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HomeMy WebLinkAboutCOM 0706.001 2014-2016Dm Kanuha, Council Chair and _ Members of the Hawaii County Council Hawaii County Council a 25 Aupuni Street Hilo, Hawaii 96720 The budget and program reviews for the County of Hawai`i's Departments and Agencies will begin on April 13, 2016. I am enclosing a booklet containing the reports entitled, Six Month Progress Report on Program Objeetives,jor FY 2015-16 and Final Status Report on Program Objectives jar FY 2014-15. These reports provide information to the members of the County Council so they may evaluate our program accomplishments for the first 6 months of the current fiscal year and for the last fiscal year 2014-15. Should you have any questions or need more information, please don't hesitate to call Nancy Kelly, Budget Administrator at 961-8259. Thank you very much. t4 Deanna S. Sako Director of Finance APPROVED, William P. Kenoi Mayor Enc. Comm No. Ref. To- FR 41 Ref. Data MAR 0 1 2016 Hawaii County 1s an Equal Opportunity Employer and Provider William P. Kenoi•'.� "' ^y, Deanna S. Sako Dlrecm. Lisa K. Miura - Deputy D-cu,r County of Hawaii Finance Department a 25 Aupuni Street, Suite 2103 • Hilo, Ilawa'196720 (808)961-8234 • 1.(808)961-8569 March 1, 2016 Dm Kanuha, Council Chair and _ Members of the Hawaii County Council Hawaii County Council a 25 Aupuni Street Hilo, Hawaii 96720 The budget and program reviews for the County of Hawai`i's Departments and Agencies will begin on April 13, 2016. I am enclosing a booklet containing the reports entitled, Six Month Progress Report on Program Objeetives,jor FY 2015-16 and Final Status Report on Program Objectives jar FY 2014-15. These reports provide information to the members of the County Council so they may evaluate our program accomplishments for the first 6 months of the current fiscal year and for the last fiscal year 2014-15. Should you have any questions or need more information, please don't hesitate to call Nancy Kelly, Budget Administrator at 961-8259. Thank you very much. t4 Deanna S. Sako Director of Finance APPROVED, William P. Kenoi Mayor Enc. Comm No. Ref. To- FR 41 Ref. Data MAR 0 1 2016 Hawaii County 1s an Equal Opportunity Employer and Provider COUNTY OF HAWAII Departmental & Agencies' SIX MONTH PROGRESS REPORT ON PROGRAM OBJECTIVES FOR FY 2015-16 and FINAL STATUS REPORT ON PROGRAM OBJECTIVES FOR FY 2014-15 Table of Contents Within each of the following departmental, agency, or fund section, contains the: • Six Month Progress Report on Program Objectives for FY 2015-16 (white pages) • Final Status Report on Program Objectives for FY 2014-15 (yellow pages) 1. Aging 2. Civil Defense Agency 3. Corporation Counsel 4. County Council + County Clerk 5. County Physicians 6. Elderly Activities 7. Environmental Management 8. Finance 9. Fire 10. Human Resources 11. Information Technology 12. Legislative Auditor 13. Liquor Control 14. Management 15. Mass Transit Agency 16. Miscellaneous Accounts 17. Parks & Recreation 18. Planning 19. Police 20. Prosecuting Attorney 21. Public Works 22. Research and Development 23, Highway Fund 24. Sewer Fund 25. Cemetery Fund 26. Bikeway Fund 27. Beautification Fund 28. Vehicle Disposal Fund 29. Solid Waste Fund 30, Golf Course Fund 31. Geothermal Relocation & Community Benefits Fund 32. Housing Fund 33. Geothermal Asset Fund 1 GINQ AGING AGING Maximizing opportunities for seniors to age well, remain active, and enjoy quality lives while engaging in their communities. 1. Community Planning and Development/Healthy Aging Initiative will continue to sustain the Better Choices, Better Health — Ke Ola Pono Program, a chronic disease self-management evidence -based community program. Office of Aging will continue to build capacity by developing a marketing and recruitment plan to increase the number of Lay Leaders. a. Develop a marketing plan to recruit potential Lay Leaders by June 30, 2016 Marketing for Lay Leaders will be done through HCOA's newsletter titled the "Silver Bulletin" and also in HCOA's mail outs entitled "The Comfort of Home Caregiver Assistance newsletter". These newsletter and inserts will increase awareness of the program which we hope will increase participant interest. HCOA recently contracted a part-time Program Coordinator for the Better Choices Better Health Ke Ola Pono program. HCOA currently has seven Master Trainers island wide (four in West Hawaii, three in East HawaPi). They are completing the trainer requirements and will begin to do the Lay Leader Training for the East and West side of Hawaii Island in 2016. HCOA is working in partnership with Department of Health, Tutu's House in Waimea and the County's RSVP program to train volunteers as trainers for the BCBH CDSMP programs throughout the Island. Looking to continue our relationship with the Miloli`i Community. b. Build capacity of the Better Choices, Better Health— Ke Ola Pono Program, by conducting Lay Leader trainings in the Kona and Hilo districts. Conduct Lay Leader trainings in each district graduating 12 Lay Leaders for the fiscal year ending June 30, 2016. HCOA is planning two Lay Leader Trainings, one in West Hawaii and one in East Hawaii. These two trainings will have 12 or more new Lay Leaders by the end of June 2016. Six Month Progress Report on Program Objectives for FY 2015-16 AGING AGING Enable older adults to remain in their homes with a high quality of life for as long as possible through the provision of home and community based services, including supports for caregivers thus preventing and/or delaying the need for institutional care. 1. Kupuna Care Program Services. These Home and Community Based Services include case management, adult clay care, personal care, home -delivered meals, heavy chore, homemaker, assisted transportation, and home modification. a. A minimum of 500 older adults (unduplicated count) will receive home and community-based services through the Kupuna Care Program. Upon discharge, 70% or more of clients will indicate they were able to remain in their home after receiving Kupuna Care services. From July 1, 2015 through December 31, 2015 there were 284 unduplicated individuals who received home and community-based services through the Kupuna Care Program. Of those discharged from the program during this period, 87% indicated that they were able to remain in their home after receiving these services. b. A minimum of 100 older adults will receive home modification services to enable them to live safely within their own homes. At least 75% of the clients served will report the home modifications increased safety, reduced caregiver stress, and reduced falls, allowing them to remain living in the home. From July 1, 2015 through December 31, 2015 there were 56 unduplicated individuals who received home modification services to enable them to live safely within their own homes. Client surveys will be sent at the end of the fiscal year. 2. Caregiver Support: National Family Caregiver Support Program Trained individuals will assess caregiver needs, provide information and assistance that link caregivers to needed services, and provide follow-up as needed. a. A minimum of four educational activities, reaching an estimated 100 caregivers receive information and assistance. At least 80% will have an improved knowledge base of caregiver resources to enable informed decision making. HCOA in partnership with University of Hawaii Community College continuing education OCET program offered a Caregivers 101 workshop with Michael Cheang, DrPH an Associate Professor of the Family and Six Month progress Report on Program Objectives for FY 2015-16 AGING AGING Consumer Sciences Department, University of Hawaii at Manoa. Dr. Cheang is the author and trainer of this program curriculum written specifically for HCOA. This six week, 30 hour course class was offered September 25, 2015 through November 16, 2015. A total of 25 participants registered for the class. Evaluation results showed that all participants self- reported that their knowledge of caregiving has improved tremendously as a result of taking the class. Another Caregiver 101 Class will be offered to West Hawaii participants in the Fall Semester of 2017. b. Based on needs identified through access assistance, a minimum of 100 caregivers will be provided with information, training, respite, support group, and counseling services. A complete caregiver assessment will be provided to at least 75% of these individuals. Hawaii Island Adult Care (HIAC) Center provides a Saturday Caregiver Connection program once every month monthly which provides caregiver support and counseling along with respite to HCOA eligible caregivers and their recipients along with other interested community members. July 2015 through December 2015 HIAC program served 55 caregivers of which over 25 were unduplicated Caregivers with support and educational counseling. During the same period 26 recipients received Respite day care of which over ten were unduplicated numbers. Over 35recipients Received Family Caregiver Support Services from July through December 2015. These services included respite care services which included Chore Services Homemaker, Personal Care, Adult Day Care, Assisted Transportation and counseling support groups. 3. Public Education will offer meaningful information about the services and benefits available to older adults and their caregivers living in Hawaii County. a. A minimum of 4,200 householders, physician offices, and organizations receive the monthly publication called the "Silver Bulletin," which aims to increase the knowledge of and access to benefits and programs for older individuals and their caregivers in Hawaii County. 4,200 copies of the Silver Bulletin continue to be distributed each month covering various topics on benefits and programs for older individuals and their caregivers. 100 Silver Bulletin recipients were surveyed in November. Six Month Progress Report on Program Objectives for FY 2015-16 AGING AGING 51 responses were received, 88% of whom indicated overall satisfaction with the Silver Bulletin. Develop Hawai`Ps Aging and Disability Resource Center (ADRC) to its fully Junctioning capacity to serve as a highly visible and trusted place where all persons regardless of age, income and disability can find information on the full range of long- term care support options. 1. Aging and Disability Resource Center (ADRC) Development Project a. The ADRC will conduct a minimum of two informational sessions per quarter to educate agencies and the public about the ADRC and its function within the community. In the first two quarters of the FY 2015-16, the ADRC provided the following group presentations: • Amyotrophic lateral sclerosis (ALS) Support Group • Hilo Medical Center staff • ILWU Island -wide retirees' group • Kula`imano Senior Housing residents In addition, the ADRC provided information to the general public via the following events: • Life Care Center of Hilo's Annual Early Signs Health Fair • Kupuna Day at the Hawaii County Fair • County of Hawaii Employees' Health Fair (Hilo and Kona) • Hamakua Community Health Fair The ADRC has also been a part of a community task force to educate the public on the importance of end -of -life planning, in particular, the value of an Advance Health Care Directive. b. 100% of the individuals who contact the ADRC will report that the information, referrals, and options provided to them were appropriate to their needs, based on responses to quality assurance surveys. Quality assurance surveys have not been conducted yet in this fiscal year. The "ACCESS Division" of the HCOA is now staffed with two Aging and Disability Services Specialist I (ADS 1), in addition to the existing Six Month Progress Report on Program Objectives for FY 2015-16 AGING AGING ADS 11 and Aging and Disability Services Manager. The team is working together to develop a system that maximizes HCOA's internal Harmony client database while satisfying the contractual requirements of the State Executive Office on Aging. The ARRC will finalize the survey methodology and begin enacting quality assurance surveys in February. Ensure the rights of older adults and prevent their abuse, neglect and exploitation 1. Elder Abuse and Neglect Awareness A minimum of four events reaching an estimated 100 elders, their caregivers and professionals in the Aging Network to enhance their knowledge of and ability to act on elder abuse and neglect issues. 11COA sent out Monthly subscription "The Comfort of Home Caregiver Assistance News, the November 2015 issue was on Elder Abuse -Financial, Physical & Emotional. HCOA Caregiver mailing list is sent out to approximately 525 individuals. HCOA, "The Silver Bulletin," Newsletter that publish 4,200 copies monthly produced an article on Holiday Scams, for the December 2015 issue. Historically and in the Future Kupuna Alert Partners (KAP) partner with HCOA to do presentations and Medication take back programs on Hawaii Island. They will be present in January 2016 for a presentation at the HCOA ADRC Training Room and participate in November 2016 Caregiver conference as presenters and vendors. 2. Legal Services A minimum of 2,070 units of legal services to an estimated 260 individuals provided to address the need for information about legal: advice, counseling, and representation. As a result, 80% of cases opened have satisfactory resolution. The Office of Aging will proceed with projections based on Area Plan on Aging and State Plan on Aging goals and objectives and anticipated revenues. Due to an unforeseen financial situation at the federal and state levels, all plans, goals, and objectives are contingent upon receipt of federal, state and county funds as anticipated and these budget projections are subject to change. Six Month Progress Report on Program Objectives for FV 2015-I6 AGING AGING From July 2015 through September 2015 Legal Aid Society of Hawaii provided services to 76 individuals and 675.40 units of services. HCOA is currently in negotiations with Legal Aid of Hawaii for the 2015/20/6 contract year. Special Note: Contracts to the Elderly Activities Division, Department of Parks & Recreation. Funds provided to the Elderly Activities Division are deposited directly to its respective accounts. Elderly Activities Division will provide the following contracted services and reflects its own program objectives. • Congregate Meals • Training and Employment • Home -Delivered Meals • Nutrition Education • Outreach • Transportation • Volunteer Services Six Month Progress Report on Program Objectives for FY 2015-16 AGING COMMITTEE ON PEOPLE WITH DISABILITIES 1. Continue to advise administration on issues facing people with disabilities. The Mayor's Committee on People with Disabilities advised the Mayor of the importance of beach access for people with disabilities through a letter dated 10/21/15. The Committee is seeking the Mayor's commitment in providing beach access at Richardson Ocean Park by providing access from the parking lot to the water's edge. 2. Work with disabilities community to help improve education and public awareness. Teri Spinola-Campbell (Hawai`i County Equal Opportunity Officer and ADA coordinator) and Alisa Mitchener (Parks & Ree) have been regular attendees at the Committee meetings and have educated the Committee and guests on County initiatives and programs. 3. Continue to improve accessibility of County facilities and programs for people with disabilities. The Committee continues to receive reports from various County departments in regards to accessibility issues and achievements. Members of the Committee made inquiries regarding improving disabled parking in the downtown area, obstacles such as fire hydrants and poles on sidewalks, and a wheelchair basketball program. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank AGING AGING Empower older adults to stay healthy, active, and socially engaged using prevention and disease self-management techniques. 1. Community Planning and Development/Healthy Aging Initiative will continue to expand the Better Choices, Better Health — Ke Ola Pono Program, a chronic disease self-management evidence -based community program, to the districts of Puna (Mauka and Makai) and Kohala (North and South). a. A minimum of 2 workshops serving 16 participants in each district for the fiscal year ending June 30, 2015. In the aftermath of the lava Bows, HCOA decided to postpone training in the Puna Area until next fiscal year. However, HCOA did provide two workshops in Pahala, one in Waimea, and two in Hilo serving a total of 47 participants. b. Build capacity of the Better Choices, Better Health — Ke Ola Pono Program, in the Kohala and Kona districts. Conduct Lay Leader trainings in each district graduating 12 Lay Leaders for the fiscal year ending June 30, 2015. HCOA arranged for six individuals to receive the Master Training certification for the Better Choices Better Health (BC/BH) Chronic Disease Self -Management Program. Two individuals were from the North and South Kohala District, three from the North and South Kona district and one from Hilo/Puna district. Four of these six individuals went on to do the Master Training cross training for Diabetes Self -Management Program. These individuals have already begun to provide needed workshops within their communities and soon will be able to do Lay Leader training throughout the Island districts in the upcoming year. Enable older adults to remain in their homes with a high quality of life for as long as possible through the provision of home and community based services, including support for caregivers thus preventing and/or delaying the need for institutional care. Kupuna Care Program Services. These Home and Community Based Services include case management, adult day care, personal care, home -delivered meals, heavy chore, homemaker, assisted transportation, and home modification. a. A minimum of 500 older adults (unduplicated count) will receive home and community-based services through the Kupuna Care Program. Upon discharge, 70% or more of clients will indicate they were able to remain in their home after receiving Kupuna Care services. Final Status Report on Prograin Objectives for FY 2014-15 AGING AGING From July 1, 2014 through June 30, 2015, 635 older adults (unduplicated count) have received home and community-based services through the Kupuna Care Program. With 82% of the 196 discharges indicating they were able to remain in their home after receiving these services. b. A minimum of 100 older adults will receive home modification services to enable them to live safely within their own homes. At least 75% of the clients served will report the home modifications increased safety, reduced caregiver stress, and reduced falls, allowing them to remain living in the home. Over 100 older adults received home modification services to enable them to live safely in their home. Such services include the installation of grab bars to improve physical mobility, shower hoses to increase ease of movement while bathing, etc. Due to insufficient staffing, HCOA did not survey consumer satisfaction with home modification equipment. 2. Caregiver Support: National Family Caregiver Support Program Trained individuals will assess caregiver needs, provide information and assistance that link caregivers to needed services, and provide follow-up as needed. a. A minimum of 4 educational activities, reaching an estimated 100 caregivers receive information and assistance. At least 80% will have an improved knowledge base of caregiver resources to enable informed decision making. In November 2014, a Caregivers Conference was held at Sangho Hall in East Hawaii. 268 attendees participated in which 172 were caregivers. Key note speakers and break out group speakers addressed multiple topics and provided education for Caregivers in the community. In support of caregivers, over 30 vendors provided information at the resource/vendor fair. Of the 91 surveys returned, over 80% felt they had an improved knowledge base of caregiver resources to enable informed decision making. On June 12, 2015, Caregiver Conference was held at the Hilton Waikoloa Village Hotel. 157 attendees participated in which 103 were caregivers. Over 20 vendors provided information at the resourec/vendor fair. Of the 92 surveys returned, participants felt the conference keynote speaker (Dr. Michael Cheang) touched on key issues for caregivers and the variety of information offered in the Resource Fair about programs and services available in Hawaii County were very useful. The overall satisfaction with the conference was over 90%. Final Status Report on Program Objectives for FY 2014-15 AGING AGING Two series of the evidence based program "Powerful Tools for Caregivers" (PTC) were held at the ADRC throughout the fiscal year. Each series consisted of six 90 minute classes. A total of eleven participates completed the workshop. Also, the newly trained PTC leaders have provided classes to 48 caregivers. b. Based on needs identified through access assistance, a minimum of 100 caregivers will be provided with information, training, respite, support group, and counseling services. A complete caregiver assessment will be provided to at least 75% of these individuals. A total of 68 caregivers were provided information, training, respite, and support group counseling services. Of the 68 caregivers, 51 received (75%) a complete caregiver assessment. Over 600 copies of "The comfort of Home Caregiver Assistance Newsletter" is sent out monthly to caregivers and related agencies who provide services to caregivers. 