HomeMy WebLinkAboutCOM 0501.000 2002-2004 ~<V OI N
Harry Kim ~ y~ William Takaba
Mayor Director
Nancy E. Crawford
Deputy Director
~lI pl~Ml.;~r!
County of Hawaii
Finance Department
25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 ~N-.
(808)961-8234 Pax (808) 961-8248 °
(7 ..c
February 4, 2004 OC n a
-
Honorable James Arakaki, Chairperson and _ ; rn
Members of the County Council
Hawaii County Council
25 Aupuni Street -
Hilo, Hawaii 96720 ~ -
N
Re: Operating Budget - U'
The United States Environmental Protection Agency (EPA) has authorized a $76,000 grant to the
County of Hawaii for a large capacity cesspool replacement project for Hawaii County, Phase One.
The EPA, on December 7, 1999, had promulgated a regulation prohibiting the construction of new
large capacity cesspools, and a requirement that all large capacity cesspools must be closed or
upgraded by April 2005 to prevent the endangerment of underground sources of drinking water. This
project involves working with communities or other entities that presently utilize non-government large
capacity cesspools for their wastewater disposal. This effort will create a preliminary inventory of
existing and potential non-government large capacity cesspools, conduct an outreach/education
program regarding the ban, and assist owners with selecting alternative systems, any necessary
paperwork, and possibly identification of funding sources, in the nine (9) County designated districts.
Enclosed is a resolution to authorize the Office of the Mayor to enter into an agreement with the United
States Environmental Protection Agency. We wish to note that due to a strict time constraint to sign
the agreement and to return it back to the EPA within 3 calendar weeks, the Mayor's Office elected to
proceed on this matter. As noted on the agreement, "failure to return the properly executed document
within the prescribed time, may result in the withdrawal of the offer by the Agency". We apologize for
not going through the normal process and receiving Council's approval to enter into this agreement.
Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $76,000
EPA Cesspool Replacement Project Grant.
If there are any questions, please do not hesitate to call the Office of Management.
William Taka a
Director of Finance
APPROVED:
~Flarry Kim Gamm• t'rO• 5-~-~"~
Mayor r
Ref. To:--~''''~~~""~
Enc. ~eS . l S(o-O `-t qef. Uata r,~._Y--+"'~
x'11 .l~-9
cc: Management
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Office of the Mayor DATE: January 28, 2004
STAFF CONTACT: Dixie Kaetsu PHONE: 961-8211
A. REQUEST:
To authorize the Mayor of Hawaii County to accept the grant in the amount of $76,000 from the United
States Environmental Protection Agency (EPA) for the Large Capacity Cesspool Replacement Project for
Hawaii County, Phase I and to allocate the funds in the Mayor's Account.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
On December 7, 1999, the United States Environmental Protection Agency (EPA) promulgated a regulation
prohibiting the construction of new large capacity cesspools, and a requirement that all large capacity
cesspools must be closed or upgraded by April 2005 to prevent the endangerment of underground sources
of drinking water.
In the County of Hawaii, large capacity cesspools were constructed over 50 years ago in various parts of the
island by the sugar plantations to service camp housing. In addition, commercial properties such as hotels,
hospitals, senior centers, shopping centers and others also utilize large capacity cesspools. The number,
location and physical conditions of these large capacity cesspools are not known.
This project, which is the first phase of a larger cesspool replacement effort will create preliminary inventory of
existing and potential large capacity cesspools in the nine (9) County designated districts. Data search will
be conducted to identify existing and potential property owners with large capacity cesspools. Conduct an
outreach/educational program in the nine (9) County designated districts regarding the federal ban. Assist
owners with selecting alternative systems, any necessary paperwork and possibly funding.
