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HomeMy WebLinkAboutCOM 0091.000 2014-2016COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 TRANSMITTAL LETTER DATE: January 20, 2015 `J TO: Dru Kanuha, Chair c� Members of the Hawaii County Council - Hawai`i County Council FROM: Susan Maddox, Chairperson/00Z4,-u ?)140ZW-�' N Cost of Government Commission RE: Cost of Government Commission Report COPIES11TEMS DATE DESCRIPTION Original Report of the Cost of Government Commission, County of Hawaii 2014-15 TRANSMITTED FOR: ❑ Your information and files ❑ Your approval ❑ Your signature and return ® Your review and comments ❑ Your signature and forwarding ® See remarks below as noted below ❑ Filing and return (envelope enclosed) ❑ Per your request REMARKS: We are hereby submitting our report for your review and action. Thank you for the opportunity to provide our report to the County. Encl. Hawai `i County is an Equal Opportunity Provider ar-id Employer Comm"t. No, q I W. To; 9b Ref. Dots Report of the Cost of Government Commission County of Hawaii 2014-15 Commission Members: Susan Maddox, Chair Ashley Kierkiewicz, Vice Chair Douglas Espejo Linda M. Kelly Glen Matsuda John Mitchell Delan Perry Table of Contents Introduction................................................................................................................1-2 ExecutiveSummary ....................................................................................................... 2 Overarching Themes & Recommendations................................................................ 3-5 Specific Department/Division Recommendations....................................................... 5-9 Conclusion..................................................................................................................... 9 Appendices Appendix A — Response from Walter K.M. Lau, Managing Director Appendix B - Letters to Department Heads and Employees Appendix C — Letters to Boards and Commissions Appendix D — Responses from Departments and Boards and Commissions INTRODUCTION The 2014-15 Cost of Government Commission ("Commission"), consisted of seven (7) Commissioners, who were confirmed by the Hawai'i County Council in mid-February 2014, and met for the first time February 20, 2014. Of the nine (9) County Council Districts, District 4 and District 6 were not represented. A total of 15 meetings were held over the course of its 11 -month term. The Commission received copies of the previous three (3) Cost of Government Commission reports, the County of Hawai'i ("County") budget, the County annual report and numerous other documents to assist in understanding the scope of its work. In a communication dated April 7, 2014, Managing Director, Wally Lau provided a comprehensive update on the status of the implementation of the recommendations by the 2010-2011 Cost of Government Commission. This communication (Comm. No. 2014-077) is included as Appendix A of this report. The Commission considered Mr. Lau's report to be a steering document, serving as a basis for the Commission's recommendations. Using the previous reports as a foundation, the Commission identified a number of overarching themes that impact all County departments: 1) vehicle use, 2) overtime, 3) technology, 4) energy, 5) finance, 6) people (staff and general public) and 7) land resources. Commissioners agreed to incorporate these themes into interviews with department and division heads. Letters (see Appendices B and C) were sent to all departments and boards/commissions, summarizing recommendations from the 2010-11 report and requesting an update on the status of implementation. The letters also asked for input on ways to limit expenditures, eliminate duplication, consolidate functions and/or streamline procedures in, and among, departments. A letter soliciting input from all County employees was included in payroll envelopes. In addition, Commissioners also conducted research to gather additional information to better inform themselves and colleagues. The Commission created teams of two (2) Commissioners and divided the list of departments and boards/commissions based on individual Commissioner's interest. Each team contacted its assigned departments and boards/commissions and arranged for personal interviews, which were conducted between April and December 2014. Following interviews, Commissioners shared their findings at a Commission meeting and answered questions from their colleagues. Where appropriate, Commissioners contacted department heads for further information or clarification. In some instances, department heads attended a Commission meeting to share their input in person and to respond to Commissioners' questions. Commissioners added potential recommendations to agendas, and discussions at the meetings provided an opportunity to review and refine recommendations included in this final report. EXECUTIVE SUMMARY The work of the Cost of Government Commission was engaging and awakening on many levels. The breadth and scope of each department's responsibility is almost hard to fathom. Each department head, deputy department head, division head and commission representative was positive, very helpful and provided a wide range of information. Over the course of 11 months, Commissioners took an in-depth look at County government; and in the process, gained a tremendous amount of knowledge on how the County operates, constraining factors and what areas are State -dictated or subject to Union negotiation. During this same time period, the Island of Hawai'i experienced a flurry of activity including close and contentious political races; the most active hurricane season in 22 years, where Tropical Storm Iselle caused tremendous damage; repeal and eventual overturn of Bill 113 which bans, with some exceptions, cultivation of GMO crops; and the June 27 lava outbreak in Puna, which is ongoing and a source of uncertainty and anxiety for area residents and businesses. Even with all of these challenges, at 2014 year's end, the Fitch rating system rated County AA- with the comment, "The county demonstrated its ability to maintain a sound financial position through the economic downturn. Management actions included spending cuts, conservative budgeting and two property tax rate increases. As a result, revenues increased in fiscal 2014 after several years of budget contractions." (West Hawaii Today, 1/14/15). County officials have shown great leadership and continue to work collaboratively with a wide range of community partners for the benefit of island residents. In addition, Commission members found high levels of value in most departments. Employees are very dedicated and perform at a high level for the benefit of the County and its people. We appreciate and acknowledge the letters from County employees who shared a number of positive recommendations with the Commission. 4 OVERARCHING THEMES & RECOMMENDATIONS VEHICLE POLICIES All department heads interviewed were asked to comment on whether the department has a written vehicle take home policy, including criteria for taking a vehicle home, and what steps are taken to ensure enforcement. Generally, departments either have a specific policy, or use the Finance Department - established vehicle use policy. RECOMMENDATION: Feedback the Commission received indicates there is a perception that County vehicles may be misused. To address this, the Commission recommends development and implementation of a uniform computer mileage tracking system for all County -owned vehicles. OVERTIME Due to the amount of feedback from employees (generally anonymous) about overtime and a perception there are instances of abuse, Commissioners felt it was important to understand current department policies related to overtime. All department heads indicated having clear written policies related to overtime, requiring approval in advance by the direct supervisor and within the department's approved budget. Several departments have extremely limited overtime budgets, and use flexible scheduling whenever possible to avoid overtime. RECOMMENDATION: Explore a flexible schedule model for employees, including a 10 hr./day 4 day/week schedule. ENERGY The price of electricity in Hawaii is the highest in the nation at more than 40 cents per kWh. County government is the largest consumer of electricity in the County and also uses significant amounts of fossil fuels to power County vehicles. Efforts to increase energy efficiency and leverage local resources such as sun and wind are being undertaken to drive down energy costs. The Commission appreciated Energy Coordinator, William Rolston, attending a Commission meeting to share information and answer questions about the energy projects on the island. RECOMMENDATION: Given that a significant portion of all imported oil is used for transportation, expedite the conversion of the County's fleet to electric vehicles and/or biodiesel wherever possible using a local producer which will E contribute to a diversified economy and sustainability for local agriculture through cultivation of biodiesel-related crops. FINANCE The County's detailed budget preparation process required multiple revisions, with direction from the Mayor, prior to final submission to the County Council. All department heads interviewed demonstrated detailed knowledge of their department operating budget and have internal controls in place to remain within approved budgets. The Finance Department brings us great value and the residents of the County should be pleased by their professionalism and quality of work. The Commission appreciated Deputy Finance Director, Deanna Sako's attendance at a Commission meeting to share information and answer questions about all the department's areas of responsibility. RECOMMENDATION: The Commission has no general recommendations. TECHNOLOGY IT Director Don Jacobs attended a Commission meeting and provided valuable information to help Commissioners understand the magnitude of any effort to enhance the County's overall information technology program. RECOMMENDATION: Modify overly burdensome policies related to forms within County departments to reduce the amount of paper being utilized and increase the flow of communication. RECOMMENDATION: Automate internal forms. For example, implement an e - time sheet system that allows the timesheet to pass electronically from employee through management to other departments; this could save hours of labor involved in current manual system. RECOMMENDATION: Expand use of electronic signatures Countywide as a secure and valid means of authorization to save money in paper, copying, handling and maintaining paper documentation when it is unnecessary. RECOMMENDATION: Continue efforts to consolidate duplicative IT systems among/between departments to improve IT support and service, increase efficiency of information sharing and reduce costs. Centralize support and decision making for IT related to the overall network backbone, e-mail, internet access, anti-virus support, software updates and licensing. 21 PEOPLE (STAFF AND GENERAL PUBLIC) The Commission's intention was to identify general areas where County procedures could be modified to be more user friendly for both employees and the general public. RECOMMENDATION: Accept credit cards Countywide to complete transactions currently requiring "in person" cash or check payments, such as for licenses, taxes and renewals. RECOMMENDATION: Continue to expand and expedite use of web -based services and commerce, allowing the public to conduct business via the internet to increase convenience, reduce lines and improve interactions with the public. RECOMMENDATION: Explore ways to streamline and expedite the process for position revisions and department reorganizations. Some department heads indicated they had invested more than two years in reorganizing department functions and positions, leading to inefficiency and inability to implement program improvement goals. SPECIFIC DEPARTMENT/DIVISION RECOMMENDATIONS OFFICE OF AGING RECOMMENDATION: Explore ways to maximize use of the Aging and Disability Resource Center, including implementation of meeting room use fee. CIVIL DEFENSE The Commission would like to specifically acknowledge the Hawaii County Civil Defense and County employees. During the past seven months, the level of communication and rapid response to the lava flow and tropical storms has been, and continues to be, extraordinary. ENVIRONMENTAL MANAGEMENT The Commission appreciated Department Director BJ Leithead Todd, Deputy Director John Medeiros and Division Head Dora Beck attending a Commission meeting to share information and answer questions about all the department's areas of responsibility. RECOMMENDATION: Explore the possibility of implementing fees to cover sewer connection inspections, building permit reviews and administrative (annual) cost of septage hauler discharge permits. 5 RECOMMENDATION: Support legislation to place property liens for unpaid water bills in addition to current tools, which would cut down on suits and court time and costs, shorten collection times and afford customers due process through an administrative hearing. RECOMMENDATION: Explore the possibility of the Environmental Management Commission having the authority, like the Board of Water Supply, to set fees rather than the County Council codifying rate increases in the County Code. RECOMMENDATION: Conduct study related to waste water rates, which were last adjusted in 2002, including a multi-year schedule of planned increases/adjustments. RECOMMENDATION: Explore the possibility of separating costs of electricity or diesel fuel on consumers' wastewater bills and passing those costs on to consumers. RECOMMENDATION: Implement program of contracted small grinders at selected transfer stations to allow mulching in place, eliminating the need to haul green waste to Pu`uanahulu Landfill, and making mulch readily available in remote communities. RECOMMENDATION: Implement the green waste fee program for commercial haulers approved for the County Code in 2005, as means of generating department revenue. FINANCE RECOMMENDATION: Explore use of debit and credit cards at the Department of Motor Vehicles. RECOMMENDATION: Continue to update policies and procedures to expand and accelerate use of technology related to processes for online contracts and forms. FIRE RECOMMENDATION: Implement jet ski program within the Ocean Safety Division of the Hawaii County Fire Department. HUMAN RESOURCES RECOMMENDATION: Allocate funds from the general operating budget to purchase personnel enterprise software to accurately and efficiently manage County employee personnel records, actions, time sheet submissions and payroll processing. LEGISLATIVE AUDITOR RECOMMENDATION: Expedite purchase of upgraded computers for department with the capacity to work off site. MASS TRANSIT RECOMMENDATION: Implement smart card payment system for Mass Transit in place of tickets and monthly passes to improve cash handling procedures and increase efficiency and accuracy. RECOMMENDATION: Implement a Countywide vehicle pool program, using computer/internet reservation system to reduce the number of department fleets and gain improved efficiency of vehicle use. RECOMMENDATION: Explore the use of Mass Transit hubs for more rapid, shorter bus routes to improve service and possibly reduce repair and maintenance costs. For example, create transit hubs, operated as cooperative public-private partnerships (P3), in central public locations such as airports where people can catch a ride share, vanpool, or a bus into the town center. The transit hubs may range from 12 to 30 miles from each other depending on the needs of the community. The transit hub model is in place in similar communities in the US, Canada, Europe and Asia. Benefits include reducing traffic, pollution, drive time, fossil fuel consumption while providing smart transportation for our community. RECOMMENDATION: Explore revenue -generating ideas for Mass Transit hubs such as allowing location of private vendors on site. RECOMMENDATION: Regularly review all current research and studies related to transportation systems and implement relevant recommendations to improve Hawaii Island public transportation systems. For example, the April 2014 "The Expanding Transportation Opportunities on Hawaii Island" report published by students from the University of Michigan, sponsored by The Kohala Center, recommended establishment of a P3 rideshare-van pool network. 