HomeMy WebLinkAboutCOM 0124.041 2004-2006 ~MtV Ol M' _;4
STAGY K. HI(iA Phone: (808) 961-8396
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Irisrraa-1 ~ Gmail: shiga(rTco.hawaii.hi.us
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NA WA/'/ COUNTY COUN~CI(.
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To: Virginia Isbell, Chair, Committee on Finance
And Members of the Committee on Finance
Prom: Stacy Higa, Chair
Hawaii County Council -
/
Date: April 19, 2005
Subject: Bill 42, Draft 1, FY 2006 Operating Budget And Council Operations
In preparation of the above Bill, 1 would like to propose a change as to how the Council operates.
The primary purpose is to expand the authority of each Council Member for greater
responsibilities, accountability, empowerment, and flexibility in the day to day operations of the
Council. The proposal is intended to take small steps and if well received, will need to amend the
above Bill.
Overview
1. Each Council Member is entitled to two employees, Council Aide IB (CA-03) and a
Council Legislative Assistant (LR-1) or Legislative Auditor Assistant (LA 02). Bach
position will have a salary cap, as reflected in the Salary Ordinance and Council Rules.
Schedule A reflects a tentative Council re-organization of the staff of the Council
Members.
2. In addition to item number 1, the Chair is entitled to two more employees, that of an
Executive Assistant to the Chair (EA) and a Special Assistant. Each position will have a
salary cap, as reflected in the Salary Ordinance and Council Rules. The Chair will
continue to exercise direct supervision over the agency.
3. Each Council Member will have a District Allowance Expense (DAE) account of $7,500
to cover incidental expenses in carrying out his/her duties as an elected official.
Allowable expenses will include travel, gifts, community meetings, refreshments,
conferences, staff expenses, etc. Council Rules and procurement laws will govern the
DAE. The Council Chair shall continue to sign all documents necessary to implement the
decisions of the individual council members. Schedule B reflects the tentative District
Allowance Expense and Contingency Relief.
4. Each Council Member shall have a Contingency Relief account, when appropriated, to
provide for county related projects for their respective districts. Schedule B reflects the
tentative District Allowance Expense and Contingency Relief.
Comm. No. Z~ • 1
Nurrai'i ['uetuq' rs an Eyvol Uppor'lunrtr Pro>•dder and 6ntplnver. Ref. TO: Pre
Raf. Date
5. Each Council Member shall be responsible for the direct supervision of his/her district
staff. Staff shall be responsible for the Following:
A. Office responsibilities.
B. The staff of the Chair and Vice Chair shall act as Committee Clerk and back
up.
C. All research and drafting of resolutions, bills, correspondence, etc. shall be
the responsibility of the staff.
D. Constituent's response.
E. The Council Member may require other duties.
6. The Office of the Legislative Auditor shall is entitled to five employees. Positions
include the Legislative Auditor (A 17), Fiscal/Program Review Auditor (LA 03)
Legislative Audit/Research Assistant (LA 02), Legislative Analyst III (SR 22), and the
Administrative Assistant to the Legislative Auditor (LS'. 02).
7. I'he duties of the Legislative Auditor shall include but not be limited to the following:
A. Conduct a post audit of all transactions and of all books and accounts kept by or
for all departments, offices, and agencies of the; County.
B. Assist the Council in the adoption of the annual budget.
C. Responsible for all projects assigned or requested by the Council by resolution.
D. Responsible for the procurement of an Independent Certified Public Accountant
for the financial transactions of the County.
E. To conduct performance and financial audits of the funds, programs and
operations of airy agency or operation of the County by resolution. All audits
shall be conducted in accordance with governmental auditing standards.
8. Three additional Council Legislative Assistants (LR-1) positions and one
Council Aide Ill (CA-03) position needs to be created. Upon the fulfillment of the new
rules regarding employment, one Council Legislative Assistant (LR-I) and one
Legislative Assistant (LA-ll) will be deleted. Further, all Legislative Auditor Assistant
(LA-Il) positions will be deleted and replaced by Council Legislative Assistant (LR-I).
9. An Office of Council Services will be created and be discussed later.
Schedule C represents the possible amendment to the Council Rules.
Plan of action:
I . Prepare amendments to the operating budget by May 9, 2005.
2. Prepare amendment to the Council Rules by May 13, 21)05
3. Approve first reading of the Operating Budget by May 18, 2005
4. Approve amended Council Rules and approve second reading of the Operating Budget by
June 1, 2005.
Should you have any questions, please call me.
Att.
2
SCHEDULE A
COUNTY OF HAWAII
OFFICE OF THE COUNTY COUNCIL
ORGANIZATION CHART 2005
COUNCIL SUPPORT STAFF COUNTY CLERK
Constance R. Kiriu Z 0018
COUNTY COUNCIL DEPUTY COUNTY CLERK
vacant Z 0019
COUNCIL LEG ASSISTANT LR-1
James Arakaki Z 0009 vacanr
COLINCIL AIDE
Council District 3 Melissa Chang J 0018
COUNCIL LE.G ASSISTANT LR-1
Pete Hoffmann Z 0015 vacant
COl1NCIL AIDE
Council District 9 Chadotta Paris J 0035
LEGISLATIVE F~UDITOR ASST II (LAII)
Fred C. Holschuh, M.D. Z 0014 vacant J oo2s
COl1NCIL AIDE
Council District 1 Earlanne Shmtani J 0021
LEGISLATIVE AUDITOR ASST II (LA,Ip
Donald Ikeda Z 0010 walrer lids J 0031
COUNCIL AIDE
Council District 2 Kamomi Carvalho J 0036
LEGISLATIVE AUDITOR ASST II (LAIq
Virginia Isbell Z 0012 Susan caseda J 0037
COUNCIL LEG ASST LR-1
Council District 7 Megan Mitchell J 0015
LEGISLATIVE AUDITOR ASST II
Bob Jacobson Z 0017 Jay Scnan J 0032
COIJNCIL AIDE
Council District 6 Barbara Lively J 0034
COUNCIL LEGISLATIVE ASST (LR-01)
K. Angel Pilago Z 0016 vacanr
COUNCIL AIDE
CouncJ District 8 Karen EoH J Oo20
COUNCIL LEGISLATIVE ASST (LR-1)
Gary Safarik Z 0011 skip Bernea J ooze
COIJNCIL AIDE
Council District 5 Loren Germano Z 0019
4/18/200570 with names & position nos
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Schedule 8
District S and W, Allowance Expenses, Contingency Relief
And Assignments
DISTRICT SBW, DISTRICT ALLOWANCE AND CONTINGENCY RELIEF
~ OCE-District Allowance
District S&W Expense Continpenc_y Relief Total District
1 66, 288 7, 500 100, 000 173, 788
2 66,288 7,500 ' 100,000 I 173,788
3 68,548 7,500 ! 100,000 176,048
4 78,336 7,500 ~ 100,000 185,836
51 68,548 7,50011 100,0001 176,0481
6'i 66,288 7,500 100,000 173,788 I
7 82,176 7,500 100,000 ~ 189,676
811 66,288 7,500 100,000 173,788
91 66,288 7,500 100,000 173,788
Chair Additional I
Staff 90,088 90,088
DISTRICT STAFF ASSIGNMENTS
Districts Staff Assignment Staff Assignment 1
- - -
1 ,Council Aide III (Shintani) Legislative Auditor Assistant II (Vacant)
21Council Aide III (Carvalho) Legislative Auditor Assistant II (lida)
3 Council Aide III (Chang) *Council Legislative Assistant (New-Vacant)
- -
4 Legislative Auditor Assistant II (Murashige) Council Legislative Assistant (Miwa)
5 Council Aide III (Germano) Council Legislative Assistant (Bethea)
6 Council Aide III (Lively) Legislative Auditor Assistant II (Scharf)
7 Council Legislative Assistant (Mitchell) Legislative Auditor Assistant II (Caseria)
8~Council Aide III (Eoff) *Council Legislative Assistant (New-Vacant)
-
9 Council Aide III (Paris) *Council Legislative Assistant (New-Vacant)
Chair Additional Staff
Executive Assistant to the Chair (Robello) Special Assistant (Vacant)
'New-Vacant osition will need to be created. An additional Council Aide III will need to be created.
Schedule C
Possible Changes to the Council Rules
April 19 2005
New -RULE NO.
COUNCIL MEMBERS, STAFF AND ALLOWANCES
1. Each Council Member shall have direct responsibility over the respective district
staff. It shall be the duty of the Council Member to:
(a) Each Council Member shall be responsible for the direct supervision of
his/her district staff, including hiring, termination, promotion, and salary
increase in accordance with the applicable provisions of the state and
county laws, Council Rules, other personnel policies of the Council and
the County, and the limitations of the legislative budget ordinance. The
County Clerk may also initiate termination with the concurrence of the
Chair to assure proper management of the entire Council Office with due
process, using agreed upon guidelines and procedures. The Chair of the
Council shall continue to sign all documents necessary to implement the
decisions of the individual council members.
(b) Each Council Member is entitled to two (2) full time staff:
(i) Council Aide III (CA-III).
(ii) Council Legislative Assistant (LR-1).
(iii) Only one person per position.
(c) The chair is entitled to two (2) additional fixll time staff:
(i) Executive Assistant to the Chair (EA).
(ii) Special Assistant.
(d) Each Council Member is appropriated a District Salary and Wage account,
which shall reflect the salary caps of the total authorized positions. The
Annual Position Salary Caps are as follows:
(i) Council Aide III (CA-03, Step K).
(ii) Council Legislative Assistant (LR-1, Step M).
(iii) Chair-Council Aide III (CA03, Step M).
(iv) Executive Assistant to the Chair (EA, Step J).
(v) Special Assistant.
(vi) In fairness to the existing employees as of June 30, 2005, which
salary is in excess of the maximum or position is not in compliance
with sections (b), (c) and (d), the salaries of said employees shall
not change until such time the employee leaves the position or
when a new council member takes office, which ever comes first.
(e) Staff responsibilities, including but not limited to the following:
(i) Office responsibilities.
(ii) Responsible for all work related to the individual council members,
including bills, resolution, research and the follow through with all
amendments.
(iii) The stafl~of the Committee Chairs and Vice Chairs shall be
responsible for the duties of the committee.
(f) Transfers within the district accounts are prohibited.
(g) Transfers from other district accounts are prohibited.
2. Each Council Member shall have direct responsibility over the District Allowance
Expense (DAE) account.
(a) Each Council Member shall be appropriated $7,500 in a DAE to cover
incidental expenses in carrying out his/her duties as an elected official.
Incidental duties and activities include expenditures incurred in connection
with carrying out the public's expectation of a council member's role and
responsibility to the community and constituents. In an election year
(July-December), the Council Member shall be allotted 50% of the
appropriation. The remaining 50% (January -June) shall be allotted in
January.
(b) Allowable DAE include, but are not limited to:
(i) Community meeting expenses such as facility rental fees, charges
for maintenance or security services, light refreshments, special
mailings or handouts, leis for speakers, and the rental of special
equipment.
(ii) Leis for recipients of Honorary Certificates and frames for
Honorary Certificates.
(iii) The purchase of research or reference materials, publication
subscriptions, or other materials related to legislative issues or
procedures.
(iv) Conference or seminar registration fees, including travel and
accommodation costs associated with the conference or seminar
attended. Travel expenses shall have the concurrence of the Chair.
(v) The purchase of miscellaneous office supplies, equipment or
materials. All purchases must follow the procurement law and
domiciled (is the property of the County) in the Council Members'
office.
(vi) Each Council Member is responsible for the expenses of their staff.
(vii) One cell phone monthly bill used by the Council Member for
reimbursement not to exceed $40.00 per month.
(viii) Each Council Member is personally responsible for the payment of
any expenses incurred in support of the conduct of official duties
and activities that exceed the provided allowance and those
expenses that are deemed unallowable.
(c) Non-allowable expenses include, but are not limited to:
(i) Personal, political or campaign related expenses, nor for expenses
related to the conduct of other than official duties and activities of
a council member. Please review the ethics code and the campaign
spending laws.
(ii) Donations to community organizations or transfers to County
agencies.
(iii) Transfers within the district accounts are prohibited.
(iv) Transfers from other district accounts are prohibited.
3. Each Council Member shall have direct responsibility over the District
Contingency Relief account.
2
(a) Each Council Member is allotted $100,000 in annual contingency relief,
when appropriated in the General Fund, to provide for county related
projects for their respective districts.
(b) In an election year (July-December), the Council Member shall be allotted
50% of the appropriation. The remaining 50% (January -June) shall be
allotted in January.
(c) Expenditures shall be transferred to county agencies for the benefit of the
agencies to provide for the public.
(d) All purchases of equipment must follow the procurement law and
domiciled (is the property of the County) in the County Departments.
(e) Transfers within the district accounts are prohibited.
(f) Transfers from other district accounts are prohibited.
RULE NO. 22
LEGISLATIVE AUDITOR
1. The Legislative Auditor shall be appointed by the County Clerk with the
approval of the Council. Such position shall be exempt from civil service
laws and classification.
2. The Legislative Auditor shall, at the discretion of the Council:
(a) Conduct a post audit of all transactions and of all books and
accounts kept by or for all departments, offices, and agencies of
the County.
(b) Responsible for the procurement of an Independent Certified
Public Accountant for the financial transactions of the County.
(c) Assist the Council in the adoption of the annual budget.
(d) Responsible for all projects assigned or requested by the Council
by resolution.
(e) To conduct performance and financial audits of the funds,
programs and operations of any agency or operation of the County
by resolution. All audits shall be conducted in accordance with
governmental auditing standards.
3. Personnel assigned to the Legislative Auditor shall report to the
Legislative Auditor and shall comply with internal guidelines established
by the Legislative Auditor.
4. The Legislative Auditor shall be responsible for all projects assigned or
requested by the Council.
3