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Home My WebLink AboutCOM 1256.000 2006-2008 J~t~ Of X,~ Harry Kim William Takaba ~,I t,,•, Mayor Director Nancy E. Crawford Deputy- Director ,TF OF'M F'•N County of Hawaii Finance Department 25 Aupuni Street, Room 1 18 • Hilo, Hawaii 96720 (808) 961-8234 • Fax(808)961-8248 May 16, 2008-~ Pete Hoffmann, Chairman and 7 1... Members of the Hawaii County Council _ Hawai'i County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution Transferring Funds --a As we approach the end of this fiscal year, several departments are in need of additional funding due to unexpected shortfalls in some of their accounts, or to the initial response to the Kalapana lava flow situation and in support of subsequent controlled viewing operations. A number of departments contributed staff and equipment to support the controlled lava viewing operations during and after normal working hours. Enclosed is a resolution transferring $995,000 out and from the General Fund's Provision for Compensation Adjustment account and crediting to the following accounts (further explanation provided): • Office of Management OCE $ 10,000 Additional funding needed for shortages in the Postage and Freight, Telephone, Rental/Lease of Equipment, Miscellaneous Contractual Services sub-accounts. • Advertising $ 55,000 Increased advertising by several departments has lead to a shortfall. • Police Admin Services - S&W $ 370,000 Needed for Cash in Lieu vacation payments, grievance settlements, and for overtime incurred due to natural disasters (excluding Lava Flow). • Puna Police - S&W $ 100,000 Reimbursement of overtime costs related to the controlled lava viewing operations. • Fire Protection - S&W $ 50,000 Reimbursement of overtime costs related to the controlled lava viewing operations. /z 6-6 Gahm. No. Hawaii County is an Equal Opportunity Provider and Employer Ref. To: Co uhe too- Ord > Ref. Date MAY 21 2QQ8 Pete Hoffmann, Chairman and Members of the Hawaii County Council Page 2 May 16, 2008 • Transfer to Highway Fund $ 210,000 Reimbursement of costs related to the controlled lava viewing operations and not related to their highway maintenance duties. • Post Employment Benefits $ 200,000 This is the first year that GASB Statement Number 45, relating to post employment benefits is effective for the County. While the budgeted amount was prepared based on an actuarial study that was performed a year ago, the plan requirements were changed by the State during the current fiscal year, which created an unexpected increase in the required amount to be paid. We have looked internally for all funds available, but are still short by $200,000. There are funds remaining and available in the Provision for Compensation Adjustment account as funds to cover unbudgeted collective bargaining increases have been transferred out. Because of the urgency of having the funds transferred during this fiscal year, we would like to request a waiver from the Finance Committee and to have this resolution heard at the Council meeting scheduled for June 3, 2008. If there are any questions, please do not hesitate to contact Deputy Finance Director, Nancy Crawford. W Tlaa b a Director of Finance APPROVED: auq~~ Harry Kim Mayor Enc. cc: Office of Management Police Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Management DATE: 5/14/08 STAFF CONTACT: Dixie Kaetsu PHONE: 961-8211 A. REQUEST: To appropriate an additional $10,000 to the following accounts: 010-111-5111.02-101 Postage and freight $ 3,300 010-111-5111.02-102 Telephone 3,500 010-111-5111.02-111 Rental/lease equipment 2,600 010-111-5111.02-115 Misc contr services 600 Total $10,000 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): We will be short in the above accounts for the following reasons. We have looked and adjusted internally for all funds available, but still project to be short by $10,000. 101 - Postage and freight: Courier service contract bid exceeded budget projections by $3,300. 102 - Telephone: Prior year charges of $3,500 were paid this year due to phone company billing problems in the spring of 2007. 111 - Rental/lease of equipment: Actual lease and usage charges for copiers in Hilo and Kona offices exceeded budget projections by $2,600. 