HomeMy WebLinkAboutCOM 0158.001 2002-2004 ow'~ o"'~w
' i'o Patricia G. Engelhard
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Harry Kim Director
Mayor _
;,t;,';ke;:~- Pamela N. Mizuno
Deputy Director
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DEPAKTMENT OF PARKS AND RECREATION ~ G~~
LOl Pauahi Street, Suite G • Hilo, Hawaii 96720
(808)961-8311•Fax (808)961-8411 N r"~
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March 21, 2003 co , ~
MEMORANDUM
TO: Susan Caseria, Legislative Assistant
Legislative Auditor's Office '
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FROM: Patricia G. Engelhard, Directo~'~d~~'
SUBJECT: Cost of Government Commission Report
Response from Department of Parks and Recreation
Enclosed is the response sent March 17th to the Cost of Government Commission in
response to the P&R review and recommendations.
Please call me if you have any questions.
Enclosure
Comm. No. ~ .
P"tle No.
Ref. To: F C
R.r. MAR 2 4 2003
`OJNYY Of ryw .
' 'i';. Patricia G. Engelhard
Harry Kim Director
Mayor
• 3 ='p';;~•;~ Pamela N. Mizuno
+N1t~ Of,N^,N•
Deputy Director
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DEPARTMENT OF PARKS AND RECREATION
101 Pauahi Street, Suite 6 • Hilo, HawaPi 96720
(808) 961-8311 • Fax (808) 961-8411
March 17, 2003
Joel Gimpel, Chair
Cost of Government Commission
101 Aupuni Street, Suite 325
Hilo, HI 96720-4262
Subject: Results of Departmental Review of the Commission
Thank you for providing our Department with the results of your meeting with us. Your insights
into the workings of P&R are appreciated.
We discussed your recommendations among the department's division and section heads
during our last strategic planning meeting on March 11, 2003 and would offer these thoughts.
Recommendation #1: relating to a standard fee for non-fund raising events and a percentage of
income for income producing events. This would be a two tiered schedule and difficult to
administer. We used to have a percentage amount in our rules. However, we found over the
years that users either didn't give us a figure on which to calculate the percentage after
repeated calls and letters, or they weren't honest in the figure that they did give us. Therefore,
we decided that a flat fee, payable before the event, with a substantial security deposit, was an
easier method of recouping some of the cost of maintaining our facilities without spending
inordinate amounts of staff time following up with facility users. However, when our strategic
plan is completed in the next several months, we will be assigning further discussion on your
suggestions to the Fiscal Responsibility Group.
Recommendation #2: relating to reducing the duplication of effort by working with State
agencies and other County departments. We are doing that to a degree right now. Parks
cleans certain areas that are the jurisdiction of the Department of Public Works. They also
periodically help us with tasks that are beyond the capability of our employees or equipment.
Additionally, the State Legislature appears to have been successful in mandating that
department heads from all island County P&R departments meet with the head of DLNR and
other personnel to look at the possibility of transferring State Parks to the Counties. That would
eliminate duplication of effort but would create other problems relating to personnel and funding.
Cost of Gov't Commission Response
Page 2 of 2
Recommendation #3: relating to on line permits and use of charge cards. We have already
implemented on line permits for camping fees. We will be looking further into using credit cards
and checking account withdrawals.
Recommendation #4: relating to reviewing the Golf Course fees every two years. We have
done that the past two years and hope to continue with that course of action.
Recommendation #5: relating to recruiting volunteers. We are already doing that through our
Friends of the Park program, which, during fiscal 2001/02 completed almost 50 projects, island
wide. However, we will continue our recruitment efforts since this these partnerships with
community volunteers are such a valuable asset and do result in a feeling of "ownership".
Recommendation #6: relating to agreements with community organizations to operate, in whole
or in part, facilities, on behalf of the community. We have in effect three such organizations in
the form of Ho'ola at Panaewa Park, Cooper Center Council in the Volcano and Friends of the
Panaewa Zoo. We are in the process of agreeing to another similar agreement with the YWCA
at the Kohala Intergenerational Center at Kamehameha Park in Kohala. We are in preliminary
discussion with a group from Pahoa for the development of a recent acquisition of land near the
Pahoa Neighborhood Facility. We will continue to promote these kinds of partnerships too,
recognizing that they involve much more commitment than a Friends of the Park partnership.
Recommendation #7: relating to determining the staffing of P&R facilities based on the
population of the area. While we have discontinued staffing one facility because its use didn't
warrant staff, that position was very unpopular with the community. They still use the facility and
we still provide custodial and maintenance workers. We will look at the possible savings but
need the Commission to recognize the political ramifications of actually shutting down a facility.
Also to be considered are the vandalism and illegal uses that occur in abandoned facilities.