SIGNED: DATE: FEB ~ 2 2OO4
Department Head
GRANT SUMMARY
Su lement to B-52 Re nest for Council Action
T e of Grant A ro nation bein re uested: ew or an additional a pro nation)
® New (for this fiscal year period). OR ? Additional appropriation (to an existing grant);
Is a draft agreement attached? Has the original grant notifacation been transmitted to
®Yes ? No Council? ? Yes ? No
Name of Grant Program: Appropriation Act 2003
Grantor: Environmental Protection Agency (EPA)
County Grantee Department or Agency: Mayor's Office
County Grantee Contact Person: Dixie Kaetsu Phone Number: (808) 961-8211
Amount of Grant: $76,000
Grant Period (Commencement & Completion): 11/01/03 - 12/31/04
Purpose of Grant: To create an inventory of large capacity cesspools that will need to be replaced in
the Hawaii County and to educate the owners about the federal ban and alternatives.
County Match required?: ®Yes ? No
If yes, Matching Amount? $62,182 Budgeted in account#
In-kind? Explain: Only salaries and beneTits of county personnel (see budget for
breakdown.
Explanation:
County's personnel requirements: Amount of new position(s)?
Qty: _ Permanent: ? Temporary: Duration:
Full-time: ? Part-time: Time Element:
Qty:2 Contractual ® Explain:
Explanation: A Project Manager (Mr. Dennis Tulang) will be hired to oversee the project at a cost of
$35,400 plus travel expenses. An engineer will be hired to do
preliminary plan and design of the selected acceptable wastewater
systems at a cost of $15,000
Additional Comments about Grant:
B-52 Gant Summary Furm
J~REO sTq~
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
~ ~7w REGION IX
~~11~~((~~.. 75 Hawthorne Street
~+c, San Francisco, CA 94105
DEC 2 4 2003
Certified Mail -Return Receiat
Harry Kim
Mayor
County of Hawaii
25 Aupuni Street, Room 215
Hilo, HI 96720
Re: Grant ID #XP-97985901-0
Water Infrastructure -Large Capacity Cesspool Replacement
Deaz Mayor Kim:
The United States Environmental Protection Agency (EPA) is pleased [o approve the
program described in the enclosed agreement. If you wish to accept this offer; please sign and
date both enclosed agreements and return one signed original to the Grants Management
Office, PMD-7, within three weeks. The agreement which is marked Recipient's Copy should
be retained for your records.
Please read the enclosed Agreement and the conditions prior to your acceptance. If
you or your staff have any questions of a programmatic nature, please contact your EPA Project
Officer. Questions relating to administrative or fiscal matters should be directed to your EPA
Grant Specialist.
Sincerely,
r~~,~~.~~~~,~%~ i
Alexis Strauss
Director
Water Division
Enclosures
cc: Dixie Kaetsu, CH (w/attach)
William Takaba, CH (w/attach)
WORK PLAN
Project Title: Large Capacity Cesspool Replacement Project for Hawaii County, Phase I
Legal Status of the Organization: County of Hawaii
Grant Funds Requested: $76,000
Non Federal Matching and $79,800
In-kind Contribution
Total Project Cost $138,182
Project Duration 14 Months
BACKGROUND
The purpose of this project is to identify large capacity cesspools in the County of
Hawaii. The US Enviromnental Protection Agency (EPA) regulation, 40 CFR 144 & 145,
requires the elimination of large capacity cesspools by April 5, 2005. In the County of
Hawaii, large capacity cesspools were constructed over 50 years ago in various parts of
the island by the sugar plantations to service camp housing. In addition, commercial
properties such as hotels, hospitals, senior centers, shopping centers and others also
utilize large capacity cesspools. The number, location and physical condition of these
large capacity cesspools are not known.
The first step of this project is to create preliminary inventory of existing and potential
large capacity cesspools in the nine (9) County designated districts. Data search will be
conducted to identify existing and potential property owners with large capacity
cesspools utilizing the existing database from the Hawaii County Department of Water
Supply. Once the existing and potential owners of large capacity cesspools are identified,
an outreach education program will be conducted in the nine (9) County designated
districts regarding the above-mentioned federal regulation including verification of the
location, property owner and pertinent information of the identified existing large
capacity cesspools. This program will be carried out through various means including
radio, newspaper, fact sheets and community meetings with various community
organizations. Large capacity cesspools that are verified will be plotted on a GIS map.
An evaluation of alternatives for acceptable wastewater systems that would replace the
existing large capacity cesspools including the estimated costs of each alternative will be
conducted. In addition, funding sources will be identified and evaluated to determine the
applicability of those funds for the identified acceptable wastewater systems alternatives.