3. Public Education will offer meaningful information about the services and benefits available to older adults and their caregivers living in Hawai'i County. a. A minimum of 4,200 householders, physician offices, and organizations receive the monthly publication called the "Silver Bulletin," which aims to increase the knowledge of and access to benefits and programs for older individuals and their caregivers in Hawaii County. 4,200 copies of the Silver Bulletin are distributed each month. Of 100 surveys distributed in the month of October, 71 were returned. 97% of respondents indicated overall satisfaction with the Silver Bulletin newsletter. Throughout the year, new subscribers were added via individual requests to the contractor or the ADRC, as well as through community resource fairs and agency presentations. Develop Hawai'i's Aging and Disability Resource Center (ADRC) to its fully functioning capacity to serve as a highly visible and trusted place where all persons regardless of age, income and disability can find information on the full range of long- term care support options. Final Status Report on Program Objectives for FY 2014-15 AGING AGING 1. Aging and Disability Resource Center (ADRC) Development Project a. The ADRC will provide information and assistance services to a minimum of 1,150 older adults and their caregivers (unduplicated) connecting them with appropriate aging and caregiver support services and resources in the community. The ADRC served 1,186 individuals between July 2014 and June 2015. It is also important to note that the ADRC in both East and West Hawaii received a combined monthly average of 400 calls and 300 walk-ins of individuals seeking information, assistance, referral, or options counseling. This translates to over 8,000 contacts for fiscal year 2014-15. The ADRC also receives over 200 requests for placards each month which translates to another 2,400 contacts for assistance from those with disabilities. b. An annual survey will be sent to individuals and families who have contacted the ADRC to determine their level of satisfaction with and appropriateness of the services provided. An annual survey was not conducted with ADRC clients with the breadth by that we would have liked to in order to comply with the recommended Federal ADRC criteria. This was mainly due to changes in Aging's organization and lack of staffing dedicated to the ADRC functions. Ensure the rights of older adults and prevent their abuse, neglect and exploitation 1. Elder Abuse and Neglect Awareness A minimum of 4 events reaching an estimated 100 elders, their caregivers and professionals in the Aging Network to enhance their knowledge of and ability to act on elder abuse and neglect issues. At the November 2014 Caregiver Conference, Kupuna Alert Partners (KAP) program from Oahu made up of the Department of Public Safety, Narcotics Enforcement Division -(Mediation Take Back), Department of the Attorney General, Crime Prevention and Justice Assistance Division, Community and Crime Prevention Branch, Executive Office on Aging, Senior Medicare Patrol and Department of Commerce and Consumer Affairs, Office of the Securities Commissioner attended and provided two breakout sessions on elder abuse. They were also all vendors in the resource/vendor fair portion of conference and a "Medication Take Back" was provided to the community. Of the 268 attendees, 172 were Caregivers. Final Status Report on Program Objectives for FY 2014-15 AGING AGING In February, 2015, eighteen participants attended a presentation by the Legal Aid Society at the UH Ho'ike Women's Club at the Komohana Extension Building. Attendees learned about the services available through the program and the types of documents needed to help prevent elder abuse. In March, Legal Aid Society worked on revising the Legal Aid Elder Abuse brochure that outlines what types of documents to have in place to help prevent elder abuse. It has been noted that there has been a significant increase in the number of applications for Adult Guardianship assistance. The June 12, 2015 Caregiver Conference at Hilton Waikola Village Hotel once again featured the KAP program. They did a "Medication Take Back" service and provided two sessions on Fraud Prevention and Prescription Drug Misuse. 157 attendees were present for the conference. 2. Legal Services A minimum of 2,070 units of legal services to an estimated 260 individuals provided to address the need for information about legal: advice, counseling, and representation. As a result, 80% of cases opened have satisfactory resolution. For period July 1, 2014 through June 30, 2015, Legal Aid Society of Hawaii provided 2,402 hours of information about legal advice, counseling and representation to 401 individuals. More than 80% of those surveyed were satisfied with their resolution. The Office of Aging will proceed with projections based on Area Plan on Aging and State Plan on Aging goals and objectives and anticipated revenues. Due to an unforeseen financial situation at the federal and state levels, all plans, goals, and objectives are contingent upon receipt of federal, state and county funds as anticipated and these budget projections are subject to change. Final Status Report on Program Objectives for FY 2014-15 AGING AGING Contracts to dee Elderly Activities Division, Department ofParks & Recreation. Funds provided to the Elderly Activities Division are deposited directly to its respective accounts. Elderly Activities Division will provide the following contracted services and reflects its own program objectives. • Congregate Meals • Training and Employment • Home -Delivered Meals • Nutrition Education • Outreach • Transportation • Volunteer Services Final Status Report on Program Objectives for FY 2014-15 AGING COMMITTEE ON PEOPLE WITH DISABILITIES 1. Continue to advise administration on issues facing people with disabilities. The committee drafted letters to the Mayor making recommendations to the Mayor regarding the Hawaii County Department of Parks and Recreation and recommendations to Mayor regarding the Hawaii County Department of Housing and Community Development. 2. Work with disabilities community to help improve education and public awareness. The committee attempts to access members and services of the disability community by providing notices of meeting dates through newspaper, email, phone, and website notices. Members of the committee are either people with disabilities or affiliated with agencies that serve people with disabilities. Information gathered at meetings is shared with their respective agencies or personal affiliations. 3. Continue to improve accessibility of County facilities and programs for people with disabilities. The committee invited Clayton Honma, the Director of the County's Department of Parks and Recreation and Alan Rudo, of the County's Office of Housing and Community Development to share information about their services and explain how these services are designed to serve people with disabilities. The committee drafted letters regarding their recommendations to the Mayor for improving disability design and accessibility. The Committee plans to follow up with the Mayor regarding its recommendations and seek additional departments in the County of Hawaii to assess their accomplishments and plans to address the needs of people with disabilities. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 2 CIVIL DEEF 1.SE' AGENCY CIVIL DEFENSE AGENCY CIVIL DEFENSE 1. Complete the five year review and revision of the Hawaii County Multi -Hazard Mitigation Plan in accordance with Federal Emergency Management Agency (FEMA) standards and policies. Five year review completed on schedule with the revised plan approved by the Mayor on August 10, 2015. Subsequently and as required, the plan was submitted to and received the approval of the Federal Emergency Management Agency (FEMA). 2. Complete the annual review and update of all Hawaii County Civil Defense Agency Emergency Operations Guides and Response Plans. Currently in progress and approximately 40% complete. Unfortunately the first half of the fiscal year coincides with hurricane season and this year's season presented with a significant number of systems that posed threat to our community and required full attention and focus of our office. In addition, during the last month of hurricane season (November 4th) a Dengue Fever outbreak and response arose and is presenting with challenges with meeting this objective for the fiscal year. Nonetheless every effort will be made to meet this performance measure by close of the fiscal year. 3. Develop a County of Hawaii disaster and hazard training plan and schedule to facilitate the annual review and exercise of high risk hazard (Tsunami, Hurricane, and Earthquake) emergency operations guides and response plans. In progress and 25% complete. 4. Conduct an annual assessment of Civil Defense public notification and warning systems to include but not limited to: a. The use of the mass notification systems to provide timely digital platform public information and outreach messaging with respect to the various types of hazards and threats experienced. In progress and 50% complete. b. The expanded use of the mass notification system for other Departments in the County. In progress and 30% complete. To date use of the system by other departments have included the Fire Department for emergency personnel recall or call back and the Department of Water Supply for emergency customer service messages. Six Month Progress Report on Program Objectives for FY 2015-16 CIVIL DEFENSE AGENCY CIVIL DEFENSE c. The use of various social media and web based platforms to post and disseminate emergency information. This objective is in progress and 20% complete. The use of social media platforms has proven to be very effective and beneficial and with the anticipated hiring of the Disaster Recovery Coordinator a more comprehensive approach to utilizing this platform will be pursued. 5. Conduct an annual assessment of all digital or electronic systems, software, and platforms used to: a. Establish and maintain a Common Operating Picture (COP) for all emergencies. This objective is in progress and with the events and emergencies experienced thus far in the fiscal year, the use of the Web EOC product for supporting an effective COP has been achieved. K Monitor and maintain situational awareness with emergency operations and incident management. On target for the fiscal year at 50% completion. A large component of the success rate with this objective is attributed to the established relationships and partnerships with all stakeholders and the demonstrated commitment of the stakeholders to participate in the EOC activations and operations. c. Facilitate, submit, track, and process requests for assistance (RFA's) and or requests for information (RFI's) during emergency operations and the activation of the Emergency Operation Center (EOC). Currently, and with the use of the WebEOC product, RFAs and RFIs are being facilitated and tracked fairly well. Our office continues to provide recommendations and suggestions for system development and improvements that will make the product more effective. This objective is 50% complete. Six Month Progress Report on Program Objectives for FY 2015-I6 CIVIL DEFENSE AGENCY CIVIL DEFENSE it. Conduct and facilitate preliminary damage assessments with the various emergencies and disaster events. Through the partnership with the County Housing and Research and Development Departments, those events or incidents that resulted in property damage (flood events of August/September) were effectively responded to from a damage assessment perspective and information and data was documented and processed for consideration of emergency declarations as well as to evaluate and estimate the financial impact of the events and consideration of pursuing federal declaration of a disaster. e. Inventory and track all local (Hawaii Island) disaster response resources. This objective has been delayed due to attention and focus of resources with ongoing emergency events. Presently 10% complete. 6. Conduct and annual review of existing and new facilities being designated or considered as emergency shelters, in partnership with the Department of Education, American Red Cross, Hawaii Comity Department of Parks and Recreation, and State Civil Defense. This objective is currently 20% complete with ongoing efforts to assess and evaluate designated and new shelter facilities. This process and objective relies on the participation of other agencies to include those listed above and therefore progress is subject to external variables. 7. Participate in the administration of the County of Hawaii Radio System Upgrade Project. This objective is ongoing and on target with the schedule developed as part of the contract for the upgrade of the system. 8. Continue to administer the Department of Homeland Security Grant Program for the County of Hawaii as administered and directed by the State Civil Defense Agency and the State Department of Defense. Utilize Homeland Security funds to enhance the Emergency Operations Center (EOC), develop EOC continuity and contingency plans, develop programs to integrate social media into our operations and develop supply caches throughout the county in support of shelters and mass care initiative. This objective is ongoing and meeting performance benchmarks in accordance with the grant programs. Six Month Progress Report on Program Objectives for FY 2015-16 CIVIL DEFENSE AGENCY CIVIL DEFENSE 9. Conduct annual review and update tsunami evacuation maps, and provide updates to appropriate departments and agencies on an annual basis. Due to a lack of dedicated GIS support to the department, this project continues to experience delays. The development of draft maps and eventual final maps is contingent upon GIS support. 10. Identify and develop a siren installation, upgrade, repair, replacement, and preventative maintenance program in accordance and coordination with State Civil Defense CIP Funding plan and through private subdivision developers. This objective is in progress and similar to other objectives is contingent upon the participation of other organizations and agencies. This objective is approximately 25% complete. Six Month Progress Report on Program Objectives for FY 2015-16 CIVIL DEFENSE AGENCY CIVIL DEFENSE 1. Continue the priority of working with all segments of the community in developing emergency -response plans. a. Utork with the public sectors in hazard/risk awareness and response preparedness. Continue to review and update Police. Public Works. Pirc. and Parka Standard Operating Guidelines (SOGs). Through the first nine months of the fiscal year, the Civil Defense Agency along with many of the aforementioned stakeholder departments and organizations were engaged in the response to and recovery from multiple events and incidents. This included the impact of Tropical Storm Iselle and the June 27'h Pu`u O`o lava now. This engagement and the prolonged and extensive imohement in these evcuts precluded the agency from meeting this objective. (though it is estimated that this objective was limited to a 70 percent completion, the same emergency events and incidents provided the opportunity to deploy established plans and the ability to evaluate the effectiveness of the plans. b. Continue to coordinate and participate in emergency preparedness exercises, drills and training. To the degree that it was possible to participate in various exercises and drills due to incident management obligations, this objective was met. e. Continue to coordinate and participated in training for emergency response. As previously stated, the real or actual emergency events and incidents that occurred in the fiscal year afforded the agency with a variety of opportunities to deploy established plans and to identify the strengths and gaps in said plans. 2. Improve Civil Defense public notification systems-. a. Expand the use of the mass notification system for other Departments in the County. This objective was met with expanded use of the system by both the Fire and Water Departments. In the case of the Fire Department the system is used for the recall or call back of personnel for large multi -operational period incidents. The utilization of the system provides for not only rapid telephone (voice) and text notification recall, but also is capable of generating reports for use by the Fire Department leadership to consider policy and procedure development or revision. With respect to the Water Department, the system was used for the notification of regional customers or the general public as it Final Status Report on Program Objectives for FY 2014-15 CIVIL DEFENSE AGENCY CIVIL DEFENSE pertained to emergency water system conditions to include water main breaks and service interruptions. b. Continue growth and efficiency of the electronic/digital messaging notification S} Stent. The current system in use by the agency has demonstrated reliability and effectiveness for both public as well as internal notifications and information dissemination. The software or platform capabilities continue to be explored to identify viable solutions for various scenarios or applications. Dccclop electronic sss tcm, Ibr inorc efficient coni 711111 ical i on with Store CisiI Defense. other emergency management partners. and Countv Departments. a. identity and initiate the development and implementation of a commmn platform for electronic document collaboration. As was presented in the six month status report, the Civil Defense Agency continues to explore various technologies and more specifically, digital information dissemination tools. This pertains to the ability to export and import data and transmit information across multiple layers of government (County to State) as well as within the local jurisdiction. For some of this application, the use and modification of the Web 0C product continues to demonstrate potential and the capability to bridge multiple jurisdictions and the State and Federal agencies with various events and incidents and provide for situational awareness as well as the vehicle for submitting and fulfilling requests for assistance and information. In addition, the use of the MERCI product for damage assessment continues to be explored and evaluated under real life events. All of these solutions are being pursued in collaboration and partnership with State Civil Defense and will likely be an ongoing effort due to each event presenting with new issues for consideration. b. Integrate Social Media and other electronic communication platforms in order to leverage technological communication media opportunities. This objective has been met and attained with the development and maintenance of a Hawaii County Civil Defense Facebook page. The utilization of Facebook has afforded the HCCDA with the opportunity to expand its information dissemination capabilities as well as has provides a platform to monitor the public's observations and perspectives during an incident. Final Status Report on Program Objectives for FY 2014-15 CIVIL DEFENSE AGENCY CIVIL DEFENSE 4. Continue to work with Department of Education, American Red Cross and State Civil Defense regarding new facilities being designated as emergency shelters, and proposed facility upgrades to expand our shelter program. This objective remains at 20 percent complete and the continuing process of assessing all identified existing and proposed shelter facilities. 5. Continue to administer the Department of Homeland Security (DHS) Grant Program for the County of Hawaii as administered and directed by the State Civil Defense Agency and the State Department of Defense. Utilize Homeland Security funds to enhance the Emergency Operations Center (EOC). develop EOC continuity and contingency plans, develop programs to in c,,rute social media into on r operations and develop Ill 01% caches throughout the county in support of shelters and muss care initiative. This objective for the fiscal year has been attained and will be an ongoing objective for as long as the grant program is in place and supported financially. 6. Continue to review and update tsunami evacuation maps, and provide updates to appropriate departments and agencies on an annual basis. This objective remains at 50 percent complete. All maps have been updated in partnership with the University of Ilawai`i and common public outreach medium (phone books and websites) currently have published updated maps. The current maps were developed based on modeling of the five recent/historical tsunami events that impacted Hawaii. The release of new products from the University of Hilo regarding any special or unique tsunami event mapping has been received and the development of modified or secondary evacuation maps are being developed. Contributing to the delays of meeting this objective is the lack of dedicated GIS support for the development of the map layers and products. 