Recommendation #8: relating to a personnel manual for all supervisory personnel. We provide
training for all supervisors in issues relevant to their supervisory roles. Written information is
provided as part of the training. We expect that supervisors who take the training will keep a
manual of handouts that will assist them in their supervisory duties. But to issue a manual
without providing the requisite training session that goes with it might be counterproductive.
There is also the mindset that thinks, "If it's not in the manual, I don't have to do it." We hope
our supervisors will exercise some level of creative thinking in dealing with employee problems,
all based on the training they have been provided.
As part of the 6-week training for our Strategic Plan, the supervisory personnel are provided with
a manual with material for each session. This may be a good starting point and can be used as
a manual for future training handouts.
Recommendation #9: relating to a statement that sets forth the expectations for clean up and
rubbish disposal at our facilities. We have such a document that is part of each pavilion
reservation. We also have a hand out for other park users with special reservations. They are
enclosed for your information.
State of Hawaii -Department of Transportation
Harbors Division -Port of Hilo
Hilo, HI 96720
Phone: (808) 933-4778
7) VENDORS PERMIT -This permit is required for the sale of crafts, food, or any other
product and must be obtained at least one week prior to the scheduled event. NOTE: To
obtain a vendor's permit, a $25.00 fee will be assessed and you must present a current
Hawaii State General Excise License or a 501C3 tax exempt status (Federal ID number for
non-profit organizations). (Rule 6-Sec. 4).
If a sponsor/organization plans to have vendors at the function and if all of the proceeds
are going to the sponsor/organization, then each vendor will not have to pay the $25.00
fee.
If a sponsor/organization plans to have vendors at the function, and each individual
vendor will be keeping all or a oortion of the proceeds, then each vendor is re wired to
obtain a vendor permit from our office.
8) OTHER REQUIREMENTS -Dependent on the nature of proposed activity, the following
may be required: security guards, police officers, traffic control, trash containers, potable
water, potable toilets, etc.
9) INSURANCE coverage naming the County of Hawaii as an "Additional Insured" in the
required liability limits may be required. Information regarding liability limits is available at
the P&R office.
12) CLEANUP -Facility must be cleaned and restored to its ore-use condition. After all events,
all trash that cannot be placed in the trash containers provided must be hauled away the
same day. Failure to do so will result in forfeiture of the security deposit.
10) INSPECTION -Employee of the department may be required to inspect your function to
insure the health, safety, and welfare of the patrons in attendance. An hourly fee for such
attendance and inspection may be charged to you.
Compliance with other rules and regulations may be required as necessary by the Department
of Parks and Recreation.
2
Rev 8/2002
County of Hawaii
Department of Parks & Recreation
101 Pauahi Street -Suite 6 Hilo, HI 96720
Phone: (808) 961-8311 Fax: (808) 961-8411
Facility Use Guidelines for P&R and Other Agencies
Sponsors of fairs, carnivals, circuses, plays, pageants, rodeos and other public spectator
attractions are responsible for meeting all of the requirements that pertain to your activity.
1) RESERVATIONS & PAYMENTS can be made at the specific facility, or at the division
responsible for the facility, or at the following locations:
Parks & Recreation - Aupuni Center Waimea Community Center Kona Community Aquatic Ctr
101 Pauahi St -Suite 6 65-1260 Kawaihae Rd. 75-5530 Kuakini Hwy
Hilo, HI 96720 Kamuela, HI 96743 Kailua-Kona, HI 96740
Mon-Fri 7:45 a.m.-4:00 p.m. Mon-Fri 8:30-10:30 a.m. Mon-Fri 7:45 a.m.-3:45 p.m.
Phone: 961-8311 Phone: 887-3014 Phone: 327-3560
Persons making their reservations at any of the locations mentioned above mustpav for all
fees and deposits at the time the reservations are made.
2) PAYMENTS -Checks are payable to: CountyDiredorofFinance
Please write two separate checks for (a) user fee and (b) security deposit.
3) STRUCTURES - If concessions, displays, stages etc. are to be erected, a temporary
building permit is required. The permit can be obtained by submitting a written request
along with a diagram of your layout to the Building Division, Department of Public Works, at
one of the following locations:
Hawaii County Building Division Building Division
101 Pauahi St -Suite 7 75-5706 Kuakini Hwy #109
Hilo, HI 96720 Kailua-Kona, HI 96740
Phone (808) 461-8331 Phone: (808)327-3520
4) LIQUOR - If liquor is allowed and is to be consumed at the facility, a drinking permit may
be required and can be obtained at no cost from the Police Department. If liquor is to be
sold, a liquor license must be obtained from the Department of Liquor Control. For more
information, please call 961-8218. (When liquor is sold, you will need to get insurance
coverage for $1,000,000.00 liability.)