Follow up meetings will be conducted in the nine (9) County designated districts to
present the findings of the initial meetings, to review the identified acceptable wastewater
systems alternatives that would replace the existing large capacity cesspools, to obtain
decisions on the type of replacement wastewater systems to implement and to provide
assistance in completing forms required in obtaining financing.
Once the affected public decides upon a compliance plan, the project will conduct
preliminary plan and design of the selected acceptable wastewater systems.
PROJECT SITE DESCRIPTION
This project involves the entire island of Hawaii. The island will be divided into the
nine (9) County designated districts. The implementation of this project will be
prioritized based on the availability of information and community support from each
district.
CONTRACT TERM
The proposed contract term is 12 months.
SCOPE OF WORK
Data Collection
• Contact Department of Water Supply to gain data access on customer's water
consumption exceeding 1,000 gallons per day during the past 12 months in the
unsewered areas of the County.
• Identify people in the community that are knowledgeable of the existing cesspools in
their respective azea to locate the sites of the cesspools and to provide pertinent
information on the locations, workability, ownership and connection of the cesspools.
• Research community cesspools locations of the entire island and conduct field
surveys with pipe locating equipment to dtermine the actual locations of the
cesspools.
• Develop location maps of lazge capacity cesspools using TMK.
• Compile an inventory of lazge capacity cesspools on the island.
• Prioritize the lazge capacity cesspools based on the environmental impact.
• Timeline: NTP + to end of grant
Public Outreach, Education and Participation
• Develop fact sheets and informational materials relating to the federal regulation on
lazge capacity cesspools specific for the Big Island and solicit comments from the
Department of Health and EPA prior to distribution.
• Conduct at least nine (9) public meetings (one meeting in each of the 9 districts on the
island) to educate residents on upcoming cesspool ban and options available and to
verify data collection. The tazget audience would be property owners utilizing large
capacity cesspools. The community meetings will be advertised by radio, newspaper,
community organizations and other organizations such as the Board of Realtors,
Chamber of Commerce and business associations. Federal regulations, pertinent state
rules, non-point source pollution program information and other related information
will be made available at these meetings. When possible, representatives of the
Department of Health will be invited as resource person during the meetings. A
summary of each meeting will be documented including the meeting notices, listing
of participants and minutes of the meeting.
• Conduct surveys to verify data collected from the Department of Water Supply and
community meetings.
• Conduct and evaluation of alternatives for acceptable wastewater systems that would
replace the existing large capacity cesspools.
• Conduct at least nine (9) follow-up meetings to present findings of the initial
meetings, review alternative wastewater systems, obtain decisions on the type of
replacement wastewater systems to implement and identify and provide assistance in
completing forms required in obtaining financing.
• Develop preliminary plan and design of the selected acceptable wastewater systems.
• Timeline: NTP + end of the grant
OTHER RELEVANT INFORMATION
Ronald Nickel, a Board Member of Big Island RC&D representing the Puna Soil and
Water Conservation District has committed a total of 300 hours of technical services
which is equivalent to $30,000 as match fund for this project. Ka'u Agribusiness Co.,
Inc. has information on the location and number of large capacity cesspools in Pahala
and Naalehu areas and is currently evaluating alternatives for acceptable wastewater
systems that would replace the existing large capacity cesspools in those areas.
OUTPUTS
• Provide an electronic copy of the inventory of large capacity cesspools on the
island by December 31, 2004.
• Provide copies of the informational materials produced by March 1, 2004.
• Submit records of all public meetings including dates, locations, agenda and
copies of newspaper and radio advertisements, meeting notices and other
pertinent materials by December 31, 2004.
• Provide an electronic copy of the GIS maps of the large capacity cesspool
locations on the island by December 31, 2004.
• Submit quarterly report of the progress of the project by February 29, 2004, May
31, 2004, August 31, 2004 and December 31, 2004.
