HomeMy WebLinkAboutCOM 0106.000 2008-2010William P. Kenoi
Mayor
January 21, 2009
County of Hawaii
Finance Department
25 Aupuni Stree[, Room 118 • Hilo, Hawaii 96720
(808) 961-8234 Fax (808) 961-8248
J Yoshimoto. Chairman and
Members of the Hawaii
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
County Council
Re: Operating Budget
Nancy E. Crawford
Director
Deanna S.Sako
Deputy Director
N
d
y
~
~
~
C r -' z ~s
, ~a
- r~
~ 3
r ~ ITS
m °a
rc
m
In December 2008, the American Institute of Architects (AIA) selected Downtown Hilo as a recipient
for the 2009 Sustainable Design Assessment Team (SDAT) Program. The application, Envision
Downtown Hilo 2025 (EDH 2025): Strategic Implementation for Long-term Sustainability, was
submitted by the EDH 2025 VisionKeepers and the County of Hawaii Planning Department.
As a selected recipient community, the SDAT Program will send a multidisciplinary team of
professionals from across the country to Hilo for 3 days to work with our community decision-makers
and stakeholders to help us to develop a sustainable future for Downtown Hilo. Sustainable is
defined as "our community's ability to meet the needs of today without reducing the ability of future
generations to meet their needs". As a grassroots project with minimum "expert" assistance, this will
provide an influx of wisdom, fresh energy, and techniques with the latest best practices, policies and
design tools for our local leadership to encourage creative and innovative progressive change. Most
SDAT Programs require a minimum of $20,000 for successful implementation.
The AIA is providing up to $15,000 in financial support toward the total expenses. Since host
communities are expected to provide a monetary match of $5,000 to cover additional costs that
exceed the AIA contribution, the State of Hawaii, Department of Health (DOH), Healthy Hawai-i
Initiative (HHI), has agreed to partner with the VisionKeepers and the Planning Department by
contributing that amount. The HHI serves as the Department of Health (DOH) lead on built
environment issues for physical activity and nutrition with a focus on the development and design of
healthier communities.
Enclosed are 1) a resolution that authorizes the acceptance of the professional and expertise
services (valued up to $15,000) that the American Institute of Architects is contributing to the
County as part of their 2009 Sustainable Design Assessment Program; 2) a resolution that
authorizes the Mayor to enter into an agreement with the State of Hawaii Department of Health
for the $5,000 funding, and 3) a bill for an ordinance amending the Operating Budget by
appropriating the $5,000.
~R25. ~{5-09~'-(lo-o9~q,Nd Bi~la~?' Comm. No. ~~L
Ref. To: ~-
Ref. Date -.IAN 2 2 2009
Hawaii County is an Equal Opportunity Provider and Employer
J Yoshimoto, Chairman and
Members of the Hawaii County Council
Page 2
January 21, 2009
If there are any questions, please do not hesitate to call the Planning Department.
~~ ~
Nancy E. Crawford
Director of Finance
APPROVED:
illiam P. Kenoi
Mayor
Enc.
cc: Planning
Form #: B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: PLANNING DEPARTMENT DATE:
STAFF CONTACT: SUSAN GAGORIK PHONE:
Page 1 of 2
January 13 2009
961-8288 ext. 256
A. REQUEST:
1. Council action in the form of a resolution to allow the County of Hawaii to accept professional/expertise
services (valued up to $15,000) from the American Institute of Architects, as part of their 2009 Sustainable
Design Assessment Team Program.
2. Council action in the form of a resolution to authorize the County of Hawaii to enter into an agreement with
the State of Hawaii, Department of Health, Healthy Hawaii Initiative, in the amount of $5,000.00, for services
and participation of Downtown Hilo as a host community selected for the American Institute of Architects' 2009
Sustainable Design Assessment Team Program.
3. Council action in the form of a bill to appropriate the $5,000.00 from the State of Hawaii, Department of
Health.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED)'
In December 2008, the American Institute of Architects (AIA) selected Downtown Hilo as a recipient for the 2009
Sustainable Design Assessment Team (SDAT) Program. The application, Envision Downtown Hilo 2025 (EDH
2025): Strategic Implementation for Long-term Sustainability, was submitted by the EDH 2025 VisionKeepers
and the County of Hawaii Planning Department.