7. Identify and develop a siren installation, upgrade, repair, replacement, and preventative maintenance program in accordance and coordination with State Civil Defense CIP Funding plan and through private subdivision developers. This project is ongoing and controlled and managed by the State Civil Defense Agency. HCCDA continues to provide support and assistance with the development and expansion of the siren warning system. The State Siren System Modernization and Upgrade Projects are currently underway in Hawaii County Final Status Report on Program Objectives for FY 2014-15 CIVIL DEFENSE AGENCY CIVIL DEFENSE with new and additional sirens being installed and activated as well as the transition from a radio signal activation system to a more reliable and inherently redundant satellite/cellular signal activation system. Final Status Report on Program Objectives for FY 2014-15 CORPORATION COUNSEL CORPORATION COUNSEL LITIGATION DIVISION 1. Offer training opportunities to each litigator at least twice a year, to provide them with effective tools to effectively represent the County and its employees. Litigators are receiving appropriate training. 2. Have at least monthly litigation meetings to review the status of cases, hear concerns and provide training and guidance. Although some litigation meetings have taken place, they have not been on a regular basis. One litigator works in Kona making it difficult to schedule face- to-face litigation meetings with all members of the litigation team. 3. Responsibly monitor pending lawsuits by recommending settlement only when quantifiable justifications exist. The litigators have been monitoring pending lawsuits and settlement is only recommended when it is in the best interests of the County. 4. Have at least six attorneys assigned to the litigation section full-time to handle lawsuits. Currently five attorneys are assigned to the litigation section. 5. Retain a collection agency to assist our office. A collection agency has the expertise in this area and generally, gets paid from proceeds they collect. As a result, they should act aggressively in collection matters and should increase the amount of money which is collected. Retaining a collection agency would permit the litigators to focus on larger litigation matters with greater exposure to the County. Efforts were not made to retain a collection agency due to procurement requirements, understaffing in the litigation section and other staffing considerations. We continue to have a litigator assigned to handle collections and will be reevaluating the benefit of retaining a collection agency. Six Month Progress Report on Program Objectives for FY 2015-16 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 1. Review of Documents. The Division will review and approve legal documents submitted by the various County departments and agencies promptly. This review will include a thorough analysis of potential legal exposure and liabilities. To the extent possible, 75% of legal documents shall be completed within 7 business days. Approximately 963 documents were approved. 96.1% were completed within seven business days. 2. Drafting Documents and Legislation. The Division will draft documents and legislation at the request of its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. Approximately 18 documents were drafted. 66.7% were completed within 21 business days. 1 Requests for a Legal Opinion. The Division will thoroughly research and draft legal opinions for its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. Approximately 84 legal opinions were drafted. 71.9% were completed within 21 business days. 4. Miscellaneous Requests for Legal Assistance, Including Long-term Projects. The Division will respond to departmental and agency requests for legal service that may not involve a formal written response or extensive legal research. These miscellaneous requests may also include long-term projects, which are time -and resource -consuming. For requests not requiring a formal written response or extensive research, to the extent possible, 50% of all requests shall be completed within 21 business days. For long-term projects, to the extent possible, requests shall be completed within the time frame allocated for the project. Approximately 514 requests for review and comment were received, with 77.0% completed within 21 days. An additional 68 miscellaneous requests for assistance were received, with 41.2% completed within 21 days. Approximately 138 long- term projects were completed. In addition, attorneys attended 557 appearances/meetings and were assigned to handle approximately 35 litigation matters, including contested cases, agency appeals, bankruptcies and foreclosures. Six Month Progress Report on Program Objectives for FY 2015-16 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 5. Training for County Officers and Employees, and Board and Commission Members. The Office of the Corporation Counsel will conduct ongoing training for at least 500 County officers and employees, and substantive Boards and Commissions to prevent procedural and substantive errors, including recall training as requested by our County clients. Each attorney will provide at least one training. 203 County officers and employees attended training conducted by our office. Training topics included: Contract Drafting 101; ADA — Service and Support Animals; Ethics 101; UIPA; Sunshine Law; Investigation and Documentation for Issuance of Notices of Violation. In addition, our office hosted the 81h Annual Statewide Municipal Attorneys Training Conference which featured two full days of training sessions and had approximately 160 attendees. 6. Risk Management/Mitigation. The Division will continue to work with their respective clients in risk management activities, in conjunction with the County's risk manager. We continue to work collaboratively with the risk manager to minimize the County's exposure. Six Month Progress Report on Program Objectives for FY 2015-16 CORPORATION COUNSEL BOARD OF ETHICS 1. Review all requests for opinions in a prompt manner. During the first six months, the Board received seven new petitions and four informal advisory opinion requests. In this time period, the following occurred: • Five petitions were dismissed. • Decisions were rendered on two informal advisory opinions. • One petition is continued until further notice, as the petitioner is unable to attend and give testimony. • One informal advisory opinion is continued until an opinion is received by the employee's department. • One petition is continued until Corporation Counsel provides a legal opinion as to the scope and applicability of the relevant County Code Sections regarding gifts. • Four petitions will be reviewed in the second half of FY 2015-16. • One informal advisory opinion will be reviewed in the second half of FY 2015-16. The Board of Ethics has achieved 50% of the estimated number of requests for opinions and informal advisory opinions for FY 201.5-16. Six Month Progress Report on Program Objectives for FV 2015-I6 CORPORATION COUNSEL LITIGATION DIVISION I. Offer training opportunities to each litigator at least twice a year, to provide them with effective toots to effectively represent the County and its employees. Litigators have received appropriate training. 2. Continue to make litigation client friendly. The Litigation Division will contact all major County departments to schedule meetings to discuss ongoing cases, the scope of liability and methods to reduce the department's exposure to unnecessary risks. The litigation section was understaffed, making it difficult to schedule face-to- face meetings with all major County departments. However, the litigators communicated with Department Directors on a case by case hasis as the litigation progressed. 3. Responsibly monitor pending lawsuits by recommending settlement only when quantifiable justifications exist. The litigators monitored pending lawsuits. Settlements were only recommended when it was in the best interests of the County. 4. Continue to pursue collection efforts- aggressively and assist the Department of Environmental blanagcment in revising policies and procedures in order to ensure accounts do not become substantially delinquent. In order to increase collections efforts, oto office will seek permission to hire a collection agency to assist or office. A collection agency has the expertise in this area and generally, gets paid from proceeds they collect. As a result they should act aggressively in collection matters and should increase the amount of money which is collected. Our office aggressively pursued collections and assisted the Department of Environmental Management in revising its policies and procedures. However, efforts were not made to retain a collection agency due to understaffing in the litigation section. Final Status Report on Program Objectives for FY 2014-15 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 1. Review of documents. The Division will review and approve legal documents submitted by the various County departments and agencies promptly. This review will include a thorough analysis of potential legal exposure and liabilities. To the extent possible. 75%, of Iceal documents shall be complctcd ��ittiin 7 business da) s, Approximately 1,125 documents were approved. 96.94 were completed within seven business days 2. Drafting documents and legislation. The Division will draft documents and legislation at the request of its County clients in a prompt manner. To the extent possible, 75% of requests shall be completed within 21 business days or less. Approximately 80 documents were drafted. 87% were completed within 21 business days. 3. Written Requests for a Legal Opinion. The Division will thoroughly research and draft legal opinions for its County clients in a prompt manner. To the extent possible. 75% of requests shall be completed within 21 business days or less. Approximately 179 legal opinions were drafted. 92% were completed within 21 working days. 4. Miscellaneous Requests for Legal Assistance, including Long-term Projects. The Division will respond to departmental and agency requests for legal service that may not involve a formal written response or extensive legal research. These miscellaneous requests may also include long-term projects, which are time -and resource -consuming. For requests not requiring a formal written response or extensive research, to the extent possible, 50% of all requests shall be completed within 21 business days. Approximately 112 miscellaneous requests were received with a timely completion rate of 93%. In addition, approximately 1,056 requests for review and comment were received with a timely completion rate of 94%. Also, the Division participated in over 1,100 meetings, phone conferences, and the like with County Officers, Employees and Board and Commission Members. Final Status Report on Program Objectives for FY 2014-15 CORPORATION COUNSEL COUNSELING & DRAFTING DIVISION 5. For long-term projects, to the extent possible, requests shall be completed within the time frame allocated for the project. Approximately X08 long-term projects were completed. 6. Training for County Officers and Employees, and Board and Commission Members. The Office of the Corporation Counsel will conduct ongoing training for at least 500 County officers and employees, and substantive Boards and Commissions to prevent procedural and substantive errors, including recall training as requested by our County clients. Each attorney will provide at least one training. Training was provided to approximately 223 County officers and employees. I raining efforts will continue to improve over the next six months. 7. Risk Management/Mitigation. The Division will continue to work with their respective clients in risk management activities, in conjunction with the County's risk manse er. The Counseling & Drafting Division, in conjunction with the risk manager as appropriate, works to provide proactive assistance to client departments. Final Status Report on Program Objectives for FY 2014-15 CORPORATION COUNSEL BOARD OF ETHICS I. Review all petitions and requests for opinions in a prompt manner. During FY 2014-I5 the Board received eight new petitions and three informal advisory opinion request. In this time period, the following occurred: • Decisions rendered on seven petitions (including four from FY 2013-14). • Two petitions were withdrawn (including one from FY 2013-14). • Decisions were rendered on two informal advisory opinions. • One informal advisory opinion was withdrawn. • One petition was continued until further notice, as the petitioner was unable to attend and give testimony. • Three of the petitions that were received during FY 2014-15 will be reviewed in FY 2015-16. The Board of Ethics has seen an increase in petitions and requests for an informal advisory opinion. The average per month is about two to three requests or more. Final Status Repon on Program Objectives for FY 2014-15 4 COUNTY COUNCIL COUNW CLERK COUNTY COUNCIL/CLERK COUNCIL/CLERK Clerk's Office -Council and Committee Services Section 1. Fulfill legal notice requirements for all Council and Committee meetings, including preparation of meeting agendas and posting and publication of meeting notices. Requirements were met for the 13 Council meetings and 42 Committee meetings held in the first half of the fiscal year. 2. Provide an accurate reflection of Council and Committee meetings and votes taken by preparing minutes of each meeting in accordance with law and by entering same into the Council Records System. Objective is not being achieved. 3. Prepare DVD copies of videotaped Council and Committee meetings as requested by the public, departments, and elected officials. Council Services has copied 74 DVDs in the first half of the fiscal year. 4. Provide copies and access to Council records and Clerk documents upon request by the public, departments, and elected officials in a timely manner and as required by law. Staff has received 108 requests from the public for assistance and research; all requests were fulfilled in a timely manner. 5. Provide ongoing support to the public with the retrieval of documents and information from the Council Records System available on the Clerk -Council web page. Objective is being achieved. 6. Assist the elected officials and the public to achieve meaningful and effective participation in the local legislative process. Staff is providing support for all Council and Committee meetings; assisting with the videoconference connection between Hilo and Kona as well as the remote sites in Waimea, Kohala, Na`alehu, and Palms for all Council and Committee meetings; providing copies for public review of all Council and Committee agendas as well as the items on the agendas; and processing all written testimony into the Council Records System. Six Month Progress Report on Program Objectives for FY 2015-16 COUNTY COUNCIL/CLERK COUNCIL(CLERK Support Services Division 1. Process all documents submitted by departments for reproduction within two business days, unless the job requested is extremely large. The Support Services Division has reproduced 1,929,184 black and white copies and 276,139 color copies of various documents including maps, booklets, and posters. 2. Process all pieces of outgoing postal and interdepartmental mail collected from departments or received by departments no later than 2:30 p.m. on the same business day. The Division posted/mailed 158,892 pieces of various weights, which included mail from the West Hawaii Civic Center. 3. Distribute incoming mail within two hours from receipt. This includes distribution and pick up of mail and interdepartmental envelopes to various County offices located in Hilo proper. All mail was distributed to various County offices located in Hilo proper within two hours from receipt. 4. Assist departments in complying with USPS regulations. Staff has ensured that all departments arc complying with USPS regulations. There were no updates/changes from USPS in the first half of this fiscal year. Legislative Research Branch (LRB) 1. Prepare semi-annual supplements to the County Code for distribution within eight weeks of receipt of final adopted ordinances, pursuant to Hawaii County Code, Section 2-153. LRB has initiated the ten-year revision of the County Code. The next supplement will be Supplement 1 to be published in July 2016. 2. Complete review of legislation initiated by a Council Member as to its proper form within two weeks of receipt. Complex legislation may require a longer review period. LRB has reviewed 120 resolutions, 12 bills, and 59 proposed amendments to legislation on Council and Committee agendas. Six Month Progress Report on Program Objectives for FY 2015-16 COUNTY COUNCIL/CLERK COUNCIL/CLERK 3. Provide support to the administration, as requested and time permitting, with drafting, analysis, and research services. LRB received two requests from the administration for assistance with drafting, analysis, and/or research; both were completed in a timely manner. 4. Draft ballot questions during an election year for any proposed amendments to the Hawaii County Charter to be placed on the General Election ballot. This is a non -election year. 5. Monitor Council and Committee meetings to provide research and advisory support for decision -makers on proposed legislative initiatives, and assist the Clerk and Council with interpretation and implementation of Council Rules and general parliamentary procedure. LRB staff monitored 13 Council and 42 Committee meetings and was available to provide assistance. 6. Prepare the annual report for the Council -Clerk's Office within designated timelines. Preparation for the annual report will begin at the end of the fiscal year. 7. Update the Council -Clerk's website to include revisions to the Hawaii County Code in the interim between supplements, revisions to the Hawaii County Charter pursuant to amendments that pass in the General Election, Operating and CIP budgets for the upcoming fiscal year, new or amended Council Rules of Procedure and Organization, and other miscellaneous internet maintenance duties. The Hawaii County Code was updated 21 times as soon as the ordinances became available to LRB. There were no amendments to the Rules of Procedure and Organization of the Council of the County of Hawaii. 8. Perform all other miscellaneous duties that may be assigned by the County Clerk. LRB is working on a major project to complete the ten-year review of the County Code. Six Month Prowess Report on Program Objectives for FY 2015-16 COUNTY COUNCIL/CLERK ELECTIONS 1. To encourage voter participation by doing a mass mail -out of Permanent Absentee Applications to registered voters. Mail out of absentee applications will be done in February 2016. 2. To increase ballot access for all voters at the Absentee Walk -In voting sites. Objective is being met. 3. To increase voter education by expanding the Young Voter Registration Program to middle school grades. Objective is being worked on for the 2016 Election. 4. To provide election information and to increase voter registration by working with the university campuses with voter registration drives. Objective is being worked on for the 2016 Election. Six Month Progress Report on Program Objectives for FY 2015-16 COUNTY COUNCIVCLERK COUNCIL/CLERK Clerk's Office - Council and Committee Services Section I. Fulfill legal notice requirements for all Council and Committee meetings, including the preparation of meeting agendas and posting and publication of meeting notices. Objective achieved. 2. Provide an accurate reflection of Council and Committee meetings and votes taken by preparing minutes of each meeting in accordance with law and by entering same into the Council Records System. Objective is not beim achieved. 3. Prepare DVD copies of videotaped Council and Committee meetings as requested by the public, departments, and elected officials. Objective achieved. Council Services copied 659 DVDs. 4. Provide copies and access to Council records and Clerk documents upon request by the public, departments. and elected officials in a timely manner and as required by law. Objective achieved. Received 217 requests from the public for assistance and research; staff fulfilled all requests in a timely manner. 5. Provide ongoing support to the public with the retrieval of documents and information from the Council Records System available on the Clerk -Council web page. Objective achieved. 6. Assist elected officials and the public to achieve meaningful and effective participation in the local legislative process. Objective achieved. Provided staff support for all Council and Committee meetings; assisted with the videoconference connection between Hilo and Kona as well as the remote sites in Waimea, Kohala, Ka`u, and Palma for all Council and Committee meetings; provided copies for public review of all Council and Committee agendas as well as the items on the agendas; and processed all written testimony into the Council Records System. Final Status Report on Program Objectives for FY 2014-15 COUNTY COUNCIL/CLERK COUNCIL/CLERK Support Services Division 1. Process all documents submitted by dcpannsnts for reproduction within two business days. unless Job request is extremely Large. Objective achieved. The Support Services Division reproduced 3,339,469 black and white copies and 302,305 color copies of various documents including maps, booklets, and posters. The Division also took on printing of business cards for all departments. 2. Process all pieces of outgoing postal and interdepartmental mail collected from or received b} denmtments no hter then 110 p.m. on the same business day. Objective achieved. The Division posted/mailed 308,113 pieces of various weights, which included mail from the West Hawaii Civic Center. 3. Distribute incoming mail within two hours from receipt. This includes distribution and pick up of mail and interdepartmental envelopes to various County Offices located in Hilo proper. Objective achieved. 