KEY PEOPLE LIST
Project Manager
Dennis Tulang will be the Project Manager. Mr. Tulang was formerly the Program
Manager of the Wastewater Branch of the Department of Health for about 20 years. His
experience includes the technical and regulatory aspects of wastewater systems. He also
has experience with the state and federal financing programs such as the State Revolving
Loan Program and the EPA/State Wastewater Construction Grants Program. Also, Mr.
Tulang is familiar with other State environmental programs such as the underground
injection and non-point source pollution control programs.
Consultant
Ronald Nickel will assist in the preliminary plan and design of the selected acceptable
wastewater systems. He was an engineer with the Sonoma County Public Works
Department from 1964 to 1992, the last 12 years as their Division Manager. He held
Professional Engineer Licenses in the California and Hawaii.
Key County Personnel
Roy Takemoto will assist in the planning and mapping of the large capacity cesspools on
the island. He is the Deputy Director of the Hawaii County Planning Department. He
has experience and knowledge with large capacity cesspools having been involved with
the conversion of the Hamakua Housing
Peter Boucher will assist in the preliminary plan and design of the selected acceptable
wastewater systems. He is the current Chief of the Wastewater Division, Department of
Environmental Management.
Jane Horike will assist in the identification and evaluation of funding sources and assist
in completing forms for financing. She is an Economic Development Specialist of the
Hawaii County Department of Research and Development in chazge of the Small
Business and Community Development progam. She has extensive experience in
securing grants from the state and federal government. She was employed with the
depaztment for almost 4 yeazs and has over 21 yeazs working with the community.
Margazita L. Hopkins, will be the County contact person for the community for this
project, facilitate and coordinate the community meetings and assist in completing forms
for financing. She is an Economic Development Specialist of the County of Hawaii
Department of Reseazch and Development in charge of the agriculture program. She has
been with the department for over 14 years. She has extensive experience in project
implementation and monitoring. She also has skills in meeting facilitation and in
working with the community.
Other County Personnel
Troy Kindred will assist in the coordination of the community outreach, coordination
with EPA, administrative services and will serve as the public relation person. He is the
current Civil Defense Administrator.
Brian Kajikawa will assist in coordinating the upgrading of large capacity cesspools. He
is the current Head of the Building Division, County of Hawaii Public Works
Department.
Lisa Wong will assist in the mapping of large capacity cesspool sites, create database,
provide basic training of GIS use, editing and analyzing and provide plotter printing
services when needed. She is a GIS Analyst with the County of Hawaii Data Systems
Department.
Donna Watanabe will assist in providing clerical services and logistical coordination for
various community meetings. She is the Legislative Assistant for Council Chairman
James Arakaki.
SAMPLE BUDGET DEl-AIL FUFiMAI
The detail for each object class category must be provided. Formats may vary, but all information
below should be included in your application.
a. PERSONNEL
POSITION NUMBER SALARY WORK AMOUNT
YEARS
Deputy Director 1 71,224 _185 13,200
S^F35tE4.0t2r Q1V].S7Q1 y~ 1 71, 224 15.7 11 , 217
2 47,273 .24 22,691
a. PERSONNEL TOTAL 47,108
b. FRINGE BENEFITS
e~ 47,108
MTE . 32
b. FRINGE BENEFITS TOTAL 15 , 074
c. TRAVEL
Explain: Inter-island travel for meetings and consultation:
1~irfare: 5 RT @ $170/F2P = _ $850
Car Rental: 4 rentals @ $100/rental - $400
Per Dian: 3 trips @ $250/trip = $750
c. TRAVEL TOTAL: $ 2 , 000
d, EQUIPMENT: Tangible, non-expendable, personal property having a useful life of more than one year and
an acquisition cost of $5,000 or more per unit. Applicant's definition of equipment may be used provided the
definition at least Includes alt Items previously defined above.