7 RECOMMENDATION: Improve efficiencies in the Hele On Bus system by identifying redundancies or unnecessary overlap in the current routing and scheduling system, and add service in underserved communities. For example, Mountain View, Pahoa and Pahala are served by one bus route; the very popular Mauna Kea State Park and the airports are without service. RECOMMENDATION: Explore use of Geographic Information Systems (GIS) and mobile tracking system apps to provide riders with real time updates which will enhance the quality of the Hele On system. For example, the City and County of Honolulu has successfully implemented "Da Bus" app which could be used as a model for Hawaii County. MAYOR/MANAGING DIRECTOR RECOMMENDATION: Continue to improve County communication with public through continued enhancements to County website, use of social media and presentations at periodic community meetings scheduled around the island. RECOMMENDATION: Regularly update the County's website to provide easy - to -find links to the professional audits, reviews and plans that guide County decision making. Examples include the federally mandated 20 -year transportation plans and the International Association of Assessing Officers Technical Assistance Report Evaluating Property Tax Policies and Administrative Practices in Hawaii County (March 5, 2012). PARKS & RECREATION RECOMMENDATION: Millions of dollars are at stake as the County has invested in family friendly parks and recreation centers, yet fire ants and spiders pose a very significant danger to these facilities. Create and fund three (3) permanent positions dedicated to protecting our County parks, beaches and recreational facilities from fire ants and spiders. RECOMMENDATION: Explore combining the East and West Hawaii County Bands. PLANNING RECOMMENDATION: Expand list of designers, lumber yards and contractors approved for the package homes "pre -approval" program. 0 POLICE RECOMMENDATION: Explore passing an ordinance that would require alarm systems to register with the police department and provide a mechanism to assess service charges for repeated false alarms. City & County of Honolulu and Maui County have already passed similar ordinances. RECOMMENDATION: Reinstate in the 2015-16 department operating budget, a line item to make phased -in purchases of "Blue & Whites" to replace current aging fleet. PUBLIC WORKS The Commission appreciated the attendance of Director Warren Lee and Deputy Director Brandon Gonzalez at a Commission meeting to share information and answer questions about all the department's areas of responsibility.r RECOMMENDATION: Urge County Council to increase the current County fuel tax of 8.8 cents/gallon to a level commensurate with other counties, for the purpose of increasing funding available to repave roads in a timely manner. CONCLUSIONS As previous Commissions have noted, the Commission's scope of responsibility and short timeline presented significant challenges. The Commissioners spent a considerable amount of time outside of meetings learning how County government functions, researching related topics and meeting with department heads. The Commissioners hope their recommendations are given serious consideration. Commissioners believe the following suggestions will benefit future Cost of Government Commissions: (1) have all districts represented; (2) fully explain to potential commissioners the time commitment involved; (3) consider having at least one previous Cost of Government member serve on a subsequent commission; (4) emphasize the Sunshine Law requirements related to agendizing topics to be discussed; and (5) encourage department heads to attend commission meetings. The Commissioners would like thank all department heads and employees, especially the Office of Corporation Counsel, for their support of the Commission's work. 0 APPENDICES Appendix A — Comm. 2014-077 Response from Walter K.M. Lau, Managing Director Appendix B — Letters to Department Heads and Employees Appendix C — Letters to Boards and Commissions Appendix D — Responses from Departments and Boards and Commissions 10 APPENDIX A William P. Kenoi Mayor April 7, 2014 Walter K.M. Lau Managing Director Randall M. Kurohara Deputy Managing Director KIVU ���I' of �aival`i (Offirr of fhr ztgor 25 Aupuni Street, Suite 2603 • Hilo, Hawaii 96720 • (808) 961-8211 • Fax (808) 961-6553 KONA: 74-5044 Ane Keohokalole Hwy., Bldg. C • Kailua-Kona, Hawaii 96740 (808) 323-4444 • Fax (808) 323-4440 Cost of Government Commission Attn: Susan Maddox clo Office of Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, HI 96720 RE. Status of Prior Commission Recommendations Aloha Susan, First of all, thank you for heading up this Cost of Government Commission. The work that you and your fellow commissioners do is of great importance and value in keeping us focused on delivering our core County Government services the most efficient, effective and productive way possible. Since taking office in 2008, this administration has consistently strived to reduce the size and the cost of government in part due to the severe economic downturn we experienced, but more importantly because it is the right thing to do. The recommendations put forth in 2010-2011 Cost of Government report have either been implemented or in the process of implementing where possible. Here are the responses to the recommendations. Consolidate and coordinate the inspection and enforcement responsibilities of the Planning Department, Building Division, Real Property Tax Division, Department of Environmental Management, and the State of Hawaii Department of Health (as contracted to the County) into an inspection and enforcement division. This would help eliminate inspections from multiple departments and help to administer enforcement of remedial actions and fines. The Department of Public Works have implemented new software to manage and track the permit process which has provided more transparency, access to tracking, and feedback. The Department of Public Works also implemented a twice a week plan review day where all the County of Hawaii is an Equal Opportunity Provider and Employer. COMM. NO. 2014-077 various agencies involved in plan reviews are present in one room to provide more timely service. Having done these intermediary initiatives to increase productivity and efficiency, we can now move towards the consolidation of the Building Division and Planning Division in respect to plan review and inspection and enforcement. Initial discussion and planning on the feasibility of this consolidation effort is underway. Propose a resolution to the State allowing each County to negotiate collective bargaining contracts with the Unions on behalf of the County. The Department of Human Resources response is: Legislative action is required (HRS 89-6) to implement and it is unlikely such a change would be supported. Regardless, HRS 89-6 provides: "In addition to a collective bargaining agreement under subsection (d), each employer may negotiate, independently of one another, supplemental agreements that apply to their respective employees; provided that any supplemental agreement reached between the employer and the exclusive representative shall not extend beyond the term of the applicable collective bargaining agreement and shall not require ratification by employees in the bargaining unit" More information is needed to determine if a supplemental agreement is appropriate to address operational/department specific concerns. This administration has sought and was granted the flexibility to negotiate county -specific agreements with the various public workers unions on issues such as the number of furlough days and the cost split for public worker health care premiums, and the county plans to pursue similar sub -agreements as needed. Centralize grant writing efforts by creating a Grant Specialist position to work with all departments in the County to improve the County's ability to receive funds from various sources. The Department of Research & Development currently employs a Grants Specialist within its Resource Center. This position serves as a grant writing resource to other county departments. R&D has also subscribed to a grants search engine that assists users to locate grants that relate to the subject or area of interest. R&D provides access to this grants search engine to not only other county agencies (departments) but also to other community non -profits and agencies. Grant writing classes as well as education on the use of the grants search engine has also been carried out by the Department of Research and Development. -- Develop and implement a County -wide technology management plan. The office of Information Technology has developed a strategic plan and is in the process of implementing this plan through several measures. The first phase is to increase internal capacity through an upgraded server platform and new computers that will have all agencies on the same operating system and getting all outdated computers replaced. Other initiatives include increasing the availability of online services and centralizing its location on website, increasing our use of laserfische and video conferencing, and incorporating more GPS technology into all agencies that can benefit from it. Phase one is already in progress and County of Hawai' i is an Equal Opportunity Provider and Employer. should be completed within the next 3 — 6 months. A more detailed response to other IT initiatives are included in the departments direct response to you. The goal of this administration and our Department of Information Technology is to increase the productivity and efficiency of our employees by utilizing technology as well as to make it easier for the public to access county government information and services. — Review the internal process of procurement as to reduce change orders, facilitate contract renewals and speed up contract processing. Utilize technology such as electronic signatures, electronic distribution, and online approvals to increase efficiency. Department of Finance has several ongoing initiatives that address this recommendation. One is the implementation of an e -procurement software system ("Public Purchase") that maintains a vendor database as well as distributes and receives requests for quotes, invitations for bids, and Request for Proposals electronically. This provides more efficiencies as well as access to Public Purchase's nationwide vendor base, alerting more potential vendors of the goods and services the County buys. Another benefit of utilizing Public Purchase is ability to verify that vendors have received notice, reviewed and submitted a bid (without viewing the bid) and ability to avoid potential delays in rebidding. Purchasing Division has also update and expanded both its external internet page and internal intranet page to allow vendors to sign up and download bid documents and provide online viewing of procurement notices (saving vendors time instead of traveling down to view on a bulletin board at County building). Expansion of the internal intranet page now includes available forms, memos and information that departments can use to assist them in the procurement process. Saves time for departments looking for information and time for Purchasing to have to answer requests for information. Also, efforts to reduce paper copies and files include implementing and expanded us of loserfiche as it central repository. This allows quick access to files (stored using cloud based technology) even when office is closed or during disasters where access to office is impaired. The Division is also sending and requesting documents to and from departments via email to expedite the process. Use of electronic signatures by some Purchasing Division and Finance Administration staff is allowing for the timely approval and submittal of documents to departments. Finally, The Purchasing Division is continuing to work with the Information Technology Department on ways to increase efficiency of sending and receiving documents, particularly large documents or files, between the Division and the departments. — Increase the annual renewal fee to commercial solid waste haulers from the current $25 and require all haulers to be current on their solid waste accounts to reduce delinquencies. Implementing software solutions to coordinate collection of tipping fees at the scale house will reduce delinquencies and ensure accounting systems are able to read the data. County of Hawai' i is an Equal Opportunity Provider and Employer. The Department of Environmental Management has not raised the current $25.00 annual renewal fee but has more importantly implemented fiscal and IT solutions that will allow for more timely collection of fees as well as overall fiscal management. DEM has implemented new software for the scale house that now ties into their accounting software to provide more reliable, accurate, real time information on accounts. This allows accounts that are delinquent to be flagged and addressed at the scale house. In addition, DEM has changed the SWD permit application process which now requires applicant to be in good standings with DEM Business Office for the annual permit to be reissued to that applicant. Also, a personal guarantee is now required as well which will deter companies from running up large bills and then creating new companies to avoid being locked out and still allowed to operate and use the landfill. And finally, DEM is denying access (locking out vendors) with delinquent accounts that do not make good with proper notice. DEM SWD is looking to raise both permit fees and tipping fees but want to make sure that they have closed all loop holes and implemented proper business practices and policies. Review the process for qualifying agricultural property tax benefits through the agriculture use and dedication programs and require financial documentation to verify and substantiate agricultural activity. Fine and/or revoke exemptions for violators. This initiative is underway within the Finance Department to require documentation of continuing agricultural uses in order to qualify for the ag use tax rate. This has not been implemented yet but is in the final workings involving input from the Real Property Task Force. Finance Department's response is below: As part of a broad program to review real