115 - Misc contr services: Cost of placing annual report tabloid in newspapers exceeded budget by $600 due to addition of a new newspaper, Big Island Weekly. SIGNED: C)7/4~ DATE: 5/14/08 Department Head Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: FINANCE-PURCHASING DIVISION DATE: May 12, 2008 STAFF CONTACT: Gilbert Benevides PHONE: 961-8440 A. REQUEST: Appropriate additional funds for Purchasing Division Advertising account number: 010.121.5123.25.107 Amount Required: $55,000.00 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): Funds are needed for Purchasing Advertising account due to increased advertising by several departments including the Dept. of Human Resources in their ongoing efforts to fill vacant positions, as well as County Clerk's Office-and Real Property Tax Division and Planning Dept. advertising requirements. SIGNED: DATE: 57 eHeat- Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Police DATE: 5/16/08 STAFF CONTACT: Kay Oshiro PHONE: x2274 A. REQUEST: Department is requesting an increase in S&W appropriations totaling $370,000.00 to fund the anticipated shortfall salaries and wages. 010.201.5203.51.011 Admin Serv S&W B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The Department is projecting that it will exceed its current S&W appropriation due to the following reasons and situations that occurred this fiscal year: • Cash In Lieu of Vacation payments of approx. $200,000.00 • Payment of grievance settlements of approx. $1N5,000.00 • Overtime incurred due to natural disasters, excluding Lava Flow, of approx. $25,000.00 SIGNED: DATE: NAY " 28 partment H ad Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Finance DATE: 5/7/08 STAFF CONTACT: Nancy Crawford PHONE: x8092 A. REQUEST: Request to transfer funds to reimburse the following departments for expenses incurred after the initial response to the Kalapana lava flow situation and in support of subsequent controlled viewing operations: Fire Department (010.221.5221.01.021) - $50,000 - S&W Overtime Police Department - (010.201.5214.01.021) - $100,000 - S&W Overtime Public Works Department, Highways Division (Highway Fund) - $210,000 - S&W Overtime & Fringe B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): During the latter part of 2008 lava flow from the most recent outbreak began flowing outside of the Hawai'i Volcanoes National Park boundary toward the ocean. The flow began attracting increasing numbers of people to view the lava and enter private property. In consultation with the USGS Hawaiian Volcano Observatory staff and National Park staff, it was determined that there could be substantial risk to the public from lava, methane explosions and toxic fumes if the public were allowed to continue uncontrolled access. As a result agencies of the federal government, state government and County came together to provide a controlled viewing solution to mitigate the risk to the public and to protect private property in the area. A number of departments contributed staff and equipment to support the controlled viewing operations during and after normal working hours. In most cases the departments have been able to absorb the costs. Fire Department and Police Department are requesting reimbursement of the related overtime costs. Highways division, as a special revenue fund, should be reimbursed for the costs that are not related to their highway maintenance duties. Q SIGNED: Z u DATE: /D Department ead 101 Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Finance - Accounts Division DATE: 5/8/08 STAFF CONTACT: Deanna Sako PHONE: 961-8425 A. REQUEST: To appropriate an additional $200,000 to account number 010.901.5902.09.341 - Post Employment Benefits. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): This is the first year that GASB Statement Number 45, relating to postemployment benefits is effective for the County. While our budgeted amount was prepared based on an actuarial study that was performed a year ago, the plan requirements were changed by the State during the current fiscal year, which created an unexpected increase in the required amount to be paid. We have looked internally for all funds available, but are still short by $200,000. SIGNED: DATE: 5/8/08 Department Head V OF NV DOMINIC YAGONG,~~~~' ~w Phone: (808) 961-8264 Council Member FAX: (808) 961-8912 7FF OF•MF,d~ HAWAII COUNTY COUNCIL County of Hawai `i Hawaii County Building 25 Aupuni Street Hilo, Hawaii 96720 May 21, 2008 Pete Hoffinann, Council Chair Council Members Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: (Resolution No. 667-08 : A RESOLUTION TRANSFERRING/APPROPRIATING AN APPROPRIATION OUT AND FROM THE DESIGNATED FUND ACCOUNT(S) AND CREDITING SAME TO A DESIGNATED FUND ACCOUNT(S) Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sinc ely, C6~~---- Dominic Yagong, Choi Committee on FinanApproval/Date/Waive to Council: Disapproved/Date/Refer to FC: Pete Hof , Chair Pete Hoffmann, Chair Hawaii t Council Hawaii County Council la Hawai 'i County is an Equal Opportunity Provider and Employer