HomeMy WebLinkAboutCOM 0158.003 2002-2004 ,~tY OI y~
IiarryKim William Takaba
Mayor Director
Nancy E. Crawford
•y,+; Deputy Direcor
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County of Hawaii
Finance Department
25 Aupuni Street, Room 118 Ililo, Hawaii 96720
(808) 961-8234 Pax (808) 961-8248
Memorandum
To: Aaron S.Y. Chung, Chairman
Committee on Finance
From: William Takaba, Director of Financ
Date: Mazch 25, 2003
Re: Cost of Government Commission Report dated February 20, 2003
Communication No. 158
The following are responses to recommendations in the Cost of Government Commission Report as
they relate to the Department of Finance.
1. New Computer System. The Department of Finance (DoF) is currently reviewing proposals for
new enterprise software (FRESH) that will enable the County to move off the Wang computer
system. FRESH will handle payroll and other accounting and financial reporting functions, and
serve as a centralized source of employee information. Vendor selection should be completed by
June 30, 2003. $500,000 has been budgeted in FY 2003-04 to pay for first year financing and
maintenance.
2. Written Procedures for Dealing with Public and Employee Requests for Assistance. Each
division of the DoF has its own written operating procedures. Some inconsistencies result from
exceptions that must be made on behalf of departments that violate or cannot follow existing
procedures. Informational meetings are scheduled at least three times per yeaz with County
departments and agencies to explain procedures and answer questions.
3. Reorganization. The DoF has scheduled a strategic planning process beginning this summer to
review functions, identify priorities, and determine ways in which it can improve operations. The
session will include a thorough review of the organization. If reorganization is necessary, it will
be proposed.
4. Information Sharing with Building Division. The Building Division has recently acquired a
Permi[ Tracking System that will be interfaced with the Real Property Tax Division softwaz
This should improve communication and the pooling of information. No.
I~'ile Nu.
Ref. To:
Eef. Date MAk :i 1 2003
Honorable Aaron S.Y. Chung, Chairman
Page Two
March 25, 2003
5. Bureau of Conveyances (Bureau). The DoF will support any measure that requires the Bureau
to establish an electronic data system to maintain records of property conveyances. The Real
Property Tax Division currently receives conveyance information from a local title company.
This information is reliable and more appropriate than the information now provided by the
Bureau.
Department of Hawaiian Home Lands. The DoF will support legislation requiring lessees of
such properties to notify the Bureau of lease terminations and transfers, indicating the name and
address of the new lessee. The Real Property Tax Division currently has better information than
the DHHL.
6. Tax Bills. The DoF has found that when tax bills aze mailed more frequently, delinquencies go
down. We believe that by mailing bills just once per year, with provisions for a teaz-off coupon
for the second installment, delinquencies and complaints will rise. We will, however, continue to
research this option.
7. Purchasing Deadlines. With the assistance of the Department of Civil Service, the DoF is
currently evaluating ways to streamline the work of the Purchasing Division. At the end of this
review recommendations will be made, including the changing of deadlines, if appropriate. We
will act on them accordingly.
Procurement Cards. W e have studied the implementation of procurement cards with the State
of Hawaii, and expect to implement this prograzn when field-testing is complete.
8. "Most-Favored-Nation". Through existing procurement procedures, we believe we aze
receiving the best possible prices from vendors.
9. Returned Check Fee. The DoF will take steps to initiate a $20 fee for returned checks.
10. Motor Vehicle Registration Fee. A fee increase has already been implemented. The change
from annual to biannual requires a change to the Hawaii Revised Statutes (Sec. 286-51). We
support the concept.
11. Publication Fees. The DoF will encourage other departments to review their fees and propose
increases if warranted.
Since we did not have the opportunity to discuss the findings and recommendations with the
Commission, my responses aze based on personal interpretations. Should you need clarification on
any of the foregoing responses, please contact me. Thank you very much.
wt
cc: Harry Kim, Mayor