HomeMy WebLinkAboutCOM 0158.007 2002-2004 TY M
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Harry Kim .Alun R. Parker
Ala}•or F_nvum'e on dgnrg
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County of Hawaii
OFFICE OF AGING
Hdn Laeoon Centre. 101 Aupuni Stree4 tiuirc 342 Hilo. HaW
ai i 96720-42G2
Phone (608)961-8600 Fax 1808)9fi1-R603
tianama Place, 75-5706 FuaAmi lii8hw~ay. Sui[e 106. Failua-Enna- Haw~ai~i 96740-I °51
Phone 1608) 3273597 • Fax (808) 3273599 -
April 2, 2003
Mr. Joel E. Gimpel, Chair
Cost of Government Commission
10] Apuni Street, Suite 325
Hilo, Hawaii 96720 '
Dear Mr. Gimpel:
Thank you for providing our office with your report containing findings and recommendations
for our office. As stated in your letter, our office has already acted on some of the
recommendations and we appreciate your efforts in trying to improve government efficiency.
Upon receipt of your report, my first reaction was one of bewilderment, as it appeared that
the concerns we voiced were sent back to us for action. However, in review of other department
rccommendations provided by the Chairman of the County Council Cainmittee on Finance, I
realize that several key issues have been voiced by other departments making resolution very
probable. 1 gather that one of the purposes of the commission is to identify problems and
encourage resolution through recommendations fostering interdepartmental collaboration. This
being the case, I applaud your efforts.
Enclosed for your review and distribution are responses to findings a~td recommendations
contained in your report.
Should you have any questions, please call me at 961-8600.
Sincerely yours,
Alan R. Parker / ISR
Executive on Aging Comm. No.
File No. A
,,P F~
F.nclosurc $Ct. To:
cr. The Honorable Harry Kim, Mayor Ref. Date APR 4 jVUS
Aaron S.Y. Chung, Chnirmm~, Committee on Finance
:1n Areu .4}•'nn• art Aging
Hawaii County Office of Aging
Response to Cost of Government Commission Report Dated September 5, 2002
Apri12, 2003
Findines•
l . The Office of Aging operates efficiently, with minimum staff, by contracting with service
providers to perform most functions, thereby avoiding duplication of effort.
We are very appreciative of the Commissions insight into the ~mction of our Office. A
major role of our- office as a designated Brea Agency on flging (655 nationally) is to
provide services m older persons not adeguately served by other public and private
syslents.
Through the establishment of ter: Partners in Eldercare Councils in districts around the
island, the Office of Aging promotes community based planning as well as community
based solutions to needs and services while at the same time improving coordination.
2. The Office of Aging's grant-writing has been successful, in that grant revenue of
~l,l 11,000 accounts for more than two-thirds of the Office of Aging budget, with the
balance coming from the County's general fund and other sources.
Over the past thirty-eight years the Office of Aging has leveraged a relatively small
amount of Federal Older American Act funds that today provides a comprehensive
network of services in excess of three million dollars annually to kupu~ia and caregrvers
in Hawaii County.
County funding of two Kona positions would greatly e~ihance the offices ability to fund
and develop additionally needed programs and services.
3. The County Council's approval response time for grant acceptance limits the Office of
Aging ability to seek short-view grants.
We remain optimistic that this problem rill fie resolved through the recommendation
made by the Commission to the County Clerk and Council to amend the County Charter
to elineinate the requirement of two readings for ordinances calling for the acceptance of
grant funds in "roidine" (to he defined) circumstances.
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4. The Office of Aging is inhibited from seeking grants that require matching funds.
The commission 's recommendation for the County Council to set aside matching funds to
he used for grants requiring cash matching will surely open snore grant seeking
opportunities for the office.
Another avenue would fie for the county to fund the two Office of Aging Kona positions
currently being funded through federal sources.
5. The County's procurement process can be unnecessarily burdensome and time-
consuming.
6Ye must qualify though, that for the most part, the County Purchasing Division has been
extremely helpful in assisting the Offtce of Aging to enable fast and efficient deliverv of
serviees to needy elderly.
As noted by the Commission, the Offtce of Aging contracts with service providers to
perform most functions, thereby avoiding duplication of effort. A major strength of the
service delivery system in Hawaii County is our ability to authorize delivery of services to
meet the individual needs of
frail elderly. This was made possible through efforts odour
County Purchasing Division.
6. The County's hiring procedure for filling short-term, grant-related positions is unduly
time-consuming.
Again, the Office of Aging is compelled to note that the County's Department of Ciril
Service has been extremely helpful in filling vacant as well as grant related positions.
/mprovements need to be pursued in concert with new federal and state statutory
requirements.
Recommendations:
1. The Office of Aging should work with the Corporation Counsel and County Gounci I to
develop a streamlined procedure for obtaining approval for short-view grants.
As Holed in the findings section, we are encouraged by the fart that the County Clerk and
Council will fie addressing this issue through possible amendment to County Charter.
2. The Office of Aging should work with the County Council to set aside funds for use with
grants requiring cash matching.
The Office of Aging will fie meeting with the Council members ro discuss this issue.
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3. The Office of Aging should work with the Corporation Counsel and County Council to
streamline the procurement process and permit the use of a Memorandum of Agreement
when contracting with a qualified organization for performance of services in certain,
well-defined, circumstances.
The Office of Aging will be meeting with the Corporation Counsel to discuss this issue.
Memorandums with established organizations would certainly speed up the process and
hopefully eliminate time consuming approval routing.
4. The Office of Aging should work with the Department of Civil Service to develop a
streamlined hiring procedure for filling short-term, grant-related positions.
The Office of Aging has been working with the Department of'Civii Service on
employment issues and will continue to dialogue.
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