4. Assist departments in complying with USPS regulations. Objective achieved. Legislative Research Branch fLRB) 1. Prepare semi-annual supplements to the County Code for distribution within eight weeks of receipt of final adopted ordinances pursuant to Hawaii County Code, Section 2-153. Objective achieved. Supplements 18 and 19 to the Hawaii County Code were published and submitted for distribution. 2. Complete review of legislation initiated by a Council Member as to its proper form within two weeks of receipt. Complex legislation may require a longer review period. Objective achieved. LRB reviewed 226 resolutions, 34 bills, and 65 proposed amendments to legislation on Council and Committee agendas. Final Status Report on Program Objectives for FY 2014-15 COUNTY COUNCIVCLERK COUNCIL/CLERK 3. Provide support to the administration, as requested and time permitting, with drafting, analysis and research services. Obi.ective achieved. All requests for drafting, analysis, and research were responded to in a timely manner. 4. Draft ballot questions for any proposed amendments to the Hawaii County Charter to be placed on the 2014 General Election ballot. Objective achieved. There was one Charter amendment on the ballot relating to the term of appointment for the County Clerk. 5. Monitor Council and Conuniuce mactings to protide resca%li and adcisor) support for decision -makers on proposed legislative initiatives and assist the Clerk and Council with the interpretation and implementation of Council Rules and general parliamentary procedure. Objective achieved. LRB staff monitored all Council and Committee meetings and was available to provide assistance. 6. Prepare the annual report for the Council -Clerks Office within designated timelines. Objective achieved. The annual report for the Office of the County Clerk and Hawaii County Council was completed and submitted within the designated timeline. 7. Update the Council -Clerk's website to include revisions to the Hawai'i County Code in the interim between supplements, revisions to the Hawaii County Charter pursuant to the 2014 General Election, Operating and CIP budgets for the upcoming fiscal year, new or amended Council Rules of Procedure and Organiaatioa, and other miscellaneous interact maintenance duties. Objective achieved. The Hawaii County Code was updated as soon as the ordinances became available to LRB. The Hawaii County Charter was updated to incorporate an amendment that was approved by the voters in the 2014 General Election. The Rules of Procedure and Organization of the Council of the County of Hawaii were updated after each duly approved amendment by the Council. Final Status Report on Program Objectives for FY 2014-15 COUNTY COUNCIL/CLERK COUNCIVCLERK 8. Perform all other miscellaneous duties that maybe assigned by the County Clerk. Objective achieved. LRB assisted the Council with the budget review process, which included the submittal of 133 nonprofits to be included in the operating budget and the review and transmittal of 30 budget amendments and all amended drafts of the operating and capital budgets; conducted four training classes for Council district staff on legislative drafting and budget procedures and amendments; updated, published, and distributed over 500 copies of the informational brochure, Your County Government; initiated the ten-year revision of the County Code; and initiated a project to manage the Clerk's archives and LRB library. Final Starts Report on Program Objectives for FY 2014-15 COUNTY COUNCIL/CLERK ELECTIONS DIVISION I. To encourage voter participation by doing a mass mail -out of Permanent Absentee Applications to registered voters. Objective achieved. This has allowed for a significant increase in the amount of permanent absentee voters. Currently, the permanent absentee voter list contains 22,868 voters. 2. To increase ballot access for all voters at the Absentee Walk -In voting sites. Objective achieved. All ballot styles were made available at all absentee walk-in sites within the County of Hawaii. This made it convenient for voters from any district to vote at nos absentee site within the County. 3. To increase voter education by expanding the Young Voter Registration Program to middle school grades. Objective is being met. 4. To provide election information and to increase voter registration by working with the university campuses with voter registration drives. Objective achieved. Voter registration and educational presentations were conducted at the University of Hawaii campuses in Hilo and Kona. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank COUNTY PHYSICIANS COUNTY PHYSICIANS COUNTY PHYSICIANS 1. Continue to serve the County diligentty as in the past. Ongoing. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank COUNTY PHYSICIANS COUNTY PHYSICIANS 1. Continue to serve the County diligently as in the past. Ongoing. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 6 EDDE RDY ACTIVITIES ELDERLY ACTIVITIES COORDINATED SERVICES UNIT The CSE staff will strive to promote maximum independence, optimum health, personal dignity and self -enrichment by: 1. Provide Information and Assistance Services to 3,500 older adults. CSN: provided Information &Assistance to services to 2,576 seniors. 2. Provide Outreach Services to 900 adults. CSE provided outreach services to 657 seniors. i" Provide Transportation Scrvicc9 to 1.000 older adults and accompljshing 37,000 nips annually. CSE provided transportation services to 826 seniors and accomplished 19,846 trips. 4. Provide Transportation Services to 60 individuals less than 60 years of age with disabilities and accomplishing 900 trips annually" CSE provided transportation services to 36 disabled individuals and accomplished 807 trips. 5. Provide and complete 2,000 Referrals. CSE provided and completed 1,831 referrals. 6. Provide individuals with disabilities/older adults with 5,000 hours of chore services annually. CSE provided 4,026 chore hours. Six Month Progress Report on Program Objectives for FY 2015-16 ELDERLY ACTIVITIES RETIRED AND SENIOR VOLUNTEER PROGRAM Enhance the overall quality of life, i.e., maximum independence, optimum health, personal dignity, and self -enrichment of persons 55 years and older by: 1. Provide diverse and meaningful volunteer opportunities to 1,120 persons 55 years and older. Provided 1,091 RSVP volunteer assignments. 2. Assist significantly in meeting community needs by providing 130,000 hours of volunteer service in a minimum of 140 volunteer stations. RSVP volunteers provided 41,090 hours of volunteer service through 117 volunteer stations. 3. Provide 200 volunteers to assist in Food Basket's Senior Farmers' Market Nutrition Program. Provided 166 RSVP volunteers who assisted in Food Basket's Senior Farmers' Market Nutrition Program. 4. Provide 30 volunteers to assist the Blood Bank of Hawaii at six community blood drives. Provided 38 volunteers who served in the Blood Bank of Hawaii Community Blood Drives. Six Month Progress Report on Program Objectives for FY 2015-16 ELDERLY ACTIVITIES NUTRITION PROGRAM Congregate Nutrition Services 1. To provide 60,000 nutritious meals, each containing a third of the U.S. RDA, to 900 older individuals, aged 60 and older, at fifteen congregate nutrition sites throughout Hawaii County by June 30. 2016. Provided 29,254 congregate meals that served 880 seniors at all sites. Home Delivered Meal Service (Meals on Wheels) 1. To deliver 60,000 nutritious meals, each containing a third of the U.S. RDA, to 300 (rail, homchound older individuals. aged 60 and older. thiouuhout Hawaii Count} by June 330, M16. Provided 31,169 "Meals on Wheels" delivered to the homes of 303 homebound seniors. Six Month Progress Report on Program Objectives for FY 2015-16 ELDERLY ACTIVITIES SENIOR COMMUNITY SERVICES EMPLOYMENT 1. Place five enrollees into unsubsidized jobs by fiscal yew's end. Placed two participants into an unsubsidized job. 2. Provide services to a cumulative total of 38 enrollees by fiscal Near s end Provided services to a cumulative total of 35 participants. I Visit each enrollee at his/her work site twice a year. Conduct 50 work site visits by fiscal yew's end. Conducted 12 work site visits. Six Month Progress Report on Program Objectives for FY 201,-16 ELDERLY ACTIVITIES COORDINATED SERVICES UNIT The CSE staff will strive to promote maximum independence, optimum health, personal dignity and self -enrichment by: 1. Provide information and assistance services to 3,500 older adults. Provided information and assistance to 4,678 older adults. 2. Provide outreach services to 900 adults. Seryed 1,334 seniors. 3. Provide transportation services to 1,000 older adults and accomplishing 37,000 trips annually. Provided transportation services for 1,155 seniors and completed 36,780 trips. 4. Provide transportation services to 60 individuals less than 60 years of age with disabilities and accomplishing 900 trips annually. Provided transportation services for 60 individuals under 60 years of & completed 1,518 trips. 5. Provide and complete 2,000 referrals. Completed 3,250 referrals. 6. Provide individuals with disabilities/older adults with 5.000 hours of chore services annually. CSE provided 5,755 of chore seryice to individuals with disabilities/older adults. Final Status Report on Program Objectives for FY 2014-15 ELDERLY ACTIVITIES RETIRED AND SENIOR VOLUNTEER PROGRAM Enhance the overall quality of life, i.e., maximum independence, optimum health, personal dignity, and self -enrichment of persons 55 years and older by: I. Provide diverse and meaningful volunteer opportunities to 1,120 persons 55 years and older. 1,132 RSVP volunteers served in volunteer assignments. 2. Assist significantly in meeting community needs by providing 130.000 hours of volunteer service in a minimum of 140 volunteer stations. RSVP volunteers provided 99,534 hours of volunteer service through 124 volunteer stations. 3. Provide 200 volunteers to assist in Food Basket's Senior Farmers' Market Nutrition Program. 174 RSVP volunteers provided 5,262 hours by assisting in Food Basket's Senior Farmers' Market Nutrition Program. 4. Provide 30 volunteers to assist the Blood Bank of l fawari at 6 community blood drives. 52 RSVP volunteers served in Blood Bank of Hawaii community blood drives. Final Status Repon on Program Objectives for FY 2014-15 ELDERLY ACTIVITIES NUTRITION PROGRAM Congregate Nutrition Services 1. To provide 62,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 900 older individuals, aged 60 and older, at fifteen congregate nutrition sites throughout I lawai' i County by June 30, 2015. As of June 30, 2015 there were 54,729 congregate meals served to 944 seniors. This is 88% of our objective for congregate meals and 105% of our objective for seniors served at congregate sites. The congregate meals program was affected by two hurricanes. All nutrition sites were closed for safety reasons and no meals were served for three days. In September, lava from Kilauea started to flow towards Pahoa town, the Palma Nutrition Center relocated to Nanawale and then to Ainaloa Longhouse for the past nine months. And four Nutrition staff resigned/retired from CSWIII positions which a few positions weren't filled immediately impacting the congregate nutrition sites. Rome Delivered Meal Service (Meals on Wheels) 1. To deliver 60,000 nutritious meals, each containing 1/3 of the U.S. RDA, to 300 frail, homebound older individuals, aged 60 and older, throughout Hawaii County by June 30, 2015. As of June 30, 2015 there were 65,344 "Meals on Wheels" delivered to the homes of 361 homebound seniors. This is 109% of our objective for home delivered meals and 120% of our objective for seniors served. Final Status Report on Program Objectives for FY 2014-15 ELDERLY ACTIVITIES SENIOR COMMUNITY SERVICES EMPLOYMENT 1. Place five enrollees into unsubsidized jobs by FY's end. Six participants have been placed into unsubsidized jobs. 2. Provide services to a cumulative total of 39 enrollees by FY's end. Provided services to a cumulative total of 54 participants. 3. Visit each enrollee at his/her work site twice a year. Conduct 50 work site visits by FY's end. Conducted 65 work site visits. Final Status Report on Program Objectives for FY 2014-15 ENVIRONMENTAL M1 ANCET ENVIRONMENTAL MANAGEMENT ADMINISTRATION I_ Establish sewer fee rates at a level to cover expenses of operations, repairs and maintenance, and replacements. Sewer fee rates are not adequate to cover all planned expenses of operations, repairs and maintenance. The last sewer fee rate increase was in 2002 and current rates have not kept up with the increasing cost of operation, repair and maintenance of equipment and infrastructure that continues to deteriorate over time due to age. We have procured a consultant who is assisting in revenue requirement analysis, an updated user fee rate and schedule of increases. The consultant is tasked with assisting the department in presenting to Council and the community the request for a sewer rate increase. 2. Maintain vehicle disposal fee system to assure financial self-sufficiency for Vehicle Disposal program. The Vehicle Disposal Fund and the fees collected with the annual registration of vehicles are expected to be sufficient to maintain current operating expenses in FY 2015-16. 3. Evaluate current recycling programs to assess the feasibility of performing various programs in-house. This effort will be ongoing and depends upon Division budget. The challenge will be continuing service while transitioning a program to in-house. 4. Improve productivity and efficiency through additional training and cross training. Continued the process of updating and/or documenting the various tasks each position performs as well as the processes and procedures associated with those tasks. Better documentation will assist with the training of new personnel and the cross training of existing staff. 5. Continually work to strengthen and standardize the language in our contracts. Continued to work to strengthen and standardize language in our contracts through careful review and consultation with the Purchasing Division and Corporation Counsel. Six Month Progress Report on Program Objectives for FY 2015-I6 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 6. Improve the status of Wastewater accounts receivable. Reduce the average number of days in receivables to 81 days which represents a 10% decrease from the FY 2013- 14 actual of 90 days. Reduce the percentage of balances over 90 days past due to 52% of total receivables, which represents a 10% decrease from the FY 2013-14 actual of 58%. The average number of days in receivables for Wastewater has decreased to 87 days and the percentage of balances over 90 days past due has decreased to 55°%. Ordinance No. 14-136 was passed by the County Council and provides authorization for the Department of Water Supply (DWS) to shut-off water for non-payment of sewer fees after the effective date of December 31, 2015. This ordinance will provide significant leverage in the ability to collect sewer fees. The Department is continuing to work with the DWS to implement water shut- off for non-payment of sewer fees. We continue to work towards reducing the past due receivables by reviewing debt collection policies and other opportunities to further reduce outstanding balances. 7. Improve the status of Solid Waste accounts receivable. Reduce the average number of days in receivables to 83 days which represents a 10% decrease from the FY 2013- 14 actual of 92 days. Reduce the percentage of balances over 90 days past due to 35% of total receivables, which represents a 10% decrease from the FY 2013-14 actual of 39%. The average number of days in receivables for Solid Waste has decreased to 61 days. The percentage of balances over 90 days past due has decreased to 28%. We have received judgments from lawsuits initiated by the Office of the Corporation Counsel. Delinquent customers are being denied access to the landfills after proper notification. We have revised the disposal permit procedures and are reviewing possible code changes that will help to improve collections. The Department continues to work towards reducing the past due receivables by reviewing debt collection policies, procedures, and other opportunities to further reduce outstanding balances. Six Month Progress Report on Program Objectives for FY 2015-16 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 1. Establish sewer fee rates at a level to cover expenses of operations, repairs and maintenance, and replacements. Sevier fee rates are not adequate to cover all planned expenses of operations, repairs and maintenance. The last sewer fee rate increase was in 2002 and current rates have not kept up with the increasing cost of operation, repair and maintenance of equipment and infrastructure that continues to deteriorate over time due to age. We have procured a consultant who is assisting in revenue requirement analysis, an updated user fee rate and schedule of increases. The consultant is tasked with assisting the department in presenting to Council and the community the request for a sewer rate increase. 3. Maintain %chicle disposal 1'ec system to assure tinaneial self-sufficiency for Vehicle Disposal program. The Vehicle Disposal Fund and the fees collected with the annual registration of vehicles were sufficient to maintain current operating expenses in FY2014-15. 3. Evaluate current recycling programs to assess the feasibility of performing various programs in-house. This effort will be ongoing and depends upon Division budget. The challenge will be continuing service while transitioning a program to in-house. 4. Improve productivity and efficiency through additional training and cross training. Continued the process of updating and/or documenting the various tasks each position performs as well as the processes and procedures associated with those tasks. Better documentation will assist with the training of new personnel and the cross training of existing staff. 5. Continually work to strengthen and standardize the language in our contracts. Continued to work to strengthen and standardize language in our contracts through careful review and consultation with the Purchasing Division and Corporation Counsel. Final Status Report on Program Objectives for FY 2014-15 ENVIRONMENTAL MANAGEMENT ADMINISTRATION 6. Improve the status of Wastewater accounts receivable. Reduce the average number of days in receivables to 90 days which represents a 10% decrease from the FY2012- 13 actual of 100 days. Reducc the percentage of balances over 90 days past clue to S_% of total receivables- which rpresents a I0% decrease from the I YM12-13 actual of 58%. The average number of days in receivables for Wastewater has decreased to 87 days and the percentage of balances over 90 days past due has remained at 58%. Ordinance No. 14-136 was passed by the County Council and provides authorization for the Department of Water Supply (DWS) to shut-off water for non-payment of sewer fees after the effective date of December 31, 2015. This ordinance will provide significant leverage in the ability to collect sewer fees. The Department is continuing to work with the DWS to implement water shut- off for non-payment of sewer fees when the ordinance goes into effect. We continue to work towards reducing the past due receivables by reviewing debt collection policies and other opportunities to further reduce outstanding balances. 7. Improve the status of Solid Waste accounts receivable. Reduce the average number of days in receivables to 104 days which represents a 10% decrease from the FY2012-13 actual of 116 days. Reduce the percentage of balances over 90 days past due to 50% of total receicahles, which represents a 10% decrease from the FY2012- 13 actual of 560/,' . The average number of days in receivables for Solid Waste has decreased to 70 days. The percentage of balances over 90 days past due has decreased to 32%. We have received judgments from lawsuits initiated by the Office of the Corporation Counsel. Delinquent customers are being denied access to the landfills after proper notification. We have revised the disposal permit procedures and are reviewing possible code changes that will help to improve collections. The Department continues to work towards reducing the past due receivables by reviewing debt collection policies, procedures, and other opportunities to further reduce outstanding balances. Final Status Report on Program Objectives for FY 2014-15 6 FINARC FINANCE ADMINISTRATION/BUDGET Administration I. Conduct training sessions, large and small group settings as needed, for county financial personnel. Desired outcome is to provide a training media for financial support staff. Two training sessions were conducted to date. Purchasing conducted procurement training for one of the departments and another training was held to provide accounts and procurement updates and instructions for the preparation of the FY 2016-17 budget. In addition, there have been a variety of one-on-one trainings with many of the departments. 