property tax policies and administrative practices in the County, an outside review was conducted and a task force has been established to address issues such as the agricultural tax programs and benefits. The department has also been proceeding with a study of the current agricultural use program and suggested changes. Enforcement of the programs current requirements has been initiated and appraisers are reviewing ag. properties in the field and through use of imagery to determine that appropriate activity is taking place. In a staged program beginning with next year, all agricultural use program participants will be required to renew their applications and provide additional financial information. As always, violators of the terms of the programs are receiving penalties and revocations. Eliminate the Homeowner's Real Property Tax Exemption for unpermitted dwellings. Finance Department comments that in order to implement this suggestion for currently unpermitted dwellings could cause significant economic and social upheaval for many property owners. We would support changes to the County Code that would be effective for new construction of homes or additions to homes, requiring appropriate permits in order to qualify for Homeowners exemptions and classification. The difficulty will be determining which unpermitted construction occurred after the effective date of the legislation. County of Hawai' i is an Equal Opportunity Provider and Employer. This administration is allowing the Finance Department and its Real Property Tax Task Force to review all COG recommendations that pertain to RPT. — Impose a fee to be included in each parcel's real property tax bill to help fund recycling, e - waste disposal, and help offset the cost of solid waste disposal and illegal dumping clean ups. This recommendation was put on the table last year as we looked for ways to increase revenue to offset the rising cost of handling recyclables and other more sustainable practices. The Department of Finance looked into this and was given legal input that this fee would in reality be a tax and therefore not under our jurisdiction or authority to charge. The County is not authorized by state law to implement such a tax. Limit attendance at off -island conferences/meetings and/or hold off -island conferences/meetings via Skype or video conferencing. Hold department and division meetings via video conferencing Utilize multimedia communication in lieu of face -to face meetings to reduce on and off -island travel. Travel budgets were reduced across county government as part of the continuing budget tightening during the recession. In addition, all departments have been utilizing more technology through teleconferencing, skype and video conferencing to save on travel time and cost. This has been the priority where technology is available for meeting participants. Thank you again for the work that you do. Please do not hesitate to call on me should you have any questions or concerns. We look forward to this process of engagement to collectively seek solutions that will improve efficiency and reduce the Cost of Government. Mahalo and Aloha Wa71Y Lau Managing Director County of Hawaii County of Hawai' i is an Equal Opportunity Provider and Employer. APPENDIX B COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Alan Parker Office of Aging 1055 Kino'ole Street, Suite 101 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, �lt•QQIv ��'� Susan Maddox, Chair Hawai'i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-001 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Darryl Oliveira Civil Defense Agency 920 Ululani Street Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, ,4wa^, d?"4 te^ Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-002 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Lincoln S.T. Ashida Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-003 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Stewart Maeda Office of the County Clerk 25 Aupuni Street Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendation: Use a hiring agency to staff temporary election clerk positions Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Since"re"l`y, nc Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-004 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 J Yoshimoto Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii(a-)-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-005 Aloha, COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 6, 2014 The Cost of Government Commission has recently been reconvened, as required by law. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualiie-co.hawaii.hi.us. Yourresponses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, x4wa.v 9)w&,eZ`^ Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-006 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 BJ Leithead Todd Department of Environmental Management 345 Kek0ana6'a Street, Suite 41 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Implement software solutions to coordinate collection of tipping fees at the scale house and insure accounting systems are able to read the data. Regulate septic and grease haulers and increase the annual fee for registration commensurate with fees of other counties in Hawai `i. — Increase the annual renewal fee for solid waste haulers and require all haulers to be current on solid waste bills to reduce delinquencies. COMM NO. 2014-007 BJ Leithead Todd Department of Environmental Management March 12, 2014 Page 2 Separate positions for heavy equipment operators in the Solid Waste Division who work only at landfills and don't need a CDL license from those who drive offsite and do need a CDL license. Impose a fee to be included in each parcel's tax bill to help fund recycling and efficient management of e-waste disposal. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at lkualii _co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, AW&A., 7r)W&dAk-1 Susan Maddox, Chair COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, 40 Hilo, Hawaii 96720 March 12, 2014 Nancy Crawford Department of Finance 25 Aupuni Street, Suite 2103. Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Establish a one-time auto salvage fee to be assessed when a vehicle is first registered in the County. This fee will be in addition to the disposal fee already in effect. Establish a salvage fee for commercial buses that would offset the cost of including their disposal through the County scrap metal recycling program. Hawai `i County is an Equal Opportunity Provider and Employer COMM NO. 2014-008 Nancy Crawford Department of Finance March 12, 2014 Page 2 Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at Lkualii@co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Darren J. Rosario Hawaii Fire Department 25 Aupuni Street, Suite 2501 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Investigate the cost effectiveness of implementing a jet ski program with our Ocean Safety Division. Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-009 Darren J. Rosario Hawaii Fire Department March 12, 2014 Page 2 Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7.. 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(aD-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, /ate AP -1 Susan Maddox, Chair COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Stephen J. Arnett Office of Housing and Community Development 50 Wailuku Drive Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-010 0 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Sharon Toriano Department of Human Resources 101 Pauahi Street, Suite 2 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Eliminate the Personnel Officer position in smaller departments and designate a specialist in Human Resources to absorb these tasks. Reorganize the Human Resources Department to decrease staffing needs. Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-011 Sharon Toriano Department of Human Resources March 12, 2014 Page 2 Direct the Human Resources department to examine countywide overtime policies to make sure they are fair, unambiguous and effective in reducing overtime. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualiiCa�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, /4 fill Susan Maddox, Chair COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Rose Y. Bautista Immigration Office 25 Aupuni Street, Suite 2601 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, /4walft. XA1&Vt'Ak1 Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-012 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Donald Jacobs Department of Information Technology 25 Aupuni Street Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, clo Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Kawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-013 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Gerald Takase Department of Liquor Control 101 Aupuni Street, Suite 230 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-014 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Wally Lau Managing Director Office of the Mayor 25 Aupuni Street Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Consolidate and coordinate the inspection and enforcement responsibilities of the Planning Department, Building Division, Real Property Tax Division, Department of Environmental Management, and the State of Hawai `i Department if Health (as contacted to the County) under an inspection and enforcement division. Propose a resolution to the State allowing each County to negotiate collective bargaining contracts with the Unions on behalf of the County. Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-015 Wally Lau Managing Director Office of the Mayor March 12, 2014 Page 2 Centralize grant writing efforts by creating a Grant Specialist position to work with all departments in the County to improve the County's ability to receive funds from various sources. --- Develop and implement a County -wide technology management plan. Review the internal process of procurement as to reduce change orders, facilitate contract renewals and speed up contract processing. Utilize technology such as electronic signatures, electronic distribution, and online approvals to increase efficiency. Increase the annual renewal fee to commercial solid waste haulers from the current $25 and require all haulers to b current on their solid waste accounts to reduce delinquencies. Implementing software solutions to coordinate collection of tipping fees at the scale house will reduce delinquencies and ensure accounting systems are able to read the data. Review the process for qualifying agricultural property tax benefits through the agriculture use and dedication programs and require financial documentation to verify and substantiate agricultural activity. Fine and/or revoke exemptions for violators. Eliminate the Homeowner's Real Property Tax Exemption for unpermitted dwellings. Impose a fee to be included in each parcel's real property tax bill to help fund recycling, e -waste disposal, and help offset the cost of solid waste disposal and illegal dumping clean UPS- - Limit attendance at off -island conferences/meetings and/or hold off -island conferences/meetings via Skype or video conferencing. Hold department and division meetings via video conferencing. Utilize multimedia communication in lieu of face -to face meetings to reduce on and off -island travel. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(_co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Tiffany Kai Mass Transit Agency 1266 Kamehameha Avenue, Suite A-2 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, /4rw4 , 9?w&.�eob Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-016 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Mayor William P. Kenoi County of Hawai'i 25 Aupuni Street Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Use the Retired and Senior Volunteer Program (RSVP) as a template to expand opportunities for volunteers to work within the County and in response to County needs. Direct all departments to utilize student interns. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at Ikualii(at)_co.hawaii.hi.us. Hawai'i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-017 Mayor William P. Kenoi County of Hawaii March 12, 2014 Page 2 Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Clayton S. Honma Department of Parks & Recreation 101 Pauahi Street, Suite 6 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four matters. We would also like to know whether the following specific recommendations from the 2010-11 Commission report have been implemented; if so, what is the impact; if not, the reasons for not implementing. Recommendations: Streamline the re -contracting process for continuing, part-time temporary staff including eliminating the yearly requirement for a physical exam. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a)co.hawaii.hi.us. Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-018 Clayton S. Honma Department of Parks & Recreation March 12, 2014 Page 2 Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair 0 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Laverne R. Omori Department of Research and Development 25 Aupuni Street, Suite 1301 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-024 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Quirino Antonio Department of Water Supply 345 Kekuanao'a Street, Suite 20 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-025 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Lane H. Shibata Office of the Legislative Auditor 1266 Kamehameha Avenue, Suite A-8 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The current Commission, comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on: 1) ways the County can save money without compromising essential services and 2) ways the County can function more efficiently. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 no later than April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii@co.hawaii.hi.us. Your responses may be made anonymously. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-026 APPENDIX C COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Board of Appeals 101 Pauahi Street, Suite 3 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a)-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, 9)okl Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-027 0 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Board of Ethics 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by You may also fax your feedback to 961-8622 or email to the Cost Commission's Secretary, Jennifer Kualii, at ikualiiCa)co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, ,.ley^ lawlell, 9�'d Susan Maddox, Chair Kawai'i County is an Equal Opportunity Provider and Employer /o Office of the April 7, 2014. of Government COMM. NO. 2014-028 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Committee on Aging 1055 Kino`ole Street, Suite 101 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at �kualii(a�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-029 40 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Committee on People with Disabilities 1055 Kino'ole Street, Suite 101 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a-)-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, /Qpan, dra'0711 Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-030 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Committee on Status of Women 655 Kilauea Avenue Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-031 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Environmental Management Commission 345 Kekuanao'a Street, Suite 41 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii(W-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, fin- g?"d6k, Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-032 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Hawaii County Fire Commission 101 Pauahi Street, Suite 9 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at Ikualiir'a�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, ,ten- dAk1 Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-033 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Game Management Advisory Commission 25 Aupuni Street, Suite 2603 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at *kualii(aD-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-034 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Hamakua Community Development Plan Action Committee 74-5044 Ane Keohokalole Highway Building E Kailua-Kona, Hawaii 96740 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualiicc'i co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, lao", �.