant (CDBG) program funds. The OHCD relies heavily on the DPW to procure, contract, inspect and process payments for CDBG projects. The OHCD also relies on the DPW to help repair and maintain the Kulaimano Elderly Housing project. 1692aest EQUAi. t°IOl1~9NG Or~PORTUNITY "AN EQUAL Ge PORTUP.iITY EMPLOYER" The Honorable Aaron S. Y. Chung Page 2 March 25, 2002 If the County is not able to procure and process contracts and to process payments and produce reports in a timely manner, it may affect the ability of the County to increase or even maintain the level of Federal funding we receive. More and more Federal programs, such as the Section 8 Rental Assistance Program, the CDBG program, the HOME program and the WIA program monitor expenditures monthly. They do so because Congress uses these spend down rates as a measure of need. Congress is saying you didn't spend it so you didn't really need it. You lose it and they will give it to some other jurisdiction that is spending their funds. If you have questions I can be reached at 961-8379. Thank you. Edw n S. Taira Housing Administrator xc: Dixie Kaetsu, Managing Director William Takaba, Finance Director 1692aest _ _ _ I~E~ART~~E~~~" C1F FIR"AWCE It I'I~E: ~~Q Ism day P~k~le ~~~o I~~a ~~~po~ fio Coc~r~r~~~~ C~~~~~ ~~s 1 ~1~ ~1~~€ X11 1~ 1~ ~.~®f~ ~e ~~~1 ~ ./6~ SY 8FY ,4 ' • \~s"" ar+ice A. Pakele ~~.rry dim ~*rl, 1 ~lavar Director a I~I~.~~T?4~t~~' I.,I~t,J~IZ CQN'I`tZO~ Hilo Lagoon Ce~s,~~, 101 A.uPua~i Street, Suite 230 Hilo, Hawaii 96720-4261 (808) ful :8218 Fax ($~r8) 961-8684 ~~'~arch 25, ~00~ ~a~ron S.Y. c~f~ur~~, Counc~i~ar+ Chair, C~sitte~ on i*inance ~a~_ai~ Co~~ty Council 5 ~u~un€ ~~re~t i'lilo, i-~l ~7~0 [~e~r Chairman Chum and ~~~e~i~~rs of the Finance Co~~ittee: RF: 200-003 C~~erating budget, l~ro~osed i3ud~et Cuts the d~~art~ent's ~e~~ies ~~r~ designated as a "special fund". ~~a~-suant to Chafster ~l , ~laaii ~e~ised Statutes, monies are derived fr®~ lig~aar license fees figs and may o:~ly used for the direct operational and ad~nsr~istrative expenses of the c~epartrr~ent. +~epart~ert's t~d~et is rsot irs~pacted by the gener~il fund. Very truly, ' , ~ _ ,~anice Pakele director cc: i~a~~or Starry Kim