2. Maintain interaction and education for the public by participating in community meetings and by conducting workshops on the various finance areas, including budget, purchasing and real property tax related areas. Four such workshops and meetings were conducted in the first half of the fiscal year. The focus was on various finance topics including real property tax. 3. Conduct informational sessions or distribute instructive materials to division managers, supervisors and/or staff at least tour times per year, covering new or changing regulations, rules and procedures that affect employee relations or benefits. Five such training sessions or distribution of instructive materials were completed during the first half of the fiscal year. 4. Refer procurement protests to Corporation Counsel within three working days of receipt. There were two protests filed during the first half of the fiscal year. We met the deadline as noted above. Six Month Progress Report on Program Objectives for FY 2015-I6 FINANCE ADMINISTRATION/BUDGET Buftet 1. Prepare transmittal letters, resolutions, and/or bills for the appropriate approvals and signatures for all fully -completed requests for council action received three days prior to the County Council's submittal deadlines. All of the 70 request for council action forms received from departments/ agencies were processed and forwarded to the Finance Director and County Clerk in a timely manner (provided that all necessary departmental information was provided). 2. Provide guidance and assistance to departments/agencies to ensure the fiscal responsibility and accountability in developing the operating budget. On September 11, 2015, the kickoff meeting for the FY 2016-17 budget was held for budget liaisons and/or fiscal staffs of County departments and agencies. Ongoing assistance to the departments/agencies is provided as needed. 3. Receive and process County of Hawaii nonprofit grant applications. We have prepared the grant applications, advertised and posted the application online. The deadline for the grant applications is Friday, January 29, 2016. At that time we will begin our processing of the applications. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE ACCOUNTS I. Close FY 2014-15 books and issue final June 30 Budget Status Report by October 15, 2015, and determine the General Fund's fund balance by September 30, 2015. The FY 2014-15 books were closed on October 15, 2015 and the final June 30 Budget Status Report was issued on October 30, 2015. The General Fund's fund balance was determined on October 14, 2015. 2. Obtain Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) for the County's June 30, 2015 Comprehensive Annual Financial Report. Certificate of Achievement is in the process of being obtained. 3. Close the books and have the monthly budget status reports available in FRESH within ten working days after the end of the month or close of the previous month, whichever is later, except for June, July, August, September and October. The prior fiscal year was officially closed on October 15, 2015 and we then began closing the months in FY 2016. We anticipate being able to meet this objective beginning with the January 2016 closing. 4. Support the FRESH (Financial and Resource Enterprise Software for Hawaii County) system accounts payable, general ledger and payroll modules. This includes maintaining and keeping abreast of changes to the current modules that Accounts is responsible for, as well as, helping users and providing training when necessary. Support is being provided on a continuous basis. 5. Ensure that all claim payments made are proper and legal by pre -auditing 100% of payment requests for accuracy and propriety, returning items that are not accurate or proper to departments for correction. 100% of payment requests are being pre -audited. 6. Provide certificate of the availability of funds on County contracts within three working days of the contract's submission to Accounts Division. Certifications are being provided within the necessary timeframe. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE ACCOUNTS 7. Pay vendors promptly by issuing all warrants for claims within seven working days of the receipt of the invoice by Accounts Division. All warrants for claims are being issued within seven working days of the receipt of the invoice. 8. Ensure that all employees receive the correct amount of pay and related benefits by pre -auditing 100% of payroll claims for accuracy and compliance with legal and contractual requirements, and filing all required payroll tax forms and returns on time. 100% of payroll claims are being pre -audited and all required payroll tax forms and returns are being filed on time. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE PURCHASING 1. Use technology effectively by processing 95% of all IFBs, RFPs and RFQs using Public Purchase, the division's chosen e -procurement system. The Purchasing Division used Public Purchase to process 97% of the IFB, RFPs and RFQs electronically, increasing vendor participation and reducing paper filing. 2. Use technology effectively by processing 75% of all documents electronically to the departments, agencies and public by using Public Purchase, Laser fiche or email. The Purchasing Division processed 85% of documents electronically to the departments. This includes preparing and approving bid documents, receiving and evaluating bid documents and distributing signed contract documents. All Purchasing Division procurement documents are maintained electronically, with the hardcopy signed contract filed. 3. Provide outstanding customer service to departments and agencies by completing draft specifications for formal advertised bidding (IFBs or RFPs) 90% of the time within 60 days of receipt of the request. The Purchasing Division processed 92% of the draft specifications with sixty days of receipt. In addition, the division has combined "like" type purchases during this time period, allowing for savings due to these combined purchases. 4. Provide outstanding customer service to departments and agencies for purchases less than the formal bidding limits, by completing the request for quotation process 95% of the time within ten working days of receipt. The Purchasing Division processed 95% of request for quotation requests within twenty days of receipt. The Division was able to achieve greater efficiency by using Public Purchase to regenerate prior requests so unnecessary research and typing is not required. 5. Provide outstanding customer service by processing 95% of routine documents (invoice payment approvals, contracts, change orders and supplemental agreements) within two working days of receipt, including electronic approvals. The Purchasing Division processed 95% of routine documents within two working days. If possible, electronic documents are requested and electronic signatures are used to increase the timeliness of the response. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE PURCHASING 6. Encourage staff professional development by requiring staff to attend a minimum of one professional development training class yearly, two classes required for supervisory staff. During this period staff attended training classes regarding software contract negotiation, Microsoft SharePoint, Eden inventory module and budget preparation. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE TREASURY 1. Invest 99 per cent of all funds in interest-bearing accounts or certificates. At least 99% of funds are invested in interest bearing accounts or certificates. 2. Maintain sufficient liquidity to meet cash requirements. All obligations were met including vendor payments, bond payments and payroll expenses. 3. Maximize interest income by attaining budgeted projection while ensuring the safety of County funds. At the halfway point, interest income is only 13% of the annual budgeted goal. The shortfall is primarily due to interest rates which have not increased as expected. There was also a sizable reversal of interest that was credited to the General Fund in error. 4. Reconcile monthly statements within thirty days of receipt. Bank statements are being reconciled on schedule. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE REAL PROPERTY TAX 1. Maintain sales assessment mean ratio +/- 10% from the 100% assessment. • Sales ratio/assessment ratio for Appraisal Year 2015 will be determined in March 2016. 2. Maintain a co -efficient of dispersion at +/- 15% of the mean ratio. • The overall ratio for Appraisal Year 2015 will be determined in March 2016. 3. Conduct field inspections of 98% of all building permits issued or on file for all new construction. • Field inspections for new permits were at 98%. 4. Maintain an active educational and informational program on real property taxation. • This is an ongoing program within the division. • Staff and public concerns are valuable resources for this important function of the division. • Website data such as forms and instructions are reviewed periodically and updated as needed. Added feature are being implemented as they become available. • Presentations are made at professional, community, and club meetings upon request. • Radio, newspaper, and local public television coverage are coordinated with the mayor's press secretary. 5. Initiate proceedings for two real property tax foreclosure sales to reduce the number of delinquent accounts and dollar amount of delinquent taxes owed to the County. • The first sale for FY 2015-16 is scheduled for January 12, 2016. • The second sale for FY 2015-16 is scheduled for June 9, 2016. Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE RISK MANAGEMENT 1. Continue to develop the Risk Management Division so as to be able to respond to inquiries and requests for assistance within a reasonable time. The Division continues to respond in a timely basis to requests from Departments, Divisions and the Council is assessing risk concerns and providing recommendations where appropriate. 2. Annually meet and collaborate with departments to discuss current risk issues, assess the policies and procedures in place and make necessary modifications to reduce risk and improve regulation compliance. The Division continues to respond in a timely basis to requests from Departments, Divisions and the Council is assessing risk concerns and providing recommendations where appropriate. 3. Annually review the County's self-insurance program and research insurance industry products to determine the most advantageous program to reduce potential financial loss and provide adequate protection. Since June 2015, Police fleet property coverage has been renewed as well as Kula`imano Housing, Public Officials bond, Flood (for eight facilities), Ouli Ekahi Housing and RSVP policies. Insurance industry has been closely monitored to be able to assist Departments in their budgeting process as it pertains to insurance procurement. 4. Meet every four months with Risk Management Committee to discuss activity and current risk issues. Risk Management Committee met in October 2015, and in addition to discussing RM Division activity and concerns of Departments, County accident (equipment and workers comp) trends are discussed so as to give Department heads a better sense of their Department's safety performance. 5. Meet monthly with Safety Division Administrator to discuss areas of safety concern and schedule safety and training programs to minimize the impact of such concerns. Meet regularly with Safety Division to discuss safety concerns island -wide and also attend and participate in the County Safety Committee meetings learning the concerns of its members (which I am able to discuss at Risk Management Committee meeting). Also participate with Safety Division in performing pre - OSHA inspections for all departments County -wide. Six Month Progress Report on Program Objectives for FY 2015-I6 FINANCE PROPERTY MANAGEMENT 1. Provide support for the Public Access, Open Space and Natural Resources Preservation Commission in meeting its requirement of submitting its annual update of prioritized lands to the Mayor by December 31, 2015. The 2015 Annual Report to the Mayor with the Prioritized List of Properties was submitted on December 30, 2015. 2. By December 2015, identify and initiate negotiations on the purchase of the next property pursuant to recommendations by the Public Access, Open Space and Natural Resources Preservation Commission, the Mayor and as authorized by the County Council. On November 17, 2015, the County acquired approximately 26 acres adjacent to Pohoiki Boat Ramp/Park in the Puna district utilizing monies from the Public Access, Open Space and Natural Resources Preservation Fund. Acquisition by the County will ensure preservation of low land Native Hawaiian forest, coastal habitat and cultural and burial sites. 3. Provide support for the land management and right -of way acquisition needs for all County departments. The following projects are completed or no longer in process: • Christian Marinello — Request to acquire paper road The following projects are in process as of December 31, 2015: • Ali`i Drive Shoulder Widening — Acquisition • AIN Drive Culvert Replacement — Acquisition • Amakihi Street — Request to acquire road • Fineberg and Gapp— Acquisition • Hawaiian Paradise Park HOA — Donation of land • HCEOC Botanical Garden —Lease to non-profit • HELCO — Request for utility easement • Hokulia Bypass — Acquisition • Kaiwiki Road Encroachment—Acquisition Kapi`olani Street Extension —Acquisition • Kawailani Street Improvement - Acquisition • Kohala High School Telecommunication Line— Request for easement • Kuauli Road Improvement — Acquisition Six Month Progress Report on Program Objectives for FY 2015-16 FINANCE PROPERTY MANAGEMENT • Manono Street Widening — Acquisition • ManowaiBpae Road Encroachment — Acquisition • Mass Transit Baseyard — Acquisition • Miloli`i Transfer Station — Temporary relocation • Namoku Tank Site — Transfer to Water Supply • Pahoa Parking Lot - Acquisition • Peace Corps Volunteer Sign — Sign placement on Property Managed by County • Pau Abdo Radio Tower Road Access — Donation of Kaakepa Street road lot • Puako Road Abandonment — Transfer to State of Hawaii • Tavares Trust — Road Encroachment, Land Exchange • Waiakea Uka Community Center—Acquisition • West Hawaii Traffic Signals — Easement acquisition 4. Provide administrative and fiscal management of all County leased properties and insure all leases are paid on time. Finalized Parks and Recreation Banyan's Beach parking lot lease rental cost term change renegotiated with the owner, Karen Kobayashi. Finance VRL Waimea office lease monthly payment started in December. Parks and Recreation Kona Warehouse lease negotiated and formalized for three-month lease term. Legislative Auditor's Hilo office lease is currently in the process of negotiations for new terms and conditions. Mass Transit's Hilo office lease is currently in the process of negotiations for new terms and conditions. HOVE Police Sub -Police Station lease is currently in the process of negotiations for new terms and conditions. Six Month Progress Report on Program Objectives for FY 2015-16 11 FINANCE PROPERTY MANAGEMENT 5. Dispose of surplus real property as requested and authorized by the Mayor and the County Council. Remnant sale to Hoku Kai Biofuels for fuel transmission line. The Planning Department's Geothermal Relocation Program had eight properties to dispose. The Geothermal Property Auction was held on Monday, November 23, 2015. All eight properties were sold. 6. Maintain the fixed assets record system of County property and submit the annual fixed asset report to the County Council. Fiscal Year 2014-15 annual County of Hawaii Fixed Asset Report was submitted to the County Council on Monday, August 17, 2015. 7. Hold at least one public auction for the disposal of useable surplus County owned personal property. The Department of Housing and Community Development's Kamakoa Nui's Affordable Housing Project was required to remove all furniture located in the four Model Homes. Kamakoa Nui's Furniture Auction was held on Saturday, July 25, 2015 from 9:00 AM to 5:00 PM. The auction was located on the first Boor and in the garage of Model Home 469 and in the garage of Model Home #70. The majority of the items were sold with the exception of a few pieces of furniture. The County of Hawaii Vehicle and Equipment Auction was conducted on Monday, December 21, 2015. The majority of the items were sold, with the exception of a few refuse trailers and a sign vinyl plotter. Six Month Progress Report on Program Objectives for FY 2015-16 12 FINANCE VEHICLE REGISTRATION AND LICENSING Vehicle Registration I. Process mail within three business days from date received. For the first half of FY 2015-16 we were able to process mail within three business days a majority of the time. We did experience some delays due to shortage of staff. Delays in processing did not exceed ten days. An increase in STEP worker hours assisted us in meeting our goal during the month of December which is our busiest month. 2. Recommend and implement at least one change in operations to enhance customer service experience. In November, we joined vehicle registration with the new driver's license office located at the Waimea Center. Having this new office has improved the customer service experience for patrons in the Kohala and Hamakua districts because they no longer have to travel to Kona or Hilo to obtain services for motor vehicle registration needs. 3. To have 90 percent of `Service Excellence Surveys' indicate `Excellent" overall efficiency rating in responding to customer concerns. For the first half of fiscal year 2015-16 we did obtain 90 percent of "Service Excellence Surveys" which indicate "Excellent" overall efficiency rating in responding to customer concerns. Licensine 1. Respond to inquiries and requests for renewals/duplicates by mail within four business days from date received. For the first six months of fiscal year 2015-16, all inquiries have been answered within one to two business days. All requests for renewals/duplicates are processed within seven to ten business days. 2. Recommend and implement at least one change in operations to enhance customer service experience. Six Month Progress Report on Program Objectives for FY 2015-I6 13 FINANCE VEHICLE REGISTRATION AND LICENSING We moved the driver license office located at the Waimea Police Station to the "old Kamuela Deli" site in the Waimea Center. This change provides us with a bigger office with a designated room for written tests and large lobby area. These measures provide the Kohala and Hamakua communities with easier access to our facilities and services and has also created a "one stop shop" for vehicle registration and licensing needs. 3. To have 90 percent of `Service Excellence Surveys' indicate "Excellent" overall efficiency rating in responding to customer concerns. During the first six months of FY 2015-16, we have obtained an 83.6% "Excellent" overall efficiency rating in responding to customer concerns. Periodic Motor Vehicle Inspection 1. Conduct at least 1,000 inspections of stations issuing safety checks. For the first six months of FY 2015-16, PMVI inspectors conducted 505 inspections of stations issuing safety checks. Six Month Progress Report on Program Objectives for FY 2015-16 14 FINANCE ADMINISTRATION/BUDGET Administration 1. Conduct three training sessions for county financial personnel. Desired outcome is to provide a training media for financial support staff. Seven training sessions were conducted. Purchasing conducted four training sessions to introduce the updated Purchasing Manual and another training was held to provide accounts and procurement updates and instructions for the preparation of the fiscal year 2015-16 budget. Procurement 101 and grant training were also provided during the fiscal year. In addition, there have been a variety of one on one trainings with many of the departments. 2. Maintain interaction and education for the public by participating in community meetings and by conducting workshops on the various finance areas, including budget, purchasing and real property tax related areas. Five such workshops and meetings were conducted during the fiscal year. The focus was on various finance topics including accounting, budget and real property tax. 3. Conduct informational sessions or distribute instructive materials to division managers, supervisors and/or staff at least four times per year, covering new or changing regulations, rules and procedures that affect employee relations or benefits. Twenty three such training sessions or distribution of instructive materials were completed during the fiscal year. 4. Refer procurement protests to Corporation Counsel within three working days of receipt. There were two protests filed during the fiscal year. We met the deadline as noted above. Final Status Report on Program Objectives For FY 2014-15 FINANCE ADMINISTRATION/BUDGET Budeet 1. Prepare transmittal letters, resolutions, and/or bills for the appropriate approvals and signatures for all fully -completed requests for council action received three days prior to the County Council's submittal deadlines. All of the 165 request for council action forms received from departments/ agencies were processed and forwarded to the Finance Director and County Clerk in a timely manner (provided that all necessary departmental information was provided). 