ITEM NUMBER COST PER UNIT TOTAL
Equipnent costing $5,000 0
i t costin less than 2 $2,600 $5,200
$5,000: ccxrguters printer
and software
Arc View 1 3 500
maintenance program 1 $ 700 $ 700
catin E ui men 1 $2,500 $2,500
d. EQUIPMENT TOTAL $11, 900
e. SUPPLIES
Itemize supplies as appropriate:
Office su lies: paper, pens ink cartridges, $x,000
folders, etc. '
1?osta e $900
e. SUPPLIES TOTAL $2,900
f. CONTRACTUAL [List each planned contract separately, type of servlco to be procured, proposed procurement
method (i.e. small purchase, sealed bids, competitive proposals) and the estimated cost]
Project Manager $35,400
p~ 15,000
f. CONTRACTUAL TOTAL $50,400
g. CONSTRUCTION (N/A)
h. OTHER
Other: Itemize as appropriate.
Printing $1,500
Room Rental $1,800
Advertisin - Radio $3,500
Newspaper $2,000
OTHER TOTAL $8 , 800
i. TOTAL DIRECT COSTS:
j. INDIRECT COSTS: (RASE S x RATE:
k. TOTAL PROPOSED COSTS:
FEDERAL FUNDS REQUESTED: S
RECIPIENT SHARE OF TOTAL PROPOSED COSTS:
FEDERAL SHARE OF TOTAL PROPOSED COSTS:
BUDGET INFORMATION -Non Construction Pro rams OMB Approval No. 0348-004s
:.:\ii~~ > •::~,;~~et\.,. a~~.:~~ i iw~:S GT:t.C?' .A~~U GE~''S11. Ykf3 ~~~?tP.~r~lr,~v, a. ~
Grant Program Catalog of Federal ' '
Function Domestic Assistance Estimated Unobligated Funds New or Revised Budget
or Activity Number Federal Non-Federal Federal Non-Federal Total
a b c d e f
1. A riation 66-606 $ $ $ 5
76,000 62,182 $ 138,182
2.
3.
4.
5. Totals $ $ $
76,000 62,182
8,182 1
a ai : - k.., o~ ; .rra G'T ,N~ RUA:G i~ ,....L .
6. Object Class Categories GRAKT PROGRAM, FUNCTION OR ACTIVITY Total
(t) (2)
a. Personnel $ $ $ (4) (s) I
5 $
47,108 47,108 ~i
b. Fringe Benefits 15 , 074 15 , 074
c. Travel 2 , 000
2,000
d. Equipment 11 , 900
e. Supplies 11 , 900 i
2,900
2,900
f. Contractual
50,400 50,400
g. Construction
h. Other 8 , 800
8 800
i. Total Direct Charges (sum o/6a-6hJ
j. Indirect Charges
k. TOTALS (sum o/ 6i and 6jJ $ $ 6 2 , 18 2 $ $ $
76,000 138,182
7. Program Income $ $ ~ 5
$ 0.00
Authorized for Local Reproduction
Prevloue Edltlon Uaabie Slantlartl Form 424A (Rev. 7-97)
Prescribed by OMB CllCtl ia' A-102
(a) Grant Program (b) Applicant (c) State
(d) Other Sources (e) TOTALS
8' Appropriations Act 2003 $ 62,182 $ $
$ 62,182
9.
10.
11.
12 TOTAL (sum ollines B 11J
$ .62 182 $ 0.00 $ 0.00 $ 62,182
.\a~. a"'~i ~
Total for let Year let ~uerter 2nd Ouerter
13. Federal Jrd Quarter 4th ouaner
$ 76,000 $ 30,400 $ 15,200 $ 15,200
$ 15,200
14.NOn-Federal 62,182 24,874 12,436 12,436
12,436
15 TOTAL (sum of lines l3 and14J $ 138,182 $ 55,274 $ 27,636
`iv~~° OVA e~`~~ ~``~i~~ ' ~ ~ ~ ,.~.ac. aea: a u $ 27,636 $ 27,636
`x~\ t , ~,SEGTI4N E, ;eUDG 8T ~
(a; Gram Program FUTURE FUNDING PERIODS Years
b First c Second d Third e Fourth
16. $
$ $ $
17.
18.
19.
20 TOTAL (sum of lines 16 >9J $
:~.,,.~r.~ 0 00 $ 0.00 $ Q.66 $
0.00
21. Direct Charges:
22. Indirect Charges:
23. Remarks:
Authorized for Local Reproduction
Stantlard Fonn 424A (qev. 7.97) Page 2