�, X)W&4 D Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-035 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Kailua Village Design Commission 74-5044 Ane Keohokalole Highway Building E Kailua-Kona, Hawaii 96740 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-036 M� Y COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Ka`u Community Development Plan Steering Committee 101 Pauahi Street, Suite 3 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by You may also fax your feedback to 961-8622 or email to the Cost Commission's Secretary, Jennifer Kualii, at ikualii _co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair /o Office of the April 7, 2014. of Government Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-037 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Kona Community Development Plan Action Committee 74-5044 Ane Keohokalole Highway Building E Kailua-Kona, Hawai'i 96740 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by You may also fax your feedback to 961-8622 or email to the Cost Commission's Secretary, Jennifer Kualii, at ikualii(a�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Za"4.- 9)" W� Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer /o Office of the April 7, 2014. of Government COMM. NO. 2014-038 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Leeward Planning Commission 74-5044 Ane Keohokalole Highway Building E Kailua-Kona, Hawai'i 96740 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(aD-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, zawao- ??W&A6111 Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-039 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Liquor Adjudication Board 101 Aupuni Street, Suite 230 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualiiCc�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, ,mow Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-040 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Liquor Commission 101 Aupuni Street, Suite 230 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Kawai'i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-041 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Merit Appeals Board 101 Pauahi Street, Suite 2 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulffll our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualiits�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, 14W411 ?9w&44� Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-042 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson North Kohala Community Development Plan Action Committee 74-5044 Ane Keohokalole Highway Building E Kailua-Kona, Hawaii 96740 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii0)-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-043 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Pension Board 25 Aupuni Street Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(cD-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-044 1 0 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson County of Hawaii Police Commission 101 Pauahi Street, Suite 9 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(aD-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-045 jp a � t COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Public Access, Open Space and Natural Resources Commission 25 Aupuni Street, Suite 2103 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at Lualiitico.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, /uaa t, X)w&.op, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-046 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Puna Community Development Plan Action Committee 101 Pauahi Street, Suite 3 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hl 96720 by You may also fax your feedback to 961-8622 or email to the Cost Commission's Secretary, Jennifer Kualii, at ikualii(cr�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer /o Office of the April 7, 2014. of Government COMM. NO. 2014-047 s COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Real Property Tax Board of Review 101 Pauahi Street, Suite 4 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014, You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(aD-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, za"12^1 9)1�01 Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-048 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Salary Commission 101 Pauahi Street, Suite 2 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions;. 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a)co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, ,aw-0111 9)"a��Akl Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-049 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson South Kohala Community Development Plan Action Committee 74-5044 Ane Keohokalole Highway Building E Kailua-Kona, Hawaii 96740 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at ikualii(a-)-co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-050 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Transportation Commission 1266 Kamehameha Avenue, Suite A-2 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii(cl)co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Z0111�101 Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-051 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Veterans Advisory Commission 101 Pauahi Street, Suite 6 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by You may also fax your feedback to 961-8622 or email to the Cost Commission's Secretary, Jennifer Kualii, at 'kualii(d-�co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer April 7, 2014. of Government COMM. NO. 2014-052 COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawaii 96720 March 12, 2014 Chairperson Water Board 345 Kekuanao'a Street, Suite 20 Hilo, Hawai'i 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii _co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, j"Al Zh 11?1 Susan Maddox, Chair Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-053 F COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, F V Hilo, Hawaii 96720 March 12, 2014 Chairperson Windward Planning Commission 101 Pauahi Street, Suite 3 Hilo, Hawaii 96720 Aloha, As required by law, the Cost of Government Commission has recently been reconvened. The Commission, currently comprised of seven (7) volunteers from your community, is charged to "study and investigate the organizations and methods of operations of all department, commissions, boards, offices and other instrumentalities of all branches of the county government, and determine what changes, if any, may be desirable to accomplish the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County by: 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2) eliminating duplication and overlapping of services, activities and functions; 3) consolidating services, activities and functions of a similar nature; and 4) abolishing services, activities and functions not necessary to the efficient conduct of government." We have only 11 months to fulfill our mandate and provide a written report of findings and recommendations to the Mayor, the Managing Director and the Council. In your daily work, you are in the best position to help inform our work. We would greatly appreciate receiving your feedback on the above four items. Please send your feedback to the Cost of Government Commission, c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, HI 96720 by April 7, 2014. You may also fax your feedback to 961-8622 or email to the Cost of Government Commission's Secretary, Jennifer Kualii, at jkualii(c-)co.hawaii.hi.us. Thank you for your participation; we look forward to hearing from you. Sincerely, Susan Maddox, Chair Hawai `i County is an Equal Opportunity Provider and Employer COMM. NO. 2014-054 APPENDIX D William P. Kenoi Mayor March 14, 2014 M� 4�tvles I� harry S. Kubojiri Police Chief •� r` "' "'�' Paul K. Ferreira Deputy Police Chief County of Hawaf i POLICE DEPARTMENT 349 Kapi`olani Street • Hilo, Hawaii 96720-3998 (808)935-3311 Fax(808)961-2389 Ms. Susan Maddox Chair Cost of Government Commission c/o 101 Aupuni Street, Suite 325 Hilo, HI 96720 Dear Ms. Maddox: This responds to your letter of inquiry dated March 12, 2014, with respect to the specific recommendations proffered by the 2010-11 Cost 'of: Government Commission (CGC). Your letter requests that I indicate whether' I:the recommendations were implemented, if so, the impact, if not, the reasons. for not implementing.. Please note the recommendations and my responses (italicized) are listed as follows: • The first recommendation was to base the fuel reimbursement for all Police Department personnel on actual mileage rather than a fixed amount that is no (sic) reflective of distances travelled. This recommendation was not implemented as it is a matter subject to the Collective Bargaining Agreement (CBA) and as such cannot be mandated for change. With that being said, I should note. that I tried to reach a cost-saving supplemental agreement with the affected employees' representative (State of Hawaii Organization of Police Officers - SHOPO), which would have resulted in officers receiving one gallon of gas for every IZ miles driven as opposed to the current contractual 10 miles driven; however, I was unable to get the Union .(SHOPO) to agree to this request. • The second recommendation. was to develop a . notification system ' for police officers who have .been subpoenaed for court.hearings. to let "Hawai'i County is an Equal Opportunity Provider and Employer" COMM. NO. 2014-055 Ms. Susan Maddox Cost of Government Commission March 14, 2014 Page 2 them know if the hearing has been cancelled or postponed, thus avoiding unnecessary travel and overtime pay. First of all, we already had a system in place in which as soon as a court cancellation is made . known to my, department, notification is made to the affected officers The problem is that for the most part, court cancellation notifications which are under the jurisdiction of the State of Hawai 'i Judiciary branch are otten not communicated until the very last minute for reasons too numerous to list here. For the most Part, the Countys Deputy Prosecutor assigned to the court case will notify the officer, his commander, or the ranking officer on duty when a case is cancelled and we then attempt to notify the officer Now with that being said, there are many times when Defense attorneys will wait until court hearings are held before deciding to ask for continuances or to strike plea deals, and often these decisions are predicated upon whether all subpoenaed witnesses show up or not. There are also civil court matters whereby the only County involved individuals are our officers, which on many occasions results in the officer not being notified of a cancellation until arriving at court. Although it did not result because of this specific recommendation, there are many times whereby if an officer is expected to be involved in long trials and are actually assigned to a non -daytime shift, we will assign the officer to a day shift in order to minimize his overtime (i. e., an officer ordinarily assigned to the 2:45 p.m, to 11;30 p.m. shift and is expected to testify for several days may be assigned to the 6.45 a. m. to 3:30 P.m, shift so that his court time is within his/her "regular" workday). • The third recommendation was to cut the monthly car allowance for police officers and replace it with a yearly servicing and maintenance allowance. This recommendation was also not implemented as it too involves a CBA issue, subject to negotiation, and cannot be mandated by me in accordance with state statutes regarding collective bargaining. Additionally, your letter requests my input regarding limiting expenditures; eliminating duplication and overlapping of services; consolidating of services, • Ms. Susan Maddox Cost of Government Commission March 14, 2014 Page 2 activities and functions of a similar nature; and abolishing unnecessary services, activities and functions. My input on these issues is that a study conducted by my department as part of our accreditation process revealed that we are understaffed when compared with like -sized communities in terms of geographic responsibilities and a similar population base. We have turned to upgraded technology to "make do with less," but the continuous population growth of our community is such that we are unable to maintain service levels even with technological advances. We have, for the most part, already reduced our services to "core" services attendant with an accredited law enforcement agency. In closing, I am appreciative of the Herculean task that you and your commission have been entrusted with and pledge my willingness to provide my department's assistance as needed. I would only ask that your commission allow me to have input into recommendations prior to their being published so as to ensure they are not fraught with attendant issues that may render them moot. Sincerely, iw March 16, 2014 Susan Maddox, Chair Cost of Government Commission 101 Aupuni St # 325 Hilo, HI 96720 Aloha Ms Maddox, My name is Judy Bell and I am the Chair of the Hawaii County Committee on Aging. We are tasked with advising the Mayor and the Office of Aging on the needs and concerns of older persons as programs are developed. The Committee, originally established in 1966, consists of not less than 15 members, appointed by the Mayor. The members are selected from each of the districts on the island and the appointments expire at the end of the Mayor's term. Hawaii County members of the State Policy Advisory Board for Elder Affairs (PABEA) are invited to participate in the Committee on Aging meetings and functions. However, unless duly appointed, they do not serve as members of the Committee. Additionally, at least four members from federal, state or county agencies which provide services or programs affecting the elderly are also appointed to the Committee, as well as representatives of private, non-profit agencies/organizations and individuals whose interests, knowledge and abilities may contribute to the solution of problems relating to aging. Since we are an advisory committee, whose members serve without compensation, and we are not tasked with providing any "services, activities or functions" assigned to county employees none of the items outlined in your request appear to apply to the Hawaii County Committee on Aging. Hopefully, the above information will aid you in the completion of your report to the Mayor, Managing Director, and the Council. If you have any questions, or if I may be of any further help to you, please do not hesitate to contact me. incereiy, Judith M. Bell, Chair Committee on Aging heyiude123@hawaii.rr.com - - --- - COMM. NO. 2014-056 William P. Kenoi Mayor March 18, 2014 (fountp of'oivai`i HAWAII FIRE DEPARTMENT 25 Aupuni Street a Suite 2501 • Hilo, Hawaii 96720 (808) 932-2900 • Fax (808) 932-2928 Susan Maddox, Chair Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 Dear Chair Maddox: Darren J. Rosario Fire Chief Renwick J. Victorino Deputy Fire Chief This letter is being submitted per your request regarding the 2010-11 Commission report recommendation for the Hawaii Fire Department as stated below: Recommendations: -- investigate the cost effectiveness of implementing a Jet Ski program with our Ocean Safety Division. I was appointed Fire Chief on September 12, 2011. Since my appointment the concept of providing a Jet Ski program for the Ocean Safety Division has been discussed with our team. Special Operations Battalion Chief Gerald Kosaki was sent to Kauai to meet with personnel from the Kauai Fire Department's (KFD) Ocean Safety Division. The KFD is the only Fire Department based Ocean Safety Division with a Jet Ski Program. I have provided attachments that outline the cost estimates for implementing a Jet Ski program for the HFD Ocean Safety Division. The following further illustrates the cost to implement the program in summary: Powered Water Craft (PWC) (2) $12,000 each $24,000 Equipment for PWC $7,800 $7,800 Personal Equipment (2) $600 each $1,200 Salary for Water Safety Officer (2) $40.000 each $80,000 Training Cost $3,000 $3,000 Maintenance $15,000 $15,000 Total start up cost: $131,000 %%kW44 Hawai'i Counhf is an Equal Opportunihf Provider and Employer COMM. NO. 2014-063 Susan Maddox, Chair March 18, 2014 Page 2 The recurring annual cost will be approximately $95,000 to cover salaries and maintenance. There were other associated cost such a storage building and vehicle that could add an additional estimated cost of $75,000. However we can utilize existing structures and vehicles to offset these cost for the initial start up. This program was consulted with members of the County Council and the Mayor's Office. Both government branches agreed that the program would benefit the County of Hawaii. Unfortunately, our proposal came at a time of fiscal uncertainty for the County of Hawaii which resulted in budget cuts and reprioritizing projects to meet the community's needs. The HFD had to prioritize funding for replacement Fire Apparatus as its number one priority for FY 11/12 and FY 12/13. Implementation of a Jet Ski Program for the Ocean Safety Division of the HFD is still one of our strategic focuses for upcoming budget years. We are in hope that the fiscal condition of the County of Hawaii improves in the near future to implement this program. Please do not hesitate to contact me if you or your commission has any questions regarding this matter. Thank you of__- DARREN J. ROSARIO Fire Chief HAWAII FIRE DEPARTMENT OCEAN SAFETY JET SKI - POWERED WATER CRAFT (PWC) PROGRAM ESSENTIAL COMPONENTS: 1. Equipment 2. Manpower 3. Training 4. Policies and Procedures 5. Maintenance 6. Storage housing or shed Equipment 1. PWC — 2013 Yamaha Wave Runner model VXS — approx. $12,000 4 cylinder, 4 stroke non -turbo engine Seating capacity 1-3 persons Fuel capacity 15.9 gal. Storage capacity 15.1 gal. 2. Essential hardware for PWC - Tow rope, lanyards, seat straps, buckles and attachments for sled — approx. $1,500 - Rescue sled — approx. $2,000 - Trailer — approx. $2,500 - Beach dolly with ATV attachments — approx. $1,800 3. Personal equipment for PWC operator and grabber - Wetsuit and Personal Flotation Device (PFD) - Helmet - W protection garment - Other WSO equipment — fins, mask/snorkel, rescue buoy, uniform, etc. - Total cost approx. $600 4. Vehicle to tow the PWC - Initially we could use our spare Ocean Safety captain's vehicles to tow the PWC. However, these vehicles will need to be replaced in the near future due to its age and condition. Manpower 1. Minimum 2 WSOs assigned to a PWC (1 operator and 1 grabber) 2. Premium pay for all hours the WSOs are assigned to the PWC - $2.50/hr. 3. If a PWC is assigned to a tower, the minimum manpower for that tower will be 3. 4. Although this will not be considered TA, it will be rotated equally among all qualified personnel to maintain skills and familiarity. 5. Salary for one additional WSO II is $40,000.00 annually full time Training 1. All PWC operators must go thorough a minimum 80 hour course to become certified. 2. We will send at least 2 personnel to Maui for the initial training and to become PWC instructors. They will in turn train our personnel on island. Approx. cost $3,000 for the 2 weeks. 3. We may offer this training to HFD members also for those that are stationed at a facility that may store a PWC; however, they would need to satisfy all the requirements of a PWC operator. 4. All personnel assigned to a PWC will be required to pass all USLA requirements - specific timed events will be determined later such as the 1000m run/1000m swim in 20.00 minutes etc. based on uniformity within the state. 5. All operators will require an annual recertification; however, PWC training will be done quarterly to upkeep skills and familiarity. Policies and Procedures 1. Policies and procedures will be developed based on our current SOPs with an addendum for those assigned to a PWC. 2. These procedures or guidelines would identify response protocol, maintenance, safety equipment required, usage, etc. Maintenance 1. We should require a spare PWC for each PWC assignment station. This would allow for training while having a spare when the PWC goes in for maintenance or repairs. 2. PWC must go in for mandatory maintenance every 100 hrs. (usually about 1 year) 3. After about the 200 hr. mark, parts begin to wear and break. 4. Recommend replacement of PWC every 3 years. The PWC can be taken off line and used for training and/or back up depending on its condition. After that we could sell it, sell its parts, or just dispose of it. 5. A PWC account needs to be established for PWC maintenance. Depending on the amount of PWCs we utilize this account should be about $10,000 to $20,000 to cover maintenance, repairs, and other equipment. Storage Housing or Shed 1. For our start up program, we should consider storing the PWC at the nearest fire station in the district. This would maintain security and routine maintenance can be done there also. 2. In the future, we can look for areas to store the PWC if we assign it to a remote location. However, for all of the areas that we would identify as a response tower, there is a fire station in the vicinity. PAUL BLECK A.I.A. LTD. In,dot%. R 44= H ■ T G T KAILUA-KONA HAIKU BOX 4771, KAILUA KONA LAND 808326-1598 CELL 808-9893047 EMAIL paul@paulbleck.com 505 AWALAU HAWAII 96745, USA WWW.PAULBLECK.COM HAIKU, HAWAII 96708, USA Date: April 1, 2014 To: Cost of Government Commision c/o Office of the Corporate Counsel 101 Aupuni Street, Suite 325 Hilo HI 96720 Re: Cost of Government Feedback As Chairperson of the Kailua Village Design Commission, I have considered ways to reduce costs, yet have found that the Commission is efficiently run at the moment. We have no recommendations to reduce costs at this time. Paperwork is already minimized as agendas and minutes are sent via email to the Commissioners. And, hard copies are only prepared if requested. Our meetings are held at the County offices and are usually brief. If you have any questions, please don't hesitate to call. Yours truly, Paul Bleck, A.I.A. COMM. NO. 2014-065 �tf OP N" William P. Kenoi Mayor Countp of Jklabaai' i DEPARTMENT OF PARKS AND RECREATION 101 Pauahi Street, Suite 6 • Hilo, Hawai°i 96720 (808) 961-8311 • Fax (808) 961-8411 April 2, 2014 MEMORANDUM TO: Cost of Government Commission FROM: Claon S. Honma, Director SUBJECT: Response to letter dated March 12, 2014 Clayton S. Honma Director Robert A. Fitzgerald Deputy Director As requested, we are providing feedback below on the four matters designated in your letter dated March 12, 2014. 1) Limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions. This has been a consistent focus under the Kenoi administration. When Mayor Kenoi took office in December 2008 he instructed all departments to focus on core operations and eliminate or significantly reduce all non-essential services. In the fiscal year after he took office P&R reduced its budget by $1.2 million and another $2 million the following fiscal year. The department also increased the number of unfunded positions from 15 in FY08-09 to a high of 80 in FY 11-12. Limiting expenditures and focusing on core services has been a consistent theme in all the budget cycles since. Therefore, we do not have any further recommendations as we believe we are consistently focused on this goal. 2) Eliminating duplication and overlapping of services, activities and functions We have initiated discussion on either combining the Hawaii County Band and the West Hawaii Band or having a non-profit organization oversee operations and reduce county funding. County of Hawaii is an Equal Opportunity Provider and Employer. COMM. NO. 2014-066 3) Consolidating services, activities and functions of a similar nature Consolidation of all vehicles and mass transportation needs under one department. Vehicles could be checked out of a motor pool when needed instead of having each department retain its own fleet Investigate consolidating all county concessions and revenue generating operations under one department. Similar to the City & County of Honolulu's Department of Enterprise Services. 4) Abolishing services, activities and functions not necessary to the efficient conduct of government. As mentioned in response to item #1 our administration has placed a focus on right sizing govemment and eliminating non-essential programs and services. We have increased the number of unfunded positions to approximately 5 times the number before our administration. We feel that we have eliminated as much as possible and will be looking to increase positions as we continue to add parks and facilities for the County's growing population. Update to operational changes made as a result of the following 2010-11 commission recommendation: Recommendation: Streamline the re -contracting process for continuing, pat -time temporary staff including eliminating the yearly requirement for a physical exam. We have made the following change based on that recommendation. If contract hires continue their contracts annually, we do not require a physical. However, if the contractor breaks for a quarter or any period and service is not deemed continuous, we do require the physical. Thank you for this opportunity to provide comments and please feel call me at 961-8311 if you have any questions. County of Howai'i is an Equal Opportunity Provider and Employer. DEPARTMENT OF WATER SUPPLY COUNTY OF HAWAVI 345 KEKUANAO`A STREET, SUITE 20 HILO, HAWAI'I 96720 TELEPHONE (808) 961-8050 • FAX (808) 961-8657 April 3, 2014 Susan Maddox, Chair Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, HI 96720 Dear Ms. Maddox: Thank you for your letter of March 6, 2014. The Department of Water Supply and Water Board of the County of Hawaii are continuously seeking ways to improve efficiencies in our operations in order that costs to deliver potable drinking water to our customers can be kept reasonable or reduced. We are currently engaged in a few initiatives to accomplish this. The Lalamilo Windfarm project is underway. Upon its scheduled completion in 2016, the project will deliver approximately 2.5 megawatts of clean renewable energy that will save water users about $1 million annually. The windfarm will provide power to eight (8) existing deep wells that service the Kawaihae-Puako area. The Department currently operates three (3) hydro -generators that save about $40,000 annually. Also, with pumping limited to off-peak hours, roughly $300,000 per year is saved. The Department's leak detection program monitors water systems for any leakages due to water main breaks, faulty controls, customer leakages, wasteful water use, and inefficient pumping equipment. Leakages, wasteful uses, inefficient pumps and motors result in unnecessary electrical costs and manpower costs. The Department is closely working with the Department of Environmental Management, Wastewater Division, to coordinate water shutoff due to sewer delinquencies. Changes to the Hawaii County Code and departmental rules are currently in process. Finally, we are currently seeking authority (through SB3094) to place property liens for unpaid water bills as an additional tool to assist the DWS' current and active attempts to collect on 1.2 million dollars in delinquent charges for water service which are in arrears past 90 days. The Department of Environmental Management will also receive this authority to reduce delinquencies. Water, Our Most Precious Resource ... Ka Wai A Kane ... The Department of Water Supply is an Equal Opportunity provider and employer. COMM. NO. 2014-067 Susan Maddox, Chair Cost of Government Commission Page 2 April 3, 2014 Although a portion of this total amount is anticipated to be collected through previously arranged payment plans or pending water leak adjustments, the majority of the delinquent accounts remain in the collection process for long periods of time. This collection process includes correspondence, phone calls, and taking legal action against customers, when they can be located. This process can be time and resource consuming. When customers do not pay their bills, the cost of operating the water system has to be borne by the other water customers. Oftentimes when a lawsuit is filed, the defendant does not respond, and a default judgment will be entered. It is assumed that defendants do not appear because there is no defense --the customer knows it used the water service and did not pay. Yet, the time and resources it takes to obtain a judgment may exceed the amount collected. Having the ability to place a lien against a property, after due process is given, shortens the collection time period. Additionally, customers who may be intimidated by the court process, or find the court process too costly, may be more inclined to raise legitimate defenses within the administrative hearing process. Basically, this bill is an effort to shorten collection timelines while affording customers due process and using fewer resources. Thank you for the opportunity to comment. If you have any questions, please do not hesitate to contact us. QA:dmj I o, Jr., P.E. Engineer t. U Maimn P. Kenoi Maw Sharon Toriarw Dirmwr ofHw mi Xfflsousra Nkhohas M. Hermes Depudj Director ofH— R— County of Hawaii Department of Human Resources Aupmu Ce a eT :101 Pauahi Street, Suite 2 . Hifo, Hau+ai`i 96720 - (808) 961-8361 » Fax (808) 961-8617 website: fiyV;j/jobs.co.ha%ufthi.us a -mail iobs@co.hawaii.hi,us March 31, 2014 Susan Maddox, Cost of Government Chair c/o Wally Lau, County of Hawaii, Managing Director 25 Aupuni Street, Suite 2603 Hilo, HI 96720 RE: 2010-11 Cost of Government Commission Report Request for information Dear Chair Maddox, Thank you for your March 12.2014 letter and moreover for your kokua with the Cost of Government Commission! It's been a while since we last spoke and I can only imagine that you remain very busy! The time, expertise and commitment of the commissioners are greatly appreciated! Outlined below is a status update regarding your inquiry into the Human Resources 2010-11 Cost of Government Commission recommendations. 