As a selected recipient community, in 2009, the SDAT Program will send a multidisciplinary team of
professionals from across the country to Hilo for 3 days to work with our community decision-makers and
stakeholders to help us to develop a sustainable future for Downtown Hilo. Sustainable being defined as "our
community's ability to meet the needs of today without reducing the ability of future generations to meet their
needs. As a grassroots project with minimum "expert" assistance, this will provide an influx of wisdom, fresh
energy, and techniques with the latest best practices, policies and design tools for our local leadership to
encourage creative and innovative progressive change. The SDAT Program will consist of a three-day charrette
(intensive planning session) with at least two (2) open house community meetings. Most SDAT Programs
require a minimum of $20,000 for successful implementation.
The AIA provides up to $15,000 in financial support toward the total expenses. Host communities are expected
to provide a monetary match of $5,000 as well as cover additional costs that exceed the AIA contribution. The
State of Hawaii, Department of Health (DOH), Healthy Hawaii Initiative (HHI), has agreed to partner with the
VisionKeepers and the Planning Department by contributing $5,000 towards Downtown Hilo's required costs as
a host community. The HHI serves as the Department of Health (DOH) lead on built environment issues for
physical activity and nutrition with a focus on the development and design of healthier communities.
Continued on next page...
Form #: B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
Page 2 of 2
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED)
Following receipt of the monies from the State of Hawaii to the County of Hawaii, the AIA will invoice the
Planning Department for the $5,000 contribution required. Final settlement of accounts between the AIA and the
Planning Department will take place within 90 days after the conclusion of the project, but no later than January
9, 2010. The Sustainable Design Assessment Team (SDAT) Program is a community assistance program that
focuses on principles of sustainability.
SIGNED: ~(~-- DATE: /~1~~
~n~ epartment Head
TIIIS _>nllltlc:~v I~rsTlTUrt oF.~ilxalll"frt:°rs
~~~'
+"+r .-°+
I~4 i
~° January 14, 2009
Susan Gagorik
Long Range Planner
County of Hawaii Planning Department
101 Pauahi Street, Suite 3
Hilo, Hawaii 96720
Re: The American Institute of Architects and the Downtown Hilo, Hawaii
Sustainable Design Assessment Team Community Assistance Project
Dear Ms. Gagorik:
On behalf of The American Institute of Architects ("AIA"), I would like to reiterate how
excited we are to be able to work with the County of Hawaii Planning Department
("County") and the Envision Downtown Hilo 2025 VisionKeepers ("VisionKeepers")
for Downtown Hilo in a Sustainable Design Assessment Team ("SDAT") community
assistance project. We anticipate a collaborative SDAT project that will bring together
design and planning professionals assembled to help provide a roadmap for the County of
Hawaii and the VisionKeepers to improve the sustainabiliry for Downtown Hilo - as
defined by its ability to meet the environmental, economic, and social equity needs of
today without reducing the ability of future generations to meet their needs.
With that in mind, I would like to take this occasion to suggest a framework that we
might use as we work together in key areas in the future. We will look forward to
addressing each of these areas with you as SDAT preparations move forward.
1. Mission
Reflecting its overall mission, we anticipate that the SDAT process will:
• Advance the principles of sustainability for Downtown Hilo;
Help the County and the V isionKeepers understand the structure of the
community at various scales and contexts, particularly in light of regional
appropriateness;
1735 New York Avenue, NW
Washington, DC 20006-5292
Information Central: 800-242-3837
Page 2
• Explore larger contexts and interactions of ecological, sociological, economic,
and physical systems;
• Visualize potential futures;
• Articulate the qualities of the community by preserving elements of the past,
addressing present needs, and planning for the needs of future generations; and
• Define the role of stakeholders and players in the public and private sectors.
2. The AIA's Role
We anticipate that the AIA will cooperate with the County and the VisionKeepers in
doing the following:
Work with the County and the VisionKeepers to achieve three visits, and
undertake an intervening conference call approximately six months after the full
team visit to discuss progress. The visits will consist of:
o A preliminary scoping and research visit;
o A three-day SDAT full team visit; and
o A follow-up visit.
• Provide interim advice/consultation on implementation of recommendations.
• Select and secure commitment of an SDAT Team Leader.
• Select and secure commitment of multidisciplinary SDAT members.
• Act as the liaison with SDAT members.
• Provide reasonable logistical support (i.e., for travel and lodging arrangements,
facilities, supplies, accounting/invoicing, budget oversight, conference calls).
• Produce a presentation on the SDAT's work.
• Produce a final report, with lead responsibility for text and design, printing and
distribution, and posting on the Web (if appropriate).
• Provide media assistance (as appropriate).
Page 3
• Provide up to $15,000 in financial support (as described more fully below).
3. The County and the VisionKeeper's Role
We anticipate that the County and the VisionKeepers will cooperate with the AIA in the
activities described above, and will also:
• Cooperate with the AIA in developing an SDAT project budget.
Form and coordinate a local Steering Committee and appropriate sub-
committees, which will:
o Engage local professionals and community leaders in the SDAT process;
o Furnish appropriate background materials and information;
o Provide appropriate outreach to the community and to local media;
o Furnish guidance on lodging, facilities, and other logistical factors; and
o Organize and conduct appropriate tours/flyovers.
• Provide appropriate financial support (as described more fully below).
4. Financial Considerations
We would like to propose the following financial arrangements for the SDAT project
with the County and the VisionKeepers:
• The AIA and the County and the VisionKeepers will cooperate in preparing a
project budget.
• The AIA will commit to funding of an amount not to exceed $15,000 in support
of the project.
• The County will commit an appropriate level of funding to cover all project
expenses that are not to be paid by the AIA, including a $5000 cash payment
(local match).
• The AIA and the County will agree on appropriate financial management ,
arrangements (e.g., for payment of invoices and bills submitted by third party
vendors).
A final settlement of accounts between the AIA and the County will take place within 90
days afrer the conclusion of the project, but no later than January 9, 2010. The AIA and
Page 4
the County and the VisionKeepers will each keep accurate financial books and records
relating to its project activities and expenditures, and, if requested, will make them
available for inspection by the other party (at that party's expense).
5. Proiect Mana¢ers
The AIA's primary liaison for the SDAT project will be Cooper Martin. We look
forward to your designating a person who will serve as the County's and VisionKeeper's
primary liaison.
6. Miscellaneous Provisions
Assuming that the activities and financial arrangements outlined above are acceptable to
you, we suggest that the following miscellaneous provisions be put into place for the
benefit of both the AIA and the City:
• Binding Agreement. The terms of this letter will become a binding agreement
between the AIA and the County, effective on the date you sign it. It will
supersede all prior discussions and agreements between us concerning the SDAT
project, and will be modified (if at all) only in a written document signed by both
the AIA and the City.
Indemnificntion. Each party will indemnify the other against any claims or losses
to the degree they arise from that parry's intentional or negligent actions or
omissions. If both parties contribute to causing the claims or losses, the
indemnification duties will be divided accordingly between them.
Insurance. Each party will obtain and maintain sufficient comprehensive general
liability coverage for its activities under this agreement. The AIA has insurance
coverage in the following amounts:
• General aggregate limit: $2 million
• Personal injury limit: $1 million
• Each occurrence limit: $1 million
• Medical payments: $10,000
We assume that the County will provide similar coverage.
Force Majeure. Neither party will be responsible for any losses resulting if the
fulfillment of any terms is delayed or prevented by civil disorders, wars, acts of
Page 5
terrorism, strikes, acts of God, or by any other cause which is beyond the control
of the party whose performance is hindered, and which that party could not have
prevented through the exercise of reasonable diligence. In the event that any
such occurrence may make it inadvisable, unsafe, illegal, or impossible to
perform under this agreement, then either party may terminate the agreement
without penalty, obligation or liability of any type by providing written notice to
the other parry. Such right of termination shall not be unreasonably exercised.
Publecity/Public Relations. The AIA and the County and the V isonKeepers will
coordinate closely on all project-related publicity and public relations materials
prepared by either of them, and all those materials will be prepared and
distributed in a manner agreed upon by both of them.
If all the terms in this letter agreement are acceptable to the County, I ask that you sign
and complete the signature block below, and return the letter to me. If there are items
that require further discussion, however, 1 would be delighted to talk with you about them
and resolve any differences that may remain at this point. I look forward to hearing from
you soon.
Sincerely,
Erin Simmons
Director, Design Assistance
The American Institute of Architects
The agreement stated above is understood and accepted by The County of Hawaii.
By:
Billy P. Kenoi
Title: Mayor, County of Hawaii
Date:
Page 6
By:
Daryn S. Arai
Title: Acting Planning Director, County of Hawaii Planning Department
Date:
By:
The agreement stated above is understood and accepted by the American Institute of
Architects.
By:
Paul Mendelsohn
Title: Vice President, AIA Government and Community Relations
Date: