HomeMy WebLinkAboutCOM 0717.055 2004-2006
CONSTANCE R. KIRIU +tvorx~ WILLIAM E. SMITH
County Clerk ~,11-~"~' Deputy Counp~Clerk
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County of Hawai `i
Office of the County Clerk
25 Aupuni Street
llilo. Hawaii 96720
%'elephone: (AOR) 96/-4255 Facsimile: (8II8) 967-89/2
May 16, 2006
TO: Council Members
FROM: Constance R Kiriu(i { L.
County Clerk
RE: Bill No. 235, Draft 2
Operating Budget for Fiscal Year 2006-2007
Office of the County Council-Clerk
This is to request an increase of $262,698 to the Office of the County Council-Clerk's budget for
fiscal year 2006-2007 and decrease the Transfer to Pub Acc Op Sp Pres Fund by the same
amount. As you may be aware, Drafr 2 contains the administrative changes to Drafr ]following
the certitication of real property taxes and the closing of the state legislative session. Draft 2
does not, however, contain the legislative departmental changes that may be needed to
accommodate our continuing spectrum of needs. We submitted our budget to the Department of
Finance in November 2005.
Attached is Exhibit A, which reflects the affected appropriations to the expenditure accounts.
Salary and Wage Accounts 011, 021, and 099 contain an increase due to (1) the addition of an
Accountant I position (SR-18) for $36,048, (2) anticipated overtime and meals resulting from
more meetings in West Hawaii and rural areas, and (3) overtime to meet statutory requirements
for completing minutes.
The need for an accountant position for the office is critical as stated in my letter dated
Apri] 17, 2006, to Council Members. New responsibilities for Administrative Assistant Patty
McGraw have been daunting. These include auditing and daily data entries of all 67 employees'
timesheets (excludes council members) into the FRESH system, inputting, managing, tracking
the district allowance expenses, managing and auditing the contingency relief accounts through
project accounting codes. There has also been a significant increase in staff travel charges and
miscellaneous purchases for council district staff One must also keep up to date with current
procurement procedures and policies, collective bargaining agreements and pay the bills.
Additionally, all personnel issues are handled by Patty. With the ongoing employment changes
that occur in this mixed exempt and civil service staff office, it takes time to keep up with the
Comm. No. ~
r~,E To: Presee
Hawai `i County /s' An Eyva[ Opportunity Provider And Employer `~!,:f.
May 16, 2006
Page 2
paperwork, and extra health, tax and retirement questions. For your information, major
departments employ at least one senior/account clerk and/or an accountant.
Accounts 104, 112, and 227 contain increases related to (1) travel and videoconferencing of
additional rural or West Hawaii meetings, and (2) more travel to various meetings, conferences,
sister cities, and events that may be required of or by council members and their staff.
Account 109 contains maintenance contract costs for transcribers, videoconference system, and
copying machine.
Accounts 114 and 338 contain costs related to the Council-Clerk's move for electricity,
additional rent, and improvements.
Account 341 contains an increase in (1) gifts for dignitaries and honorees, (2) staff training for
continuing education requirements or workplace policies, and (3) rental costs for a meeting
room.
Your favorable consideration of these amendments would be appreciated. Please feel free to
contact me should you have any questions.
May 16, 2006
Page 3
IXH IBIT A
Proposed Budge[Amendmen[s
General Fund
2006-2007 Revised2006-
Accoun[ No. Account Name Estimate Add/ (Reduce) 07 Estimate
$ $ $
Expenditures
O1 O.lOL5I01.01 Clerk-Council Svc S&W 2,378,921 45,048 2,423,969
OIO.IOLSIOI.02 Clerk-Couneil Sbc Oce 907,716 271,650 1,119,366
010.101.5101.10 iHsac/Naco 51,500 6,000 57,500
010.801.5801.52 'Tr To Pub Acc/Op Sp Pres Fund 2,276,946 (262,698), 2,014,248
~Tolal Expense Adjustments 0'~
i
Proposed Budge[ W nrksh ee[ Am endments '
Expenditures I.
010.101.5101.01 Oll Regular S&W 2,345,421 36,048 I 2,381,469
O1.Qii~Ai ~~Pt,41,i ~tvlc~~;a. ':b29,.'Cht`~ : ~wt~'d4~ ai~~V~;n
010.101 S 101 OI 021 Ow;{e~r~;ti~{me 28 500 7,000 35,500 -
O'l:~.;'~~'li~„1.~~.MCI,~'"'"~'~~~'+ftSkt.e°,rd`G4it8S '.;N „ &~'r'3",r!'a'„f'4.'+ i., ~~~'F~7 .'i:'',
OIO.lOl.SIOLy0~1 C 099 Miscellaneous S&W y 5,000 t 2,0y0~0 7,000
61~.pt~.pl~~bh'~~;~(~~~~~" 4 3t"."M r.~,,;~ `O r, Y:','` e'- k .QU'. x§'~' ~:?t~..? ,.r;4{b~11f.,,
010.101.5101.02 104 Travel/Conferences 70,600 10,000 80,600
u:
010.101 5101.02 109 Eq~upment Repair 15,360 6,000 21,360
f ~ n ¢ r ai S ~ .D4~- x R "w39~kP''1.R r, ~ '~'.4
'..k si ~ r m. -i
010.101 5101 02 112 Mileage & Auto AI 70 000 10,000 80 000
oQaxBa, i~i~4~'., ~ ~~',yy `~~';~~^t1~-~k ~a ~~aQ~~;:4,_" T' b'~ ~~1'ln~p° rv
010.101.5101.02 114 El~~yey~~ctricity ,`~~*+r gg 36~,j0t'y0y0 i 4,000 qq 40 000 ,
Bl~ ~,,Ql~„~Q~irQ~+9~C~~~OC.~~ tr+#*";{ p~~~~~d*`~ }"plrr ~~T"~Y~~;~~1~+4"i~~ ,~'Qt~i~ti~' I~
OIO.I 01.5101.02 115 Misc. Contract Sbc 273,800 48,700 322,500
d',l" a ype ~ _ " t',
,Q
-0~' ,
ffice ~ 20,800 800 21,600',
010.101 5101.02 227 Computer & O
010.101 5101.02 y33~(8 Ren[ of Land-Bldg q 208~>,~000 122,500 330, `500
d1~.:
A~v ,w.ll~ ~ \~f : ' 'j,y4~'pl~{ d.' ` . y r i _jh;,'~',A~r#Rtr!,QU g,T ;~'':~`~`5
010.101.5101.02 341 Misc Charges t:P•~lr 32,850 ' `A 9,650 42,500
0~~. %i•~...t i .~,~..1 i
' 9 Y ~
Qi
.~~d,... _lefir. _ ,r
010.101.5101.10 ~ 104 Hsac/Naco, Travel Conferences 39,000 6,000 45,000
oral#~,~,~ ~Ecl~;~i " ?~~'~~~..k. ~,IU~~ro~~~~~° ~~~a~
010.801.5801.52 341 Tr To Pub Acc/Op Sp Pres Fund 2,276,946 (262,698) 2,014,248
Total Expense Adjas[men[s 0