2010-11 Recommendation Status Update - March 31, 2014 Eliminate the Personnel Officer position in For the most part, HR functions were smaller departments and designate a decentralized when Civil Service Reform specialist in Human Resources to absorb occurred in 1999 however, and as stated these tasks. in the Star Advertiser (Aug. 4, 2011), "About 70 percent of the cost of running the state and each of the county governments goes to wages and benefits. The cost of running government in Hawaii has become far greater than what our local residents can afford:' In theory, consolidation of the HR functions to the central HR office should result in a direct labor savings however, and in the smaller departments, you will not find an FTEfull- Hawaii County is an Equaf Opportunity Provider and Employer. COMM. NO. 2014-068 With regard to our work and feedback into the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County, we offer the following: • We continue to cross -train personnel within the central HR office to enable them to work in multiple functional areas. This will minimize overtime costs and negate our need to backfill positions resulting from attrition. In addition, we are revising our transactions processing to eliminate duplication and overlap with the work being performed at the department level. time equivalency) solely allocated to perform HR related duties. Consequently, elimination of the HR duties in smaller departments will not necessarily eliminate an FTE. To add, the central HR office has reduced its number of positions by two (2) and it will continue to examine and implement actions that will streamline processes and improve efficiencies not only for the smaller departments but for all departments including the central HR office. Reorganize the Human Resources This is work in progress as we transition from Department to decrease staffing needs. specialization within Human Resources to "generalists". As previously reported, in FY2010 - FY2011, there were three (3) positions that became vacant however that number climbed to nine (9) during the period of FY2010 to FY2014 due to employees retiring. Our reorganization continues as we leverage technology, and more specifically, refine our e - recruitment system and institute a processing center within HR. These actions have enabled us to reduce our FTE count as two of three positions that were unfunded during FYI - FYI are not being replaced. Direct the Human Resources department What constitutes overtime and the to examine countywide overtime policies assignment of overtime is subject to to make sure they are fair, unambiguous negotiation but approval of overtime is and effective in reducing overtime. within management's control. Department Directors are delegated the authority to approve/disapprove overtime based on their operational needs while HR is available to make recommendations to reduce overtime expenses solicited or unsolicited. With regard to our work and feedback into the County's policy to promote economy, efficiency and improve service in the transaction of the public business in the legislative and executive branches of the County, we offer the following: • We continue to cross -train personnel within the central HR office to enable them to work in multiple functional areas. This will minimize overtime costs and negate our need to backfill positions resulting from attrition. In addition, we are revising our transactions processing to eliminate duplication and overlap with the work being performed at the department level. Decentralize functional area(s) to line departments. Would put a burden on the departments but could potentially be a cost savings. Thank you for allowing us the opportunity to provide input! Sincerely, Sharon Toriano Director of Human Resources William P. Kenoi Mayor OFFICE Hilo Lagoon Centre, Suite 325 Lincoln S.T. Ashida Corporation Counsel Katherine A. Garson Assistant Corporation Counsel COUNTY OF HAWAII OF THE CORPORATION COUNSEL 101 Aupuni Street . Hilo, Hawaii 96720 • (808) 961-8251 . Fax (808) 961-8622 E-mail: corpcounsel@co.hawaii.hi.us April 4, 2014 Honorable Susan Maddox Chair, Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni St., Ste. 325 Hilo, HI 96720 Dear Ms. Maddox and Commission Members: Thank you for affording our office an opportunity to respond to your request for feedback on (1) ways the County can save money without compromising essential services, and (2) ways the County can function more efficiently. When we received your outreach for feedback, we circulated your letter to our staff and invited them to respond directly to your Commission. This letter represents my observations and feedback based on my personal observations. Although I generally hesitate to provide comment on other departments/agencies, I have had the opportunity over my years of service as Corporation Counsel to attend Council and Council Committee meetings twice a month. An area of concern I have is the need (and attendant cost) of televising Council proceedings that are not part of the Council's legislative function. A number that is often thrown around when this issue is discussed is that it costs the taxpayers 16 per minute" to televise Council proceedings on government access television. The Council hires an independent contractor to record their proceedings. I encourage your Commission to verify this cost figure with the Office of the County Clerk. If the Council is discussing, debating and deciding matters of official board business (i.e., resolutions and bills), no problem. I think the public has an expectation in this day of media access to see their local government in action. However concern arises when some Council members request presentations on issues and matters that are not within the legislative jurisdiction of the County. Although the issues are admittedly of "concern" to our citizens (many, many things are), they are not always "County business." These may be items and matters subject to the Hawaii County is an Equal Opportunity Employer and Provider COMM. NO. 2014-069 Honorable Susan Maddox April 4, 2014 Page 2 jurisdiction of the State or Federal governments, or worse yet, items of concern to private individuals or organizations. Some have criticized some Council members for scheduling such on -camera briefings in order to give the Council member "TV face time" as a means of free campaign publicity. The Council chair is legally unable to prohibit such "presentations" since Council rules do not permit the chair to refuse to refer an item for agendizing more than two meeting cycles. Since the Cost of Government Commission's role is advisory, this may be an area where further investigation is warranted, and if appropriate, a recommendation may be made to the Council that only items of official County business should be recorded and televised pursuant to the contract for recording and public access programming. This does NOT prevent the Council from meeting and hearing these "non -County business" presentations. They should be free to do so if they choose; it is just that the taxpayers should not be required to fund the recording of these proceedings at the expensive per -minute contract cost charged to our County. In other words, the Council can have these non -County business hearings; just don't pay our vendor to tape them. Thank you for considering this feedback. We appreciate the work of the Cost of Government Commission in exploring ways to make our County government more efficient. If you have any other questions, please feel free to contact me. Very truly yours, Apr 4 2014 11:01 AM LINCOLN S. T. ASHIDA G'�5149 Corporation Counsel William P. Kenoi Mayor •• WP County of Hawaii Finance Department 25 Aupuni Street, Suite 21039 Hilo, Hawaii 96720 (808)961-8234 r Fax(808)961-8569 April 3, 2014 Cost of Government Commission C/O Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, HI 96720 RE: Status on Prior Commission Recommendations Please see the responses below for the updates you requested for certain Finance Department and Real Property Tax Division recommendations: Nancy E. Crawford Director Deanna S.Sako Deputy Director Establish a one-time auto salvage fee to be assessed when a vehicle is first registered in the County. This fee will be in additional to the disposal fee already in effect. The current fees being charged as part of the annual vehicle registration fee provide adequate funding for the vehicle disposal program. There would be no justification at this time for adding an additional one-time fee. Also, the implementation of such a fee would face many technical challenges, including making changes to the state-wide vehicle registration system. Establish a salvage fee for commercial buses that would offset the cost of including their disposal through the County scrap metal recycling program. The County no longer has a scrap metal processing yard. All processing of scrap vehicles is handled by the private sector. Commercial bus companies would go to one of the private scrap metal dealers to dispose of the vehicle. If a bus were abandoned on a public road, the Police might call the Abandoned Vehicle Section to have it towed, but the County would go after the owner for recovery of all costs and other appropriate fines. Review the process for qualifying agricultural property tax exemptions and require financial documentation to verify and substantiate agricultural activities. Fine and/or revoke exemptions for violators. Hawaii County is an equal opportunity provider and employer. COMM. NO. 2014-070 Cost of Government Commission April 3, 2014 Page 2 The Finance Department is currently working with a Real Property Tax Task Force. A priority item is proposing changes to the current tax programs that will strengthen the requirements for the program, as well as make other changes. At the same time, the Real Property Tax Division has increased the resources directed at enforcement activities for properties currently in the programs. The use of new technology, such as aerial pictometry, is allowing for much more efficient review of properties. Penalties are in place for violators and they are imposed if properties are found to be out of compliance. Eliminate the Homeowner's Real Property Exemption for unpermitted dwellings. As stated above, the department is currently working with a Real Property Tax ° Task Force. Among other efforts, all of the current exemption programs will be reviewed and will include consideration of the Commission's recommendation. Some of the concerns expressed by our department originally still exist, and a portion of those comments is repeated below. To implement this suggestion for currently unpermitted dwellings could cause significant economic and social upheaval for many property owners. We would support changes to the County Code that would be effective for new construction of homes or additions to homes, requiring appropriate permits in order to qualify for Homeowners exemptions and classification. The difficulty will be determining which unpermitted construction occurred after the effective date of the legislation. Impose a fee to be included in each parcel's tax bill to help fund recycling and efficient management of e -waste disposal. The Finance Department further investigated the possibility of assessing such a fee. As stated in our response to the original recommendation, there are many challenges determining how such a fee would be fairly allocated across commercial, residential, agricultural and other property types. However, all of this was superseded when we received legal input that this would be a tax, not a fee, as it is not directly associated with a service provided to those who are charged. The County is not authorized by state law to implement various taxes. So, at this time this suggestion is no longer being considered. We appreciate the hard work of the Cost of Government Commission and look forward to future discussion of County operations, and ultimately your insights and recommendations. The Department of Finance is available to provide additional information if needed. Sincerely, 4M7 F��k Nancy Crawford Finance Director DEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII 345 KEKUANAO'A STREET, SUITE 20 HILO, HAWAI'l 96720 TELEPHONE (808) 961-8050 • FAX (808) 961-8657 April 3, 2014 Susan Maddox, Chairperson Cost of Government Commission c/o 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 RE: LETTER DATED MARCH 12, 2014, TO THE WATER BOARD OF THE COUNTY OF HAWAII Dear Chairperson Maddox: Thank you for your letter dated March 12, 2014 requesting the Water Board's input on how the County of Hawaii can become more efficient. The Water Board briefly discussed your letter at its meeting on March 25, 2014. At that time, we felt that the Department of Water Supply would be in a better position to respond to your request. We understand that a similar letter was sent to the Department of Water Supply, and that they will be providing you with a response shortly. KAG:jms Sincerely yours, Kenneth Kaneshiro, Chairperson Water Board, County of Hawaii Water, Our Most Precious Resource ... Ka M1ai A pane ... The Department of Water Supply is an Equal Opportunity provider and employer. COMM. NO. 2014-072 STEWART MAEDA County Clerk April 7, 2014 Susan Maddox, Chair Cost of Government Commission 101 Aupuni St., Suite 325 Hilo, HI 96720 County of Hawai `i Office of the County Clerk 25 Aupuni Street, Suite 1402 • Hilo, Hawaii 96720 (808)961-8255 • Fax (808)961-8912 RE: Recommendation from the 2010-2011 Commission Report Aloha Susan, MAIL DA VID Deputy County Clerk This is in response to your letter dated March 12, 2014 in which you requested feedback regarding recommendations made in the The Cost of Government Commission report from 2010-11. The commission recommendation was: - Use a hiring agency to staff temporary election clerk positions I am happy to report that the County of Hawaii Elections Division implemented the hiring of temporary election clerk positions via a hiring agency. We have been using this method of hiring temporary election clerks via a hiring agency since 2010. This has been a cost effective measure for the County of Hawaii. The County has saved money in the following areas: 1. Not having to pay employee benefits: sick leave, vacation leave, workers compensation, unemployment insurance 2. Not having to do pre-employment screening and training This method of staffing our temporary election clerks has been beneficial for us and we will continue to do this in the future. If you have any further questions, please give me a call at (808)961-8271. Sincerely, wart aeda County Clerk Serving the Interests of the People of Our Island COMM. NO. 2014-074 Hawaii County is an Equal Opportunity Provider and Employer March 27, 2014 Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 Dear Commission: Subject: Feedback Request to the Cost of Government Commission Thank you for asking us to provide input in your correspondence dated March 12, 2014. Unfortunately your deadline for response by April 7, 2014 will not provide our Committee with enough time to formulate a response that can be approved by the Committee. The committee members may send in individual comments on their own. If you have any questions or desire further information on any of these concerns, please do not hesitate to contact me. espectfully Submit , Jos bine "Dojo" Tanimoto, Chairman SKCDP Action Committee CC: Planning Director AC Members www cohplanninedept.com Hawaii Countv is an Equal Opportunity Provider and Employer planninc(a)co hawaii.hi.us COMM. NO. 2014-075 "yy '�'" ''• Duane Kanuha William P. Kenoi Planning Director Mayor - y ' F �Le��91j � ��• Bobby Command ,r t _ Ll tli 9: 34 Deputy Planning Director ••» o. East Hawaii Office West Hawaii Office 74-5044 Ane Keohokalole Hwy • County of Hawaii 101 Pattani Street, Suite 3 Hilo, Hawaii 96720 Kailua-Kona, Hawai'i 96740 Phone (808) 961-8288 Phone (SOS) 323-4770 Fax (SO8) 961-8742 Fax (808) 327-3563 PLANNING DEPARTMENT SOUTH KOHALA COMMUNITY DEVELOPMENT PLAN ACTION COMMITTEE aka HUI KULEANA O KOHALA HEMA March 27, 2014 Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 Dear Commission: Subject: Feedback Request to the Cost of Government Commission Thank you for asking us to provide input in your correspondence dated March 12, 2014. Unfortunately your deadline for response by April 7, 2014 will not provide our Committee with enough time to formulate a response that can be approved by the Committee. The committee members may send in individual comments on their own. If you have any questions or desire further information on any of these concerns, please do not hesitate to contact me. espectfully Submit , Jos bine "Dojo" Tanimoto, Chairman SKCDP Action Committee CC: Planning Director AC Members www cohplanninedept.com Hawaii Countv is an Equal Opportunity Provider and Employer planninc(a)co hawaii.hi.us COMM. NO. 2014-075 William P. Kenoimayor County County of Hawai l DEPARTMENT OF RESEARCH AND DEVELOPMENT 25 Aupuni Street, Room 1301 • Hilo, Hawai' i 96720-4252 (808) 961-8366 • Fax (808) 935-1205 E-mail: chresdev@co.hawaii.hi.us April 7, 2014 Ms. Susan Maddox, Chair Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Ste. 325 Hilo, Hawaii 96720 Dear Cost of Government Commission: The following is in response to your March 12, 2014 inquiry: Laverne R. Omori Director Donn S. Mende DepW arector Ways the County can save money without compromising essential services: This department feels that the County can save money without compromising essential services by exploring new technologies to help increase productivity and/or streamline processes. 2. Ways the County can function more efficiently: It would be beneficial if the County could review its assets (i.e. facilities, etc.) to determine whether renewable energy and/or energy efficiency projects are warranted. Should you have any concerns, please do not hesitate to contact me directly. Si A�_ �,rr ' LAVERNE R. OMORI Director LRO:dbk Hawaii County is an Equal Opportunity Provider and Employer COMM. NO. 2014-076 William P. Kenoi Mayor West Hawaii Office 74-5044 Ane Keohokalole Hwy Kadua-Kona, Hawaii 96740 Phone (808) 323-4770 Fax (808)327-3563 April 9, 2014 County of Hawaii PLANNING DEPARTMENT Ms. Susan Maddox, Chair and Members of the Cost of Government Commission Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, 1-1196720 Dear Chair Maddox and Commission Members: Duane Kanuha Director Bobby Command Deputy Director East Hawai'i Office 101 Pauahi Street, Suite 3 Hilo, Hawaii 96720 Phone (808) 961-8288 Fax (808) 961-8742 SUBJECT: Comments for the Cost of Government Commission FY 2014/2015 As requested, please find our response to the request for comments dated March 12, 2014. We have incorporated responses in behalf of the Board of Appeals, Community Development Plans Action and Steering Committees and the Leeward and Windward Planning Commissions into this response as they are administered by the Planning Department. Generally speaking, government services, activities, and functions are expansive rather than contractive. For example, the Planning Department, by law is mandated to administratively service twelve (12) boards, commissions or advisory committees, and at least three (3) more advisory committees are anticipated to come on line within the next year. Potentially, we could also be looking at administering numerous village design committee's which flow from these adopted Community Development Plans (CDPs) Just from that one aspect alone, it is difficult to see how we can accomplish the stated policy goals of limiting expenditures, eliminating duplication or consolidating or abolishing of such mandated services, activities and functions. With respect to the implementation of specific recommendations from the 2010-11 Commission report, we provide you with the following: "Combine the Steering Committees and the Action Committees into one Community Development Plan (CDP) Support Committee which will follow through on CDP recommendations with the first two years after adoption. www.cohplannin8dept.com Hawaii County is an Equal Opportunity Provider and Employer pianningoa co.hawaii.hi.us COMM. NO. 2014-079 Ms. Susan Maddox, Chair and Commission Members Cost of Government Commission Page 2 April 9, 2014 The Community Development Plans (CDP's) and their respective steering and action committees (committees) are set up specifically to address regional issues and future development explicit to that region and to provide expertise and guidance from committee members within their respective regions. It may not be realistic to assume that one (1) island wide committee could effectively manage and implement six (6) CDP's plus develop and implement their respective village plans for several reasons, a few of which are outlined here: One committee would result in . a much larger burden placed on Planning Department staff, for which the department is already short to effectively manage the CDP's. The departments' processes would be more effective if there were one (1) dedicated staff person whose primary responsibility is to work with the respective committee and manage the implementation of the CDP. Historically, the CDP's were adopted without additional staff to the department, so accountabilities are split between CDP's and other departmental mandates. • Community members from each region would likely object to a singular support committee, because their regional input and expertise would appear to be diluted with the advent of such a single island wide support committee. • Combining steering and actions committees would not be appropriate, as the function of the steering committees are to develop the CDP's, which is if very distinct from the action committees, who are charged with implementing the CDP's. The timing noted as "within the first 2 years after adoption" has long since lapsed so our comments are now based on time and experience administering the four (4) adopted CDP's over the last 6 years. We believe that the roles and functions of the mandated action committees should be re -assessed to determine if in fact the creation of each action committee is a fiscally prudent way to garner community participation and outreach on a district by district ongoing basis. 2. Allow standardized housing that meets the minimum health and safety requirements and may include such things as minimum square footage, composting toilets and water catchment. This will save on enforcement fees and provide more affordable housing options for the public. " Standardized housing does not fall under the responsibilities of the Planning Department. It mostly involves building code issues and would most appropriately be reviewed under the Department of Public Works, the Fire Department and/or the State Department of Health Ms. Susan Maddox, Chair and Commission Members Cost of Government Commission Page 3 April 9, 2014 With regard to a response in behalf of the Leeward and Windward Planning Commissions, splitting of the Commissions into two rather than retaining one commission for the entire island has resulted in significant saving on mileage and meeting facility expenses. Combined with the availability of more County meeting facilities now available at the West Hawaii Civic Center and Aupuni Center, our rental costs for meeting facilities are now practically nil. The Board of Appeals does not have a regular meeting schedule inasmuch as their functions are determined on a case by case basis so the administrative costs of servicing the commission is nominal and covered under our operating budget. What would be of help is an amendment to HRS 92-41 to allow for County wide web -based notices of public hearings and perhaps other types of administrative reviews which could significantly reduce advertising costs and result in greater public participation at the same time. Please feel free to contact me at 961-8125 with any questions or concerns. Sincerely, ANEKL� Planning Director William P. Kenoi Mayor April 3, 2014 County of Hawaii Mass Transit Agency 25 Aupuni Street . Hilo, Hawaii 96720 • (808) 961-8343 • Fax (808) 961-8745 Cost of Government Commission c/o Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, Hawaii 96720 Subject: Cost of Government Ms. Susan Maddox; Tiffany Kai Administrator This letter is in response to the Cost of Government Commission's inquiries regarding ways the County can save money without compromising essential services and to function more efficiently. Below are specific to the Mass Transit Agency focusing on the ways our agency can be more efficient: Creation of Kailua-Kona baseyard - Save downtime while responding to trouble calls increasing efficiency to the public as the only transit garage is located in Hilo. Therefore, mechanics are dispatched from Hilo to respond to breakdowns island -wide. In addition, buses can be repaired in West Hawaii, rather than on the road or bringing the bus to Hilo. Smart cards for payment of fares - Will result in fewer mistakes by drivers when counting cash, reduce cash handling which improves security, and allows for the scanner in the fare box to accurately tell if the card is valid or expired. This feature will eliminate bus tickets and monthly bus passes. Should you have any questions, please feel free to contact me at 961-8343. Best Regards, 30 Tiffany Kai Mass Transit Administrator Hawaii County is an Equal Opportunity Employer and Provider COMM. NO. 2014-080 Kualii, Jennifer From: Jacobs, Don Sent: Monday, April 14, 2014 7:54 AM To: Kualii, Jennifer Subject: Cost of Government submission for Information Technology Attachments: Cost of Government.docx Jennifer, Attached is the Information Technology's department for recommendations for the Cost of government. My apologies for not getting this to you last week. Don Jacobs Director Information Technology COMM. NO. 2014-081 Cost of Government Ways the County can save money without compromising services • Implement and accept credit card transactions o Currently you cannot use a credit card to complete a transaction with the county. For example, all "in person" transactions, licenses, taxes, renewals etc, must be done via check or cash. Accepting credit or debit card transactions at counters would reduce bounced checks, speed up processing time, and reduce daily reconciliation of money and checks collected. In general a properly deployed cashiering system could be deployed in numerous locations for a variety cash/check based transactions throughout the county. There would be an initial investment in technology, equipment and service fees, but over time the end result could mean shorter lines and better management of financial transactions. • Expand the use of web -based services and commerce. o Where possible, allowing the public to conduct business via the Internet will reduce lines, improve interaction with the public. There is movement in this area but an expansion of this would yield more results. o Examples for improvement are: ■ New Liquor control software with web based accessibility for licensing ■ Improved Drivers license and Motor Vehicle Web based tools ■ Online payment capabilities for various County services • Automate internal forms - an example is timecards — Currently the County is using a legacy paper timecard tracking system that requires the multiple handling of timesheets that must be a specific color paper. These timesheets are passed around within departments and between departments with copies being made, scanned images being created and the original paper ones being kept. Moving to an e -timesheet system that allows the timesheet to pass electronically from employee through management to other departments could save hours of labor involved in processing paper timesheets. Automation of other forms and processes could benefit the County as well. • Expand the use of Electronic signatures - Currently there is a 'hodge-podge' of acceptance of electronic signatures within the County. Some departments have embraced electronic signatures and others still insist on "wet signatures" and physical copies of signed documentation. The federal government has accepted electronic signatures as a secure and valid means of authorization. Having an acceptance of this county wide would save money in paper, copying, handling and maintaining paper documentation where it is not needed. • Consolidate duplicate Information Technology functions. There are 5 separate IT organizations within the County, not including Water Supply which is a semi- autonomous organization. Consolidating and sharing them would improve support, service and reduce cost. Consolidation would not remove autonomy for the separate agencies. Each agency would still maintain their embedded IT staffs. However, it would centralize support and decision making for Informatin Technologies that are currently managed and maintained separately without coordination of deployment and costs. The following are examples of functions that are duplicated across the 5 IT organizations. o Network backbone currently shared by all but not maintained by one organization. The upcoming deployment of a new Radio/microwave communication system will move the county towards a greater dependency on sharing network resources. Currently portions of this shared network are isolated from each other. There is limited coordination for maintenance, support or upgrades of these key network components. o Email — Consolidation of some components in progress o Internet access — Multiple Internet service providers with no coordination of firewall policy and no coordination of sharing resources in the event of outages. Duplication of technologies. o Anti-virus support — Separate maintenance agreements. Combining agreements may lower costs. o Software updates — combining s/w updates would standardize Software County wide and may reduce costs. o Licensing — combining may reduce costs. There are many challenges in pursuing this consolidation, as some agencies have very specific security requirements. However, there are other examples nation-wide of how county agencies can be structured to more efficiently share resources yet maintain the security and certifications required by law enforcement, HIPAA and other regulations. Perhaps the biggest difficulty in accomplish this is the 'change' itself, as currently agencies are comfortable with the status quo. Converging technologies, the cost of Information Technology and shared information sources are going to continue to complicate the maintaining of completely separate IT infrastructures. William P. Kenoi Mayor Walter K. M. Lau Managing Director April 21, 2014 Caunk of Claim"*1 DEPARTMENT OF PUBLIC WORKS Aupuni Center 101 Pauahi Street, Suite 7 - Hilo, Hawaii 96720-4224 (808) 961-8321 - Fax (808) 961-8630 www.co.hawaii.hi.us Ms. Susan Maddox, Chair Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, HI 96720 Subject: Cost of Government Commission Warren H. W. Lee Director Brandon A. K. Gonzalez Deputy Director Reference your letter of March 12, 2014, requesting the Department of Public Works' feedback on: 1. limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions; 2. eliminating duplication and overlapping of services, activities and functions; 3. consolidating services, activities and functions of a similar nature; and 4. abolishing services, activities and functions not necessary to the efficient conduct of government. The Department of Public Works offers the following: Enhancing Revenue and Revenue Collections In an effort to streamline building permit review time and provide a high level of public safety, measures to "pre -approve" systems for the installation of Photovoltaic (PV) panels on residential homes has been implemented. Currently seven industry standards have been accepted and approved for installation without additional architectural or engineering design, review, or certification. This saves owners and applicants significant time and expense and reduces the demand on public services for review and approval as well as the long-term benefits of alternative energy in the County of Hawaii. Another similar "pre -approval," long-standing in Chapter 5 of the Hawaii County Code relating to Building, is the Package Home. A pre -approval of a standard design of home allows a rapid permit review and approval. Large and small examples have been submitted for consideration and currently three have been approved for -the calendar year of 2014. These range from $190,000 to $1.2 million single,family homes. Designers, developers, lumber yards, and contractors have been encouraged to submit homes ifor approval. This will encourage rapid permit approvals and help in employing the construction industry in a consistent manner. County of Hawaii is an Equal Opportunity Provider and Employer. COMM. NO. 2014-083 Ms. Susan Maddox, Chair Cost of Government Commission April 21, 2014 Page 2 Changing the Way We.Do Business Technology implemented in March 2012 has resulted in transparency in permit review processing and inspection results. This allows for better understanding of processing and addressing concerns quickly and efficiently. As the system grows and becomes fully functional, the historical data will also be available for review. This will limit the staff demands as the public will be able to research permit history from the county public web portal. In time, applications and requests will be made from computers and smart phones to speed communication and response. Windward and Leeward offices meet "virtually" each month via tele -conferencing. This provides the opportunity to coordinate and cooperate standards of review and inspections frequently and eliminate the need for costly and unnecessary drive times to each office. The Building Permit Clerks have rescheduled operating hours on certain days for accepting building permit applications Monday -Friday, 7:45 am to 3:30 pm, except Wednesday in Hilo and Thursday in Kona to 12:00 noon. This enables the Clerks to out process plans to keep the process flowing smoothly. Cost of Government Commission 2010-2011 Recommendation: - Allow standardized housing that meets the minimum health and safety requirements and may include such things as minimum square footage, composting toilets and water catchment. This will save on enforcement fees as well as provide more affordable housing options for the public. DPW response: The minimum housing standards for health and safety were not well addressed with the current code adoption of the International Building Code. The International Residential Code (IRC) is a well written, prescriptive based, method of addressing standardized residential construction. Currently, the IRC has been vetted by the State Building Code Council and is awaiting approval by Governor Abercrombie. The implementation of this code with guidelines and public education is ongoing and necessary to provide fair, safe, and consistent reviews and inspections of dwelling at lower cost to home owners and builders in the County. This, in turn, will provide more affordable housing options to the public that meet the minimums standards. If you have any questions, please feel free to contact me at 961-8324 or by e-mail at wleetu'D_co. hawaii.hi. us. Nar y, W. Lee, P.E. Director cc: Randy Kurohara County of Hawai' i is an Equal Opportunity Provider and Employer. os William P. Kenoi .. ��� Duane Kanuha Mayor Director Bobby Command '.� Deputy Director West Hawai `i Office East Hawaii Office 74-5044 Ane Keoh"ole Hwy• 101 Pauahi Std Suite 3 Kailua-Kona, Hawaii 96740 County of Hawai Z Hilo, Hawaii 96720 Phone (808)'323-1770 • - Phone (808) 961-8288 Fax (808)322-3563. PLANNING DEPARTMENT... ,. Fax(M> 961-8742 North Kohala''Coinmunity. Developineht Plan Action: Committee April 15, 2014 ` c Ms. Susan Maddox, Chair Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325, Hilo, Hawai `i 96720 Dear'Ms. Maddox, The North {Kot ala" Commumty Development PlanAction Committee (NK-CDP,AC, or simply AQ) was.established by County. Ordinance 08-151. As'stipulaied in the County of Hawali General Plan, (section 15.1) and the Ordinance, it is administered and staffed by the Planning Department with the purpose to be a proactive, community-based steward of the plan's . implementation and update. Because there are no organized village or town governing. structures on our island, the County, governs the entire island. The Action Committees are thus designed 'to provide a local point of interaction between the community and the County government. Ibis is certainly far less costly than if we were to organize a formal. level of local government by way of villages ,or townships. By dividing the island up .into CDP t. Idistricts,'the County can more efficiently'address local needs and concerns as well as mobilize volunteer groups in a more targeted effective manner. We understand your mandate io make all Comity organizations as efficient and economical as possible. In order to comply with your request we will address each of the four realms in your query below. 1) limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities and functions. The North Kohala Community Development Plan Action Committee (NKCDP-AC) has no budget. We are unsalaried volunteers and -directly spend no County or State money,: We- do,, however, cost the Department of Planning in the form of having a member of their staff attend our monthly meetings and perform several administrative tasks, such as posting agendas, minutes, and distributing written materials to the AC members. New members must also be approved by the Mayor's Office and County Council, sworn in, and familiarized with the Sunshine •Law: , , 4 . 1.. 2) eliminating duplication and overlapping of 'services, activities'anfi functions www.cohylanrdnedept.com Hawaii County is an Equal Opportunity Provider and Employer Alanine@co.hawaii.hi.us COMM. NO. 2014-084 Ms. Susan Maddox- April, addox April, i5,"2014 Page Z " Our duties are meant to complement services, activities and functions of several County departments, including, but not"limifed to, Planning; Park§ and Recreation, Water Supply; Transportation and Environmental. Quality. Although our efforts may involve an -investment iime 'from diese• departments when they •deal with us; it is o'belief that -we `save Wern considerable time and effort by being proactive in regard to the needs of our area residents rather than forcing the departments to figure out what we need and then reacting (sometimes negatively) to their initiatives. This also substitutes free volunteer labor for expensive'County labor. 1 3) consolidating services, activities and functions of a similar nature; and , .•: '> 4) abolishing services, activities and functions not necessaryto the efficient conduct of government. Our answer to #2 above indicates that, although you may consolidate services by abolishing all CDP -ACs and to some extent reassigning our duties to the Department of Planning: But -.- this would result in considerable extra time and expense to the County as they assume our duties. Combining some area ACs would result in a'much greater hardslrip for the remaining' volunteer' members as they attempt to address thevery' Afferent needs of residents'from quite different districts. As 'a resident 'of North Kohala I have' little idea of the'needs-in South Kohala, much lest in Puna or Kau: Either consolidating or abolishing ACs would, in our opinion, to to "promote economy, efficiency and iinpiove service" in the CountyOur'sohciting the •needs and opinions of t' Noith Kohala residents, researching alternatives to'meei those needs,''*'corking, with County departments to develop plans; an' prioritizing and commgnicatmg the results; all for free; are a•gieat Benefit to -the County. 'We'maintain that, as far as the County is concerned, we currently operate in the'aiost efficient; pioductive, anti"economical fashion. Please feel free to contact me or visit our entire committee if you have. further questions. Sincerely, Jold * ter,'Chair North Kohala Comriiunity Development Plan Action Conimidee nvMvH d0 A1Nnoo. CC. Duane Kanuha, Director, Planning. Department 13sNno3 NoimaodHOO 3H1 do 33WO NOZ 9.add 03AI333'b _. tV OF !L William P. Kenoi Mayor BJ Leithead Todd Director Anne Lee Chair Thom Randle Viee chair (90unty of P.tt£uttti ENVIRONMENTAL MANAGEMENT COMMISSION 345 Kekeanso`a Street, Suite 41, Hilo, HI %720 (808) %14083 • Fax (808) %148086 July 22, 2014 Ms. Susan Maddox, Chair Cost of Government Commission c/o Office of the Corporation Counsel 1901 Aupuni Street, Suite 325 Hilo, HI 96720 Dear Ms. Maddox, From the perspective of the Environmental Management Commission (EMC), which acts solely in an advisory role with regard to daily operations of the Department of Environmental Management (DEM), the DEM is continuously working towards promoting economy, efficiency and improved service in the transaction of the public business in the legislative and executive branches of the County and in fulfilling the mission of the DEM. Of major significance, are the Department of Environmental Management's efforts in generating increased revenues through greater efficiency and management of accounts, contracts and capital improvements. A brief overview is listed below: 1) Consolidating accounts and establishing an agreement with the Department of Water Supply to terminate water services for non-payment of sewer services charges. Efforts have led to Bills 194 and 195. 2) Revision of the current sewer rate and implementation of a sewer rate study to determine an appropriate rate. 3) Improved tracking and billing system for delinquent accounts. 4) Review, overhaul and consolidation of outsourcing contracts. 5) Effective use of State Revolving Funds for capital improvement projects. COMM. NO. 2014-085 Thank you for your request to participate. Please let us know if you require any additional information. Sincerely, v Anne Lee, Chair Environmental Management Commission cc: EMC Commission Members Mayor Kenoi Director Leithead Todd William P. Kenoi Mayor Walter K.M. Lau Managing Director July 24, 2014 BJ Leithead Todd Director John A. Medeiros Deputy Director glaun r Jaf � 11 DEPARTMENT OF ENVIRONMENTAL MANAGEMENT 345 Keknanao`a Street, Suite 41 - Hilo, Hawaii 96720 (808) 961-8083 • Fax (808) 961-8086 hft://www.hawaiigqmML.ggvLenvironmental-maMement/ Ms. Susan Maddox, Chair and Members of the Cost of Government Commission c/o Office of the Corporation Counsel 101 Aupuni Street, Suite 325 Hilo, HI 96720 Subject: Comments/Input from the Department of Environmental Management Dear Commissioners, Please find below our responses to your March 12, 2014 inquiry. • Implement software solutions to coordinate collection of tipping fees at the scale house and insure accounting systems are able to read the data. New software 1etas purchased and out online in April 20' . TiJi z SyS5 ern C umbin2s the charging of fees and billing processes. Regulate septic and grease haulers and increase the annual fee for registration commensurate with fees of other counties in Hawaii. As clarification, HAR 11-62-61 requires all wastewater and sludge pumpers and haulers register with the State Department of Health (DOH) and pay registration fees to them. Therefore, Counties do not have jurisdiction over increasing of annual registration fees. HCC Chapter 21-29.1 requires private haulers maintain a septage hauler discharge permit with required annual renewal, Currently, there is no rerauirement to pav an annual permit fee. Increase the annual renewal fee for solid waste haulers and require all haulers to be current on solid waste bills to reduce delinquencies. No increases have been implemented for the renewal fees. This is continuing to be discussed. County of Hawaii is an Equal Opportunity Provider and Employer. COMM. NO. 2014-086 • Separate positions for heavy equipment operators in the Solid Waste Division who work only at landfills and don't need a CDC license from those who drive offsite and do need a CDL license. This continues to be evaluated. Should the equipment operators be placed into a separate category, it would likely require the heavy equipment operators to be placed into the "Equipment Operator IV (EO IV)" classification which is a BC -11. This would likely have the effect of a higher cost for those employees that would become EO IV. The other potential negative effect of this action would be that the EO IV would not need the CDL and would potentially not be able to drive the truck tractors on County and State roads which would limit some of the operators' functional capacity. As it stands now, most E©III positions are required to have their CDL which gives that higher degree of utility. impose a fee to be included in each parcel's tax bill to help fund recycling and efficient management of a -waste disposal. There has been discussion regarding this but there has not been an evaluation of exactly how much that amount would need to be. Suggestion As discussed during budget review with Finance which seemed to generate a favorable response, WWD suggests implementing fees to cover sewer connection inspections, building permit reviews and administrative (annual) cost of septage hauler discharge permits. Thank you for allowing the department to provide input. If you have any further questions or need clarification, please don't hesitate to contact me at 961-8083. Sincerely, G� BJ Leithead Todd DIRECTOR cc: Mayor Kenoi Wally Lau, Managing Director Randy Kurohara, Deputy Managing Director John Medeiros, DEM Deputy Director Dora Beck, P.E., WWD Chief Greg Goodale, SWD Chief County of Hawaii is an Equal Opportunity Provider and Employer.