2. Provide guidance and assistance to departments/agencies to ensure the fiscal responsibility and accountability in developing the operating budget. On September 12, 2014, the kickoff meeting for the FY2015-16 budget was held for budget liaisons and/or fiscal staffs of County departments and agencies. Ongoing assistance to the departments/agencies is provided as needed. Final Status Report on Program Objectives for FY 2014-15 FINANCE ACCOUNTS 1. Close FY 2013-14 books and issue final June 30 Budget Status Report by October 15, 2014, and determine the General Fund's fund balance by September 30, 2014. The FY 2013-14 books were closed on November 17, 2014 and the final June 30 Budget Status Report was issued on November 25, 2014. The General Fund's fund balance was determined on October 15, 2014. 2. Obtain Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) for the County's June 30, 2014 Comprehensive Annual Financial Report. Certificate of Achievement was obtained. 3. Close the books and have the monthly budget status reports available in FRESH within ten working days after the end of the month or close of the previous month, whichever is later, except for June, July, August, September and October. The prior fiscal year was officially closed on November 17, 2014 and we then began closing the months in Fiscal Year 2015. 4. Support the FRESH (Financial and Resource Enterprise Software for Hawaii County) system accounts payable, general ledger and payroll modules. This includes maintaining and keeping abreast of changes to the current modules that Accounts is responsible for, as well as, helping users and providing training when necessary. Support provided on a continuous basis. 5. Ensure that all claim payments made are proper and legal by pre -auditing 100°/% of payment requests for accuracy and propriety, returning items that are not accurate or proper to departments for correction. 100% of payment requests pre -audited. 6. Provide certificate of the availability of funds on County contracts within three working days of the contract's submission to Accounts Division. Certifications provided within the necessary timeframe. Final Status Report on Program Objectives for FY 2014-15 FINANCE ACCOUNTS 7. Pay vendors promptly by issuing all warrants for claims within seven working days of the receipt of the invoice by Accounts Division. All warrants for claims issued within seven working days of the receipt of the invoice. 8. Ensure that all employees receive the correct amount of pay and related benefits by pre -auditing 100% of payroll claims for accuracy and compliance with legal and contractual requirements, and filing all required payroll tax forms and returns on time. 100% of payroll claims pre -audited and all required payroll tax forms and returns filed on time. Final Status Report on Program Objectives for FY 2014-15 FINANCE PURCHASING 1. Use technology effectively by processing 95% of all IFBs, RFPs and RFQs using Public Purchase, the division's chosen e -procurement system. The Purchasing Division used Public Purchase to process 98% of the IFB, RFPs and RFQs electronically, increasing vendor participation and reducing paper filing. 2. Use technology effectively by processing 75% of all documents electronically to the departments, agencies and public by using Public Purchase, Laserfiehe or email. The Purchasing Division processed 85% of documents electronically to the departments. This includes preparing and approving bid documents, receiving and evaluating bid documents and distributing signed contract documents. All Purchasing Division procurement documents are maintained electronically, with the hardcopy signed contract and compliance documents filed. 3. Provide outstanding customer service to departments and agencies by completing draft specifications for formal advertised bidding (IFBs or RFPs) 90% of the time within 60 days of receipt of the request. The Purchasing Division processed 95% of the draft specifications with 60 days of receipt. In addition, the division looks to combine "like" type purchases allowing for savings due to these combined purchases. 4. Provide outstanding customer service to departments and agencies for purchases less than the formal bidding limits, by completing the request for quotation process 90% of the time within 20 days of receipt. The Purchasing Division processed 90% of request for quotation requests within 20 days of receipt. The Division was able to achieve greater efficiency by using Public Purchase to regenerate prior requests so unnecessary research and typing is not required. 5. Provide outstanding customer service by processing 95% of routine documents (invoice payment approvals, contracts, change orders and supplemental agreements) within two working days of receipt, including electronic approvals. The Purchasing Division processed 95% of routine documents within two working days. If possible, electronic documents are requested and electronic signatures are used to increase the timeliness of the response. Final Status Report on Program Objectives for FY 2014-15 FINANCE PURCHASING 6. Encourage staff professional development by requiring staff to attend a minimum of one professional development training class yearly, two classes required for supervisory staff. Purchasing Division staff attended training regarding biodiesel fuel, supervisory skills, Microsoft SharePoint and first aid. In addition, the Division provided multiple training classes for the revised purchasing manual along with additional smaller training classes for police, fire and public works. Final Status Report on Program Objectives for FY 2014-15 FINANCE TREASURY 1. Invest 99% of all funds in interest bearing accounts or certificates. At least 99% of funds are invested in interest bearing accounts or certificates. 2. Maintain sufficient liquidity to meet all cash requirements. All obligations were met including vendor payments, bond payments, and payroll expenses. 3. Maximize interest income by attaining budgeted projection while ensuring the safety of County funds. The budgeted amount was exceeded by 68%. 4. Reconcile monthly statements within 30 days of receipt. Bank statements are being reconciled on schedule. Final Status Report on Program Objectives for FY 2014-15 FINANCE REAL PROPERTY TAX 1. Maintain sales assessment mean ratio +/- 10% from the 100% assessment. • Sales ratio/assessment ratio is the ratio of an appraised (or assessed) value to the sale price or adjusted sale price of a property. The sales ratio study is conducted to fulfill the obligation to make property assessments uniform and equitable. The study functions as the assessor's yardstick in evaluating what is being done right, what is being done wrong, and what reappraisal activity is necessary. The county ordinance states that no taxpayer is deemed aggrieved by an assessment unless the assessment exceeds by more than 20% of market value. The goal of the division is to keep this percentage at 10% or lower. The higher the percentage, the further away the assessment is from market value. • The mean sales levels for improved residential property were 0.87 for condominiums after adjustment for personal property and 0.90 for single family residences. Or an underassessment of 13 and 10 percent respectively. • The sales ratio for vacant land was 0.94 or an underassessment of 6%. • The sales ratio report issued annually meets IAAO recommendations and standards for level of assessment. 2. Maintain a co -efficient of dispersion at +/- 15% of the mean ratio. • The coefficient of dispersion is the average deviation of a group of numbers from the median expressed as a percentage of the median. In ratio studies, this is the average percentage deviation from the median. Per the International Association of Assessing Officers, low CODs (15.0 or less) tend to be associated with good appraisal uniformity. The acceptable ratio for large rural counties is 20%. The lower the ratio the better although ratios of less than 5.0 are rare. • The COD was 10.71 for condominiums, 14.68 for single family residences, and 17.53 for land. • The market showed a 10% increase for improved properties over the last year. Sales of smaller vacant parcels have increased across the island while sales of larger parcels have remained stagnant. The market in lower Puna was badly affected by Hurricane Iselle and the threat of being cut off by active lava flows. • The sales ratio report issued annually meets IAAO recommendations and standards for COD and confidence levels. Final Status Report on Program Objectives for FY 2014-15 FINANCE REAL PROPERTY TAX 3. Conduct field inspections of 98% of all building permits issued or on file for all new construction. Field inspections for new permits were at 99°%. 4. Maintain an active educational and informational program on real property taxation. • The new RPT website has met with wide approval by the public and sessions on its use are being offered to interested groups. Fill -able on-line forms arc available and forms, instructions and FAQ's are updated as soon as they are approved. • The entire appraisal staff received training in the form of IAAO (International Association of Assessing Officers) Course 201 (Land Valuation) this last May. In house training sessions on Computer Assisted Land Pricing (CALP), Appeals Preparation and Presentation continue. Additional training is planned and helps the staff in communicating what we do to the general public. • A regular process of contacting all exemption or preferential assessment holders by letter for the IAAO recommended review cycle was begun by mailing out over 8,000 letters or about 20% of the total. • The division continues to participate in public and professional forums with updated presentations called Real Property Tax 101 or 102 both of which cover the process from assessment to taxes in the requested detail. It has been well received by both professional and public groups. The division continues working with the public over the counter, by email or on the phone. • Radio, newspaper, and local public television coverage are coordinated with the mayor's press secretary. 5. Initiate proceedings for two real property tax foreclosure sales to reduce the number of delinquent accounts and dollar amount of delinquent taxes owed to the County. • Due to increased requirements for title reports one sale originally scheduled for the previous Fiscal Year had to be held on duly 8, 2014. 86 properties were put up for sale and all 86 sold. The County received $241,910.90 in back taxes and $196,650.39 in penalties, interest and cost. An additional $526,505.06 was collected as surplus. Final Status Report on Program Objectives for FY 2014-15 FINANCE REAL PROPERTY TAX • The second sale was held on November 18, 2014. 107 properties were put up for sale and 65 sold. The County received $235,982.20 in back taxes and $155,521.70 in penalties, interest and cost. An additional $380,769.03 was collected as surplus. • A third sale was held on June 16, 2015. 46 properties were put up for sale and all sold. The County received $221,528.08 in back taxes and $171,931.06 in penalties, interest and cost. An additional $947,440.86 was collected as surplus. Final Status Report on Program Objectives for FY 2014-15 10 FINANCE RISK MANAGEMENT Continue to develop the Risk Management Division so as to be able to respond to inquiries and requests for assistance within a reasonable time. The Division continues to respond in a timely basis to requests from the public, Departments, Divisions and the Council in assessing risk concerns and providing recommendations where appropriate. 2. Annually meet and collaborate with departments to discuss current risk issues, assess the policies and procedures in place and make necessary modifications to reduce risk and improve regulation compliance. The Division has been involved on a regular basis with all Departments through the inspection process to better prepare for regulatory enforcement. 3. Annually review the County's self-insurance program and research insurance industry products to determine the most advantageous program to reduce potential financial loss and provide adequate protection. Since June 2014, Police fleet and subsidy auto coverage has been renewed as well policies for Mass Transit, Kula`imano Housing, Public Officials bond, Flood (for eight facilities), Ouli Ekahi Housing, RSVP (volunteers), COD property, Fire EMT professional liability and Helicopter/Hull liability, Kohala Ranch fire truck and model homes in Kanakoa. The insurance industry has been closely monitored to assist Departments in their budgeting process as it pertains to insurance procurement. 4. Meet every four months with Risk Management Committee to discuss activity and current risk issues. Risk Management Committee met in October 2014, February and June 2015. In addition to discussing RM Division activity and concerns of Departments, County accident (equipment and workers comp) trends and claim payments were discussed so as to give Department heads a better sense of their Department's safety performance. Final Status Report on Program Objectives for FY 2014-15 FINANCE RISK MANAGEMENT 5. Meet monthly with Safety Division Administrator to discuss areas of safety concern and schedule safety and training programs to minimize the impact of such concerns. Met regularly with Safety Division to discuss safety concerns island -wide and also attended and participated in the County Safety Committee meetings, learning the concerns of its members (which I was able to discuss at Risk Management Committee meeting). Also participated with Safety Division in performing pre -OSHA inspections for all departments County -wide. Final Status Report on Program Objectives for FY 2014-15 12 FINANCE PROPERTY MANAGEMENT Provide support for the Public Access, Open Space and Natural Resources Preservation Commission (PONC) in meeting its requirement of submitting its annual update of prioritized lands to the Mayor by December 31, 2014. The 2014 PONC Annual Report to the Mayor transmitted on December 26, 2014 with the Commissions' recommendations and ranking of properties for the 2014 Prioritized List. 2. By December 2014, identify and initiate negotiations on the purchase of the next property pursuant to recommendations by the Public Access, Open Space and Natural Resources Preservation Commission, the Mayor and as authorized by the County Council. The acquisition of White Sands Mauka in North Kona was completed on October 6, 2014 for 10.775 acres on AIN Drive and anticipated use will be an expansion of the adjacent KYpapa Park. Currently, the County has been negotiating with the landowner for a .911 acre parcel in Haws, North Kohala. Acquisition of this property will ensure that it remains in open space and out of the threat of development. Acquisition of Kahuku Coastal Property in Ka`a and Pohoiki in Puna should be completed in 2015 as the County is working on fulfilling all due diligence requirements for both State and Federal grants for Kahuku and Land Court approval for Pohoiki. 3. Provide support for the land management and right -of way acquisition needs for all County departments. The PM division continues to provide support and assist all departments. 4. Provide administrative and fiscal management of all County leased properties and insure all leases are paid on time. County leases continue to be maintained and monitored by PM, including renewals, amendments, etc. Lease payments managed by PM paid on time and no late fee charges were incurred. Final Status Report on Program Objectives for FY 2014-15 13 FINANCE PROPERTY MANAGEMENT 5. Dispose of surplus real property as requested and authorized by the Mayor and the County Council. Authorized sale of remnant TMK (3) 2-1-009:039, containing an area of approx. 733 sq. ft. in the Waiiikea South Hilo District, to Hbku Kai LLC on June 22, 2015. 6. Maintain the fixed assets record system of County property and submit the annual fixed asset report to the County Council. Fixed Asset Detail report maintained during the course of the fiscal year through the County EDEN program. The Fixed Asset Detail Report for Fiscal Year 2014 submitted to the County Council on August 18, 2014. 7. Hold at least one public auction for the disposal of useable surplus County owned personal property. The County of Hawaii Vehicle and Equipment Auction was held on December 9, 2014. Final Status Report on Program Objectives for FY 2014-15 14 FINANCE VEHICLE REGISTRATION AND LICENSING Vehicle Registration 1. Process mail within three business days from date received. All mail was processed within three days of receipt, except for the month of February, where there was mail processed no later than 30 working days after receipt. This was due to unexpected staff shortage caused by illness and family leave. 2. Recommend and implement at least one change in operations to enhance customer service experience. To enhance customer service experience an informational brochure on "How to Register Trailers" was made. This brochure provides information on the steps customers need to take to register trailers. The brochure also provides contact information for motor vehicle safety inspectors and the safety check inspection process for manufactured and homemade trailers. At the Hilo vehicle registration office, an "express" window was, and continues to be opened during high peak days to allow for faster service. 3. To have 90 percent of `Service Excellence Surveys' indicate "Excellent" overall efficiency rating in responding to customer concerns. We achieved 85% of Service Excellence Surveys indicating an overall "Excellent" efficiency rating. Licensing 1. Respond to inquiries and requests for renewals/duplicates by mail within four business days from date received. Inquiries and requests for renewals/duplicates by mail were responded to within four business days from date of receipt. 2. Recommend and implement at least one change in operations to enhance customer service experience. To enhance customer service experience, an informational brochure was produced on the different documentation required to prove identity, lawful Final Status Report on Program Objectives for FY 2014-15 FINANCE VEHICLE REGISTRATION AND LICENSING status and proof of principle resident address in order to obtain a Hawaii Driver's License or State Identification. This brochure is shared with applicants waiting in line to inform them of what is needed to complete their transaction at the Driver's License office. 3. To have 90 percent of'Service Excellence Surveys' indicate "Excellent" overall efficiency rating in responding to customer concerns. We achieved 90% on having our Service Excellence Surveys' indicate "Excellent" as an overall rating in responding to customer concerns. Periodic Motor Vehicle Inspection 1. Conduct at least 1,000 inspections of stations issuing safety checks. We conducted 1,040 inspections of stations issuing safety checks. Final Status Report on Program Objectives for FY 2014-15 16 IR� FIRE EMERGENCY OPERATIONS DIVISION 1. Maintain annual review and evaluation of department's service delivery performance based on identified recognized fire protection service delivery standards as defined by but not limited to NEPA, Hawaii Insurance Bureau, Insurance Services Office (ISO), OSHA, and United States Lifcguarding Association every six months beginning July 2015 through June 2016. Continue of evaluation of delivery and performance objectives. 2. Continued pursuit of personnel and resource requirements for achievement of industry standards of fire protection service delivery. This will include the pursuit of meeting personnel staffing levels in accordance with NFPA 1710, Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments beginning July 2015 through June 2016. Personnel and resource requirements needed to meet industry standards have been identified and is being implemented in our fire service delivery to the public. The 44" Fire Fighter Recruit class should fill most of our fire fighter vacancies. 3. Continue to maintain annual review of all Mutual Aid Agreements, Memorandums of Understanding (MOU), Memorandums of Agreement (MOA), and recognized response time standards and service delivery according to NFPA 1710 every six months beginning July 2015 through June 2016. Review is currently in progress. Contact lists for interdepartmental agencies and corresponding with private land owners are being updated. 4. Replacement of the two Battalion Chief of emergency response vehicles by January 2016. Awaiting arrival of response vehicles. Once received, HFD lights, sirens and communications will be installed prior to being placed in service. 5. Attain infrastructure permits and start date of Kawailani Fire Station by July 2015. The Kawailani Fire station contract has been awarded to an Oahu based contractor. They are in control of acquiring the infrastructure permits and has no start date at this time. Six Month Progress Report on Program Objectives for FY 2015-16 FIRE EMERGENCY OPERATIONS DIVISION 6. Complete the revisions and updates to the Rules and Regulations/Procedures Manual by January 2016. Completed an overview and objectives course on how to draft and write Rules and Regulations and Policies and Procedures. We established an approved "format' for policies. Currently drafting Administrative policies and also current policies, procedures, rules, and regulations, that needs immediate attention. The next step is to create two focus groups. Six Month Progress Report on Program Objectives for FY 2015-16 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau L Continue with the promotion of the EMS Career Ladder and MIC'f recruitment effort. Aggressively recruit prospective candidates for the 2015 MICT class. Goal is to fill the class with twelve highly qualified candidates. MICT class started as scheduled in August 2015 with eight candidates. 