5) FOOD SALES - If food is to be sold, a health clearance must be obtained from the
Department of Health. Please call 933-0917 for further information.
6) WATER-RELATED ACTIVITIES - If the activity is held at a beach park or if you are
hosting awater-related event (i.e. surf meet, canoe race, etc.), you may be required to
provide lifeguards. A Harbor's Division Permit for Marine Shores Water Event is required for
water-related events and can be obtained from:
Cost of Gov't Commission Response
Page 3 of 3
Recommendation #10: relating to establishing a liaison with Planning and other departments to
assure that we receive plans. Since we usually initiate the plans for new parks or modifications
tc existing parks, we are unsure of the intent of this recommendation and would ask for
clarification.
Again, we thank you for the thought and effort that went into making these recommendations
and hope our comments are accepted. We will be further pursuing several of your
recommendations either because we are already doing them, or to initiate a cost and time
saving measure or to further streamline our operations. In many ways, we are of like mind.
Please call if you have any questions.
Sin erely,
atria G. Engelhard
Director
C: Mayor's Office
Division, Section Heads
Enclosures
County of Hawaii -Department of Parks & Recreation
101 Pauahi St -Suite 6 Hilo HI 96720 Q 418
Phone(808)961-8311`Fax(808)961-8411
PAVILION USE PERMIT
PARK: PAVILION NUMBER: KITCHEN REQUESTED:
?Yes ?No
ISSUED TO: TOTAL NUMBER
OF GUESTS:
RESERVATION DATE: DAY(S):
SUN MON TUE WED THU FRI SAT
TIME IN: ?A.M. TIME OUT: ?A.M. Park Hours are from 6 A.M. to 11 P.M. with the exception of:
?Lincoln Park - 8 A.M.-7 P. M.
?P.M. ?P.M ?Onekahakaha Beach Park 7 A.M.-9 P.M.
?Panaewa Zoo - 9 A.M.- 4 P.M.
ALCOHOLIC BEVERAGES (See GENERAL RULE#3):
?Permitted (Drinking of alcoholic beverages not allowed after: P.M.)
?Not permitted (Lincoln Park, Panaewa Zoo, Spencer Beach Park)
?Permit required from Hawaii County Police Dept (Coconut Island)
DRINKING WATER: ELECTRICITY:
?Available ?Available
?Unavallable (Kapaa, Kolekole, Mahukona, Whittington) ?UnaVailable (Carlsmith, Kapaa, Leleiwi, Lincoln, Onekahakaha,f~8 #2)
RENTAL FEE: $ ? CASH ? CHECK #
SECURITY DEPOSIT: $ ? CASH ? CHECK #
KEY DEPOSIT: $ ? CASH ? CHECK #
SPECIAL CONDITIONS
The lights at Mahukona and Keokea pavilions are on a timer and automatically turns off at 11:00 P.M.
Panaewa Zoo pavilion -The use of balloons, streamers, pinatas, and any hot-cooking units is prohibited.
1. The Applicant is subject to and responsible for all app ica a provisiohs and conditions of Hawaii County Code Chapters 74
and 15, Rule 6 relating to user fees and Rule 8 relating to use of park facilities and other applicable rules and regulations of
the County of Hawaii-Department of Parks and Recreation.
2. The applicant is responsible for the actions of those in attendance and shall be present during the hours posted on permit.
3. In parks where the consumption of alcohol is allowed, no persons shall remain on [he premises who is under the influence of
alcohol to the extent that they endanger themselves or others, damage property, or annoy other persons in the vicinity.
4. No dogs/animals are allowed at County beach parks except for seeing-eye dogs.
5. If the pavilion will be used during the evening hours, it is suggested that spare light bulbs be brought.
6. The use of audio equipment is prohibited after 10:00 P.M.
7. The use of staples, thumbtacks, or nails is not permitted when decorating.
8. Excess trash, decorations, and other party material that does not fit in the provided mceptacles shall be removed and
disposed of by the applicant immediately after the activity.
9. No person shall willfully or intentionally destroy or damage property.
10. No camping permitted in pavilions.
11. Keys for kitchen-use facilities must be returned to the office of issue the 1 working day after use date.
12. Failure to comply with these conditions may result in the forfeiture of the security deposit paid. Applicant may also be subject
to citations, fines, and/or arrest. Sentences for violation of rules can be up to 1-year in prison and/or a fine of up to $1,000.
13. REFUNDS: Requests must be made in writing (and permit attached) to the Dept of Parks & Recreation office within two
working days before scheduled use. Refunds are mailed to the applicant within 3 weeks of cancellation.
Signature of P&R Staff Date Signature of Applicant
Rev 2002 Distribution: Orioinnl fDistirct Suuervisnrl /White lAnnlicantl /Pink IPRR OHlral