2. Conduct a statewide EMS recruitment effort by marketing the benefits of our Fire Based EMS department to one Kapi'olani Community College (KCC) EMT and one KCC MICT class on Oahu by end of the fiscal period. In conjunction with this effort, work collaboratively with the Chief s Office to conduct selective hire opportunities for KCC trained state licensed EMT and MICT personnel. HFD/EMS presentation scheduled with KCC Oahu's current EMT class for March 2016 3. Expand EMS Bureau presence in West Flawai'i and North Hawaii by adding FMS III positions in each service area by end of the fiscal period. Meeting was held with the HFD Administration to discuss funding solutions for FMS III position in West Hawaii. Request for funding of position will be made to State EMS Chief Bronstein in January 2016. 4. Continue all Community Out Reach / Injury Prevention programs: a. I lands Only CPR — Build sustainability in the Department of Education program by identifying Champion teachers in East and West Hawaii who can lead instruct and manage in house delivery of Hands Only CPR training. Champion teachers have been identified. Next step is to have identified Champions take lead role and deliver Hands Only CPR curriculum. b. Child Passenger Safety Inspection Clinics (CPS)— Continue to conduct two Island - wide inspection clinics throughout fiscal period. Department of Transportation CPS grant has been awarded to HFD. Next inspection clinic has been scheduled for February 2016. 5. Create Strategic Plan for EMS Bureau to enhance and expand the efficiency of the EMS Bureau for the short, medium and long term. The goal is to complete the Strategic Plan by the end of the fiscal period with measurable objectives that will drive the plan. Project not yet initiated. Six Month Progress Report on Program Objectives for FY 2015-16 3 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 6. Develop a method to conduct island wide EMS customer satisfaction survey to measure the level and quality of EMS delivered. Project not yet initiated. 7. Continue to aggressively pursue alternative funding opportunities to facilitate acquisition of new equipment and/or training throughout the fiscal period. - Grants applied, awarded/denied: • DOT CPS: $17,340 - awarded • DOT TIMS: $78,541 - awarded • DOT Airbag replacement: S46,000 - awarded • Community Paramedicine / Mobile Integrated Healthcare Grant: $224,000 - denied • AFG application for replacement SCBA units: SIA million - applied Six Month Progress Report on Program Objectives for FY 2015-16 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 1. Review and revise the current Search and Rescue policies and procedures in accordance with recognized industry standards by December 2015. Rescue Captains are reviewing the various sections and will make recommendations with target date of completion in June 2016. 2. Continue to be actively involved in procuring funds through grants and other alternative sources by December 2015. Continue to work collaboratively with the Sayre Foundation to procure equipment for our rescue and other HFD personnel. 3. Develop a Rescue Power Water Craft program in conjunction with the Ocean Safety Division, to house, maintain. and respond to ocean incidents by June 2016. Continue to develop guidelines to improve the coordination of our rescue and Rescue Power Craft personnel. 4. Develop a standardized SCUBA certification and training program by December 2015. Training program developed and the Hawaii Fire Department is working to sustain the program in-house. 5. Develop an internal training and certification program for swift water operations and response by December 2015. Hawaii Fire Department received training that certified personnel to conduct in-house swift water training. Six Month Progress Report on Program Objectives for FY 2015-16 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 1. Develop and implement a Hazardous Materials Operations and'feehnician level recertification training program for all HFD personnel by December 2015. An online training program was implemented for our Hazmat technician retraining and an in-house recertification policy and training for our Operations level personnel. 2. Explore alternative funding opportunities to purchase new monitoring equipment, update older current equipment, and for training opportunities by December 2015. Funding secured to purchase some equipment for our Hazmat teams through the LEPC and have purchased new iPads through Civil Defense utilizing grant funding. 3. Develop and implement an Island -wide training program for the t lazmat teams to allow them to practice large scale exercises utilizing both Hazmat teams incorporated into a unified command system by December 2015. Continue with Island -wide training with the Civil Support Team regarding hazmat emergencies. 4. Review training opportunities offered by Department of Homeland Security (DHS), 93rd Combat Support Team (CST), State Radiological Team, and other outside agencies, and identify opportunities for partnerships and shared resources by December 2015. Annual training with the CST will be held in March of every year exploring various hazmat related scenarios and lanes training. There are numerous training opportunities for training through DHS and ODP funding throughout the US. Some of our personnel have taken advantage of this as it is readily available. Six Month Progress Report on Program Objectives for FY 2015-16 FIRE OCEAN SAFETY L Continue pursuit of target manpower goals of providing a minimum of two Water Safety Officers daily per tower in accordance with our operational schedule, and to strive to provide at least five Water Safely Officers on site at Hapuna Beach State Park, four Water Safety Officers at Kahalu`u Beach Park, and two Water Safety Officers at each of the following: La`aloa, Honoli`i, Richardson's Ocean Park, Isaac Hale, Punatu`u and Ahalanui Beach Parks. Onckahakaha Beach Park, Carlsmith Beach Park, Leleiwi Beach Park, and Spencer Beach Park to have at least two Water Safety Officers on duty during weekends, holidays and summer and winter vacation. To be completed by June 2016. We are continuing to explore objective. 2. Conduct an annual recertification Aquatics Competency Certification (ACC)/United States Lifeguard Association (USLA) open water lifeguarding to all Water Safety Officers on staff as follows: • One in East Hawaii and West Hawaii, to be completed in May of each year. • All Water Safety Officer I new hires — lo be completed upon employment in the Hawaii Fire Department. Annual recertification was provided to all Water Safety Officers on staff. I Continue to co-sponsor with Hawaiian Lifeguard Association - Hawai`i (HLA- Hawai'i) the Big Island Junior Lifeguard program at five locations: Hilo, Puna, Ka'u, Kailua-Kona and Hapuna, to promote ocean safety through education and activities to youth ages 12-17. Programs to be implemented during July and August 2015. We hosted the state Jr. Lifeguard championships in 2015 at the Hapuna Beach. 4. Sponsor and host Drowning Prevention Ocean Safety conference and State Jr. Lifeguard Championships at Hapuna Beach State Park by August 2015. The Drowning Prevention Ocean Safety conference was held at the Hapuna Beach Prince Hotel in 2015 with attendees from throughout the state. 5. Sponsor and hold the Island of Hawaii Jr. Lifeguard Championships in July 2015. The Island of Hawaii Jr. Lifeguard Championships was held in July 2015 with participants from Hilo, Punalu`u, Puna, Kahalu`u, and Hapuna. Six Month Progress Report on Program Objectives for FY 2015-I6 FIRE OCEAN SAFETY 6. Replace the current lifeguard towers with new surveyor type lifeguard towers at Ahalanut, Richardson, Honoli'i, Onekahakaha, and Carlsmith by December 2015. Towers have been replaced and are fully operational. 7. Implement a Power Water Craft (PWC) program in the Ocean Safety Division by November 2015. We have developed and implemented our new Rescue Water Craft (RWC) program on July 1, 2015. 8. Reallocate four WSO II positions to WSO III to allow for effective supervision in the districts of Hilo, Puna, Punalu'u, and Kahahi due to the large geographic challenges. Positions have not been reallocated. Six Month Progress Report on Program Objectives for FY 2015-16 FIRE FIRE PREVENTION BUREAU I. Take an aggressive approach to public education in regards to fire prevention and lite safety awareness. Topics to include smoke detectors, emergency recognition, and emergency action plans following an emergency. Smoke detector project is continuing. Home inspections and installs are being scheduled and a fire safety event was conducted in partnership with Red Cross and Home Depot at Home Depot in Hilo in November where 27 people signed up for the program. We continue to get calls from the public for the smoke detector program. 2. Continue the adoption process of the new 2012 NFPA I State Fire Code as well as the adoption process of the new Hawaii County fire code as it pertains to the new State Fire code along with implementing a plan review fee process and subaccount that will be used for Fire Prevention Bureau training, equipment and supplies. Corporation Counsel reviewed our amendments for the fire code and instructed us to meet with the Mayor to obtain approval for our plan review fee portion. At this time a letter was sent to the Mayor highlighting our intentions and an appointment needs to be made to meet with him. Battalion Chief of Prevention is currently attending Fire Prevention Committee meetings at the State level for amendments to the 2015 version of NFPA 1 (Hawai`i State Fire Code). 3. Determine the minimum staffing of inspectors needed to meet the five year minimum maintenance inspection criteria for all commercial properties as stated in the HRS 132. Currently moving forward with this objective. Obtained the number of Commercial TMK's on our island from Real Property tax along with information as to type of building and size for each parcel. Continuing to evaluate this objective with the use of NFPA 1730 Standard on Organization and Deployment of Fire Prevention Inspection and Code Enforcement, Plan Review, Investigation, and Public Education Operations. 4. Continue to educate suppression personnel in conducting basic fire inspections, fire investigations, and how to conduct community risk analysis assessments. Currently starting a review of the current Preplan form (QAPF) and our current inspection form to combine both. Also meeting with IT to see what type of support we can get for this program. The plan is to implement a pilot program with three to four stations by July 2016. Six Month Progress Report on Program Objectives for FV 2015-16 FIRE FIRE PREVENTION BUREAU 5. Take Fire Prevention to the public schools by conducting fire safety assemblies at elementary schools throughout the island. This October the Fire Prevention Bureau along with fire companies from around the island visited 27 elementary schools island wide and reached over 6,500 kids with our fire safety message of, "Hear the Beep, Where you Sleep!' This objective has been reached and our statistics show that this program has great value. Our student participation has drastically increased and we believe this is in direct relation to our presence at the schools. Six Month Progress Report on Program Objectives for FY 2015-16 10 FIRE AUXILIARY SERVICES BUREAU Fire Equipment Maintenance Section 1. Evaluate cost effective measures to initiate facility upgrades and repairs to include adding a mezzanine floor for parts inventory and expansion of work floor space to accommodate increased work load and shop equipment by October 2015. A meeting was held with the Planning Department in regards to utilizing Fair Share monies to upgrade the maintenance facility by adding a mezzanine to increase the capacity of the shop including larger, clutter free work bays that provide additional work space and increase safety for our mechanic personnel. An approval to move forward was provided. Support Services will provide design drawing and move forward with purchase of materials. 2. Explore the opportunity to increase Maintenance personnel by adding a shop clerk to maintain Fleet Management Data System by January 2016 to request position in the FY 2016-17 budget. At this time, no supplemental funding is available for this request Fire Communications Control Center 1. Continue to identify and implement established demark points within the dispatch center with all vendors who have equipment within this integrated communication facility by March 2016. County -wide Land Mobile Communications project continues. New equipment integration will take place the first half of 2016, with scheduled cutover in Fall of 2016. 2. Explore opportunities to expand personnel in Dispatch Center to keep up with increasing work volume by June 2016 to request position in the FY 2016-17 budget. Recruitment for 2016 in motion. Targeted hire date for personnel is February 1, 2016. HFD was approved three additional temporary trainee positions. At this time no budgeted new permanent positions for FY 2016-17. However, will continue to request for additional positions in the event additional trainees successfully complete FRD I training. Six Month Progress Report on Program Objcroves for FV 2015-I6 11 FIRE AUXILIARY SERVICES BUREAU Warehouse and Supply Section 1. Increase distribution center efficiency through utilization of updated inventory practices and electronic inventory management. Assess existing resources and inventory system, review and evaluated possible alternatives, and make recommendations by September 2015. Although inventory practices and software solutions continue to be evaluated, we are continually challenged with increased workload volume as the department expands. Additional personnel is needed to keep pace with existing workload, increased demand for services and if any changes were to be implemented. 2. In light of changes to the physical footprint of the existing facility due to major American with Disabilities Act upgrades, the Auxiliary Service Bureau will explore opportunities to increase storage space within existing facility to include expansion or relocation by May 2016. Plans review process for the ADA and renovation of the work space for the Warehouse building, including the training room, is being completed by the Department of Public Works. This project is tied in with the Central Fire Station ADA and renovation project. This project will continue through the contract phase and then a review of funding allocation will be made. If funding available, project will be supported and move forward to bid, award and construction. 3. Explore opportunities to increase Warehouse staff by adding an office clerk to maintain inventory system for department by January 2016 to request position in the FY 2016-17 budget. No supplemental funding approved as of January 2016 for this request. Six Month Progress Report on Program Objectives for FY 2015-I6 12 FIRE TRAINING BUREAU 1. Utilize a web -based training program (i.e. Target Solutions) to offer expanded training opportunities for our members in July 2015. Target Solutions was utilized for Hazardous Materials Technician retraining. Hawaii Fire Department looking into purchasing a program for future training opportunities. Personnel is currently researching similar programs to satisfy the competitive requirement. 2. Create and Implement Standard Operating Procedures for Driving Simulators by December 2015. Driving Simulators acceptance and initial training session scheduled for late January 2016. Standard Operating Procedures to follow. 3. Continue to provide National Fire Academy Training opportunities for our personnel and host at least two Off Campus Courses by July 2016. Training Bureau has three NFA classes scheduled before July 2016 - Courtroom Preparation and Testimony for First Responders, Training Operations in Small Departments and Management Strategies for Success. 4. Continue the implementation of our revised driver training program and have 75% of personnel retrained by July 2016. The Fire Apparatus Trainer position was vacant from August 2016 to December 2016. Training Bureau will continue implementation in January 2016. 5. Continue to pursue Training Bureau expansion by requesting and justifying for added positions to increase efficiency in the Bureau. this objective will be pursued annually until approved or priorities change. No progress. 6. Continue to pursue opportunities for nationally recognized certifications (Pro -Board or IFSAC) for our personnel at various levels. Starting with Fire instructor, Fire Fighter I. and Fire Officer 1. We are currently pursuing and exploring opportunities for nationally recognized certifications. Six Month Progress Report on Program Objectives for FY 2015-16 13 FIRE VOLUNTEER TRAINING SECTION 1. Obtain communication equipment such as PAK radios and pagers to support the volunteer program by June 2016. These communication items shall meet the narrow band requirement set forth by the Fire Communications Center. Created and updated Company Volunteer Rosters. Initiated communications and radio training with Volunteer Companies. A sample of Motorola communication radio was received for familiarization. 2. Replacement of aging vehicle fleet by December 2015. No new vehicles received. However, HFD Maintenance shop working on updating/improving current fleet. 3. Implement Hands only CPR to all volunteer companies by July 2016. Hands Only CPR training will commence January through March 2016. 4. Continued integration of Ilawari Fire Department operations personnel with Hawaii Fire Department Volunteer Fire companies. Targeting 100% integration by June 2016. Integration of Volunteer Fire companies with Career companies is in progress. Six Month Progress Report on Program Objectives for FV 2015-16 14 �2i 11 2 — c � _ q v J , E � C 'cL r c` F J F F E E _¢ `oo l°V zz j . Z � � � r � C �_ J a - F E E _¢ `oo l°V zz j . Z � � � r � C E E _¢ `oo l°V zz This page intentionally left blank FIRE EMERGENCY OPERATIONS DIVISION 1. Maintain annual review and evaluation of department's service delivery performance based on identified recognized fire protection service delivery standards as defined by but not limited to NFPA, Hawaii Insurance Bureau, Insurance Services Office (ISO), OSHA, and United States Lifeguarding Association every six months starting in January 2015. Six-month review completed. The Hawaii Fire Department is now evaluating the department's delivery performance based on the evaluation findings. 2. Continued pursuit of personnel and resource requirements for achievement of industry standards- of fire protection service delivery. This will include the pursuit of meeting of personnel staffing levels in accordance with NFPA 1710 Standard for the Organization and Deployment of Fire Suppression Operations, Ltnergency Medical Operations, and Special Operations to the Public by Career Fire Departments starting July 20t4. Personnel level at the end of Fiscal Year 2014 remains below the NFPA 1710 staffing levels. 3. Continue to maintain annual review of all Mutual Aid Agreements, Memorandums of Understanding (MOU), Memorandums of Agreement (MOA), and recognized response time standards and service delivery according to NFPA 1710 every six months starting January 2015. Annual review complete. Based on review findings, revision and renewal of MOA/MOU and mutual aid agreements will be addressed. 4. Initiate the replacement of the two Battalion Chief of emergency response vehicles by September of 2014. Purchase of replacement vehicles was not completed by September 2014. However, invitation for bid was initiated in September 2015. 5. Maintain the plans and design process of targeted priority infrastructure (replacement Kawailani Fire Station) by August 2014. Finding of No Significant Impact (FONSI) issued. Plans and designs completed and project has been put out to bid. Final Status Report on Program Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION 6. Revise and update the Rules and Regulations/Procedures Manual by January 2015. Partial updates were made to the Hawaii Fire Department Rules and Regulations/Procedures Manual. Revisions will be made as needed. Final Status Report on Program Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 1. Look to increasing EMS resources in the District of Puna by proposing various staffing scenarios to State EMS for funding. Goal is to have an Advanced Life Support (ALS) ambulance operational during predetermined peak hour usage by December 2014. Long- term goal is to have a 24 hour ALS ambulance fully funded by State EMS servicing the Puna District by .lune 2015. 24 hour ALS ambulance in the Pahoa Village Fire Station was placed into service November 1, 2014. However, services were suspended in April 2015. 2. Continue with the promotion of the EMS Career Ladder and MICE recmitment effort. Aggressively recruit prospective candidates for the 2015 MICT class and make the appropriate contact by July 2014. Ideally, through collaboration with the Operations Division, have prospective candidates assigned to the high call volume medic units with a designated mentor at least six months prior to the start of class. Goal is to till the 2015 MICT class with 12 highly qualified candidates. Eight personnel started MICT class on August 10, 2015. 3. Work collaboratively with I IFFA to facilitate Supplemental Agreements (SA) to help encourage and assist personnel pursuing the necessary Kapi'olani Community College (KCC) MICT pre -requisites. Currently, prospective MICT candidates pay out of pocket for tuition and books for program pre -requisite. The objective is to offset this financial burden placed on prospective candidates accepted into the MICT Program. Goal is to have an SA in place by January 2015. Supplemental Agreement submitted to Hawaii Fire Fighters Association for agreement in September 2014. 4. Identify alternative solutions regarding EMT training and continuing Medical Education (CME). Currently, all EMS training (EMT and MICE) inclusive of CMS's are conducted by KCC. Goal is to identify and connect with alternate training entities by January 2015. Articulation agreements between Hawaii Fire Department and the Hawaii Community College (HCC) have been drafted to support a HCC EMT Training program. Final Status Report on Progam Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 5. Continue all Community Out Reach/ Injury Prevention programs: a. Hands Only CPR i. Ilave 30% of all High School seniors trained in the Hands Only program ii. Put together a comprehensive, professional training video produced by local entertainers with the emphasis of capturing a wide range of local audiences. Video to be completed by December 2014. Hands Only CPR training was delivered to Kea`au and Konawaena High School high school seniors in December 2014 and Waiakea and Hilo High Schools in January 2015. Elands Only CPR marketing video was completed and received by HFD and has been utilized in our Hands Only CPR training. To date, over 5,000 people have been trained in Hands Only CPR. b. Child Passenger Safety Inspection Clinics (CPS). Clinics implemented and completed. The Hawaii Fire Department conducted six CPS clinics (Island -wide campaign) at fire stations in Milo, Pahoa, Pahala, Kailua, Waikoloa, and Waimea in September 2014. 6. Create Strategic Plan for EMS Bureau to enhance and expand the efficiency of the EMS Bureau for the short, medium and long term. The hope is to complete the Strategic Plan within the first half of 2014 with measurable objectives that will drive the plan. Plan has not been initiated. 7. Expand the Hf D Quality Assurance Program to include a Performance Improvement program. This program will be driven by evaluation of EMS performance measures based on standard best practices in the industry. The performance measures will identify trends, expose performance strengths and weaknesses and allow focused training to reinforce the strengths and improve upon the weaknesses. The Quality Assurance/Performance Improvement program will show measurable performance improvement and ultimately improve patient outcomes. Software solution Street Sense was procured at the end of the fiscal period through alternative funding. This program will assist in filtering performance measures set by the HYD Quality Assurance Program. Final Status Report on Program Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION Emergency Medical Services (EMS) Bureau 8. Move forward with the multidisciplinary group addressing the impact of the homelessness on EMS in downtown Hilo and Kona. Long term goal is to establish a Community Para - medicine facet of the EMS Bureau utilizing processes gained through this program, addressing the over -utilization and under -utilization of 911 services. Program currently in progress — Software solution First Watch was procured through alternative funding to help manage and identity, "over utilization' users. The Multidisciplinary team also made several homeless camp visits in the Hilo and Puna district. General health assessments, cleaning of wounds and changing of bandages were conducted. Several individuals with chronic illnesses were referred to the Health Connector for further medical assistance. 9. Continue to pursue alternative funding opportunities to facilitate acquisition of new equipment and/or training throughout the fiscal period. Objective is currently ongoing: Fiscal 2014 —15 grant awards and applications: L Awarded: AFC Driver Training Simulator 5319,000 State DOT CPS $13,500 State DOT eDraulie Vehicle extrication tools 561,000 State DOT Telecribbing vehicle stabilization struts S120,000 USDA Pediatric Resuscitation kits $19,000 Shippers Wharf Fall Prevention equipment and Incident Reduction Software $31,000 Homeland Security (State CD) Surveillance, resource allocation and Quality Assurance software 5700,000 2. Application: AFG Night Vision Goggles for C-2 $185,000 Continuation of HFD CPS Program (State DOT CPS) $17,500 State DOT Airbags, $46,000 State DOT Traffic Incident Management System - $78,600 Final Status Report on Program Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 1. Maintain annual review and revision of current Search and Rescue policies and procedures in accordance with recognized industry standards. Continue to review, adopt, and implement an established policy by June 2014. Review of policies and procedures continue; however, revisions have not been completed. 2. Continue to update our Resource Management Plan for all types of rescue equipment by December 2014. The Hawaii Fire Department has created a tracking plan to identify our equipment needs for personal assignment as well as equipment for the individual positions as well as to perform a diversity of rescue operations. 3. Continuo to be actively involved in procuring finds through grants and oths alternative sources by December 2014. The Hawaii Fire Department received equipment donations from the Daniel R. Sayre Foundation. The Foundation also paid for personnel training. 4. Develop and implement an All -Terrain Vehicle program with the training personnel by December 2014. An All -Terrain Vehicle program has been implemented. We have participated in ATV training to familiarize our personnel with its use in various situations. 5. Develop a jet-ski program in conjunction with the Ocean Safety Division, to house, maintain, and respond to ocean incidents by June 2015. The Hawaii Fire Department has implemented a Rescue Watercraft (RWC) program in our Ocean Safety division. However, we have not begun to explore the usage of the RWC for our rescue personnel. Final Status Report on Program Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Rescue Operations 6. Develop a standardized SCUBA certification and training program by December 2014. The Hawaii Fire Department has implemented this program and has sent all of our rescue personnel through the Dive Rescue I program. We are exploring the feasibility of the Public Safety Diver training. 7. Develop an inter -agency training program to conduct drills involving other agencies to famdiarize with personnel and equipment coordination by June 2015. Inter -agency training program has been initiated. The Hawaii Fire Department currently works with the Coast Guard, NPS, PTA, and other responding agencies to develop drills to familiarize our personnel with other agency representatives and their capabilities. Final Status Report on Program Objectives for FY 2014-15 FIRE EMERGENCY OPERATIONS DIVISION SPECIAL OPERATIONS BUREAU Hazmat Operations 1. Develop and implement a Hazardous Materials Operations level recertification training program for all HFD personnel by December 2014. The Hawaii Fire Department has completed a technician level retraining program and Operations level training recertification requirements. 2. Explore alternative funding opportunities to purchase new monitoring equipment, update older current equipment, and for training opportunities by December 2014. The Hawaii Fire Department is currently working collaboratively with the Hawaii County Civil Defense to obtain DHS funding for needed equipment due to our budgetary constraints. 3. Develop and implement an island -wide training program for the Hazmat teams to allmwthem to practice large scale exercises utilizing both ilazmat teams incorporated into a unified command system by December 2014. The Hawaii Fire Department is assessing what training is needed in response to large scale Hazmat incidents. 4. Review training opportunities offered by Department of I Iomeland Security (DHS), 93"' Combat Support ream (CST), State RAD Team, and other outside agencies, and identify opportunities for partnerships and shared resources by December 2014. The Hawaii Fire Department currently holds annual drills/exercises with the CST personnel, DOH, HPD, and other agencies to test our capabilities and identify areas to improve. 5. Complete review and implement Standard Operating Guidelines by December 2014. The Hawaii Fire Department Standard Operating Guidelines have been revised and implemented. Final Status Report on Program Objectives for FY 2014-15 FIRE OCEAN SAFETY 1. Continue pursuit of target manpower goals of providing a minimum of two Water Safety Officers daily per tower in accordance with our operational schedule, and so strive to provide at Least four Water Safety Officers on site at Hapuna Beach State Park, four Water Safety Officers at Kahalu`u Beach Park, and two Water Safety Officers at each of the following: La`aloa, Honoli'i, Richardson's Ocean Park, Isaac Hale, and Ahalanui Beach Parks. Onekahakaha Beach Park, Carlsmith Beach Park, Leleiwi Beach Park, and Spencer Beach Park to have at least two Water Safety Officers on duty during weekends, holidays and summer and winter vacation. To be completed by June 2015. Current staffing level is at 46 Water Safety Officers. The Ilawai`i Fire Department Ocean Safety Division is aggressively attempting to increase staffing levels to achieve maximum manpower for our beaches. 2. Provide a minimum of two Aquatics Competency Certification (ACC)/United States Lifeguard Association (USLA) open water lifeguarding to all Water Safety Officers on staff as foltowst • One in Last I Iavai'i and West I Iawai'i, to be complctcd in May of each }'ear. • All Water Safety Officer I new hires — to be completed upon employment in the Hawaii Fire Department. Training sessions have been completed. 3. Continue to co-sponsor with Hawaiian Lifeguard Association - Hawai'i (HLA- Hawai'i) the Big Island Junior Lifeguard program at five locations: Hilo, Puna, Ka'u, Kailua-Kona and Hapuna, to promote ocean safety through education and activities to youth ages 12-17. Programs to be implemented during July and August 2014. Programs have been implemented and the Hawaii Fire Department added a session in Ka`u. 4. Sponsor and host Jr. Lifeguard Championships for the Island of Hawaii at Hapuna Beach State Park annually during July 2014. The Hawaii Fire Department hosted Junior Lifeguard Championships at Bayfront in Hilo. Final Status Report on Program Objectives for FY 2014-15 FIRE OCEAN SAFETY 5. Participate in the State Jr. Lifeguard Championships to be held at a location identified in July 2014. Thirty Junior Lifeguards participated in the state championships in Kauai. 6. Procure and erect new surveyor type lifeguard towers at Ahalanui, Richardson, Honoli'i, Onekahakaha, and Carlsmith by June 2015. The Hawaii Fire Department replaced all of these towers with the new surveyor type. This now gives our lifeguards a safe, secure, and comfortable working atmosphere in addition to having a clear view and access to beach patrons. 7. Expand manpower coverage at the Punalu'u Beach lower to include two lifeguards seven days a week by June 2014. The Hawaii Fire Department now has two Water Safety Officers assigned to the Punalu`u Reach lifeguard tower, seven days a week. 8. Initiate and create a plan to implement a jet ski program in the Ocean Safety Division by June 2015. The Hawaii Fire Department has begun a Rescue Water Craft (RWC) program and is now in full operation in East and West Hawaii. Final Status Report on Program Objectives for FY 2014-15 10 FIRE FIRE PREVENTION BUREAU 1. Take an aggressive approach to public education in regards to fire prevention and life safety awareness. Topics to include smoke detectors, emergency recognition, and emergency action plans following an emergency. The Hawaii Fire Department Prevention Bureau (FPB) completed fire prevention assemblies at 20 schools Island -wide and reached over 5,000 elementary age students. The FPB continues to work in partnership with the local IBEW union and conducted 243 home inspections and installed approximately 1,000 smoke detectors in these homes. The FPB also participated in 97 public education events Island -wide. 2. Continue the adoption process of the new 2012 NFPA I State Fire Code as well as the adoption process of the new I-Iawai' i County fire code as it pertains to the new State Fire code. Fire code amendments were completed. However, more discussions to follow in regard to the Plan Review Fees portion. 3. Strive to meet the five year minimum maintenance inspection criteria for all commercial properties as stated in the HRS 132. The Hawaii Fire Department Prevention Bureau plan created a database of all restaurants, hotels, condos and apartment buildings. However, commercial properties/businesses such as individual businesses is currently still in progress. 4. Continue to educate suppression personnel in conducting basic fire inspections, fire investigations, and bow to conduct community risk analysis assessments. The Fire Prevention Bureau worked collaboratively with the in -district companies in scheduled fire inspections at various commercial properties Island - wide. Objective complete. 5. Seek alternative funding for one new Fire Prevention Inspector I position, training. equipment, and supplies. The Hawaii Fire Department Prevention Bureau was able to get approval for two new Lieutenant positions for the Plan Review process which will allow the two Prevention Captains to be more available for inspections and other related work. Final Status Report on Program Objectives for FY 2014-15 FIRE AUXILIARY SERVICES BUREAU Fire Equipment Maintenance Section L Evaluate cost effective measures to initiate facility upgrades and repairs to include adding a mezzanine floor for parts inventory and expansion of work floor space to accommodate increased work load and shop equipment by October 2014. Currently in research stage. 2. Include in funding for 2014/15 budget funding for two new computers with complimentary accessories to accommodate for increase technological demands and work volume. One computer received, however, connectivity issues ongoing. Objective is approximately 40% completed. 3. Explore the opportunity to increase Maintenance personnel by adding a shop clerk to maintain Fleet Management Data System by September 2015 to request position in the 2014,'15 budget. The position was requested, but not authorized in the FY 2014-15 budget. Fire Communications Control Center L Continue to identify and implement established demark points within the dispatch center with all vendors who have equipment within this integrated communication facility by March 2014. Full integration with 911 System has not yet been met. Initial implementation of mapping system in progress. 2. Explore and facilitate opportunities to upgrade the present air conditioning system in the Fire Dispatch location and Fraining Office. The planning stages are still in progress. 3. Expand current Emergency Medical Dispatching Quality Assurance Program establishing training module to improve communication system. QA Program has not yet been initiated due to staffing shortage. Final Status Report on Program Objectives for FY 2014-15 12 FIRE AUXILIARY SERVICES BUREAU Warehouse and Supplv Section I. Increase distribution center efficiency through utilization of updated inventory practices and electronic inventory management. Assess existing resources and inventory system, review and evaluated possible alternatives, and make recommendations by September 2014. We continue to increase distribution center efficiency and to assess existing resources and our inventory system for alternatives. No recommendations have been provided due to workload volume. 2. In light of changes to the physical footprint of the existing facility due to major American with Disabilities Act upgrades, the Auxiliary Service Bureau will explore opportunities to increase storage space within existing facility to include expansion or relocation. Planning states currently with the Department of Public Works, Building Division. 3. Work with Training Bureau and Safety Committee to create a program that evaluates and purchases Personal Protective Equipment (PPE) with emphasis in maximizing flexibility in PPF, thus minimizing fatigue. Program start-up with purchase of 120 sets of personal protective equipment which included first PPE sets for recruits and second PPE sets for personnel that were identified as not having second sets. Final Status Report on Program Objectives for FY 2014-15 FIRE TRAINING BUREAU I. Continue the re-evaluation process of, create a delivery plan, and re -implement the Fire Equipment Operators training course by July 2015. Progress has been halted due to vacancy of Driver Trainers position and staffing shortages. 2. Proceed with the implementation of Hawaii Fire Department's newly acquired emergency Services Trailer Operations and Safety and Emergency Vehicle Driver Training courses by July 2014 and have at least personnel located at Stations 2 and 7 certified under the Trailer Operations Program by July 3014. No further progress has been made. 3. Revise our current Driver Training Manual and begin implantation by June 2014. 'Phe Driver Training Manual has been completed. Current copy will he utilized in the upcoming recruit clasg and in future assessment/evaluations. 4. Conclude the training of 12 Fire Fighter Recruits with Fire Fighter Basic Training and EMT Training and have them transition over to 24-hour duty by May 2014. Training has been completed. 5. Continue with electronic filing and record keeping system via RMS; evaluate initial implementation of the recordkeeping (utilizing the 41" FFR class training) and make necessary adjustments as needed. Begin to implement with the rest of Hawaii Fire Department by end of July 2014. The Hawaii Fire Department Training Bureau has acquired other means to manage record keeping and documentation needs. Microsoft Access and Laserfiche programs are now being used to manage records. Adjustments continue to be made as needed to move forward. 6. Prepare for and provide training for the upcoming recruit training by reviewing and revising any training needs by July 2014. The class has since graduated and reallocated to Fire Fighters. Final Status Report on Program Objectives for FY 2014-15 14 FIRE VOLUNTEER TRAINING SECTION I. Obtain communication equipment such as PAK radios and pagers to support the volunteer program by June 2015. These communication items shall meet the narrow band requirement set forth by the Fire Communications Center. Communication equipment has not been obtained. 2. Replacement of aging vehicle fleet by December 2014. The Hawaii Fire Department continues to seek replacement fleets For personnel. 3. Implement Hands only CPR to all volunteer companies by July 2015. Hands only CPR training was completed in April/May 2015. 4. Continued integration of Hawaii Fire Department operations personnel with Hawaii Fire Department Volunteer Fire companies. Targeting 10000/ integration by June 2014. Integration was completed by all companies by.June 2015. Final Status Report on Program Objectives for FY 2014-15 15 civ _ � 5 z w F - - E - s - I - J o E .= o f E o s`- 2 F i F_ 5 - $ 'c r E s � m i 3 C t U O F' 1m HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES Classification and Pay 1. Review and process position redescription reviews within five workdays of receipt. Thirty-three redescription review requests were received and all were processed within 5 workdays of receipt. 2. Review and process reallocations for recruitment within 10 workdays of receipt. One hundred ten reallocation requests for recruitment purposes were received and ninety-six were processed within ten workdays of receipt. Labor Relations 1. Hear and respond to employer -level grievances within 60 days from receipt. Nine employer -level grievances were received and all were responded to within 60 days from receipt. 2. Answer all written departmental inquiries relating to the administration and interpretation of all collective bargaining agreements and executive orders within 14 days from date of receipt if it does not require inter -jurisdictional action, 30 days if it does. Sixty-eight email requests were received and all were responded to within 14 days from receipt. 3. Provide background and other technical information required by the Corporation Counsel's Office for the arbitration of grievances within 14 days from the date of request. Four requests from Corporation Counsel's Office were received and responded to within 14 days from the date of the request. Personnel and Organizational Development 1. Conduct the New Hire Orientation class once a month. Six New Hire Orientation classes were conducted. Classes were held once a month and rotated between Hilo and Kona. Six Month Progress Report on Program Objectives for FY 2015-16 HUMAN RESOURCES HUMAN RESOURCES Personnel and Organizational Develoument 2. Provide at least six Customer Service Skills Training sessions annually. Five customer service training sessions were conducted (two webinars and three live trainings). 3. Provide at least six Supervisory Skills Training sessions annually. Fourteen supervisory skills training sessions were conducted (six webinars and eight live trainings). 4. Identify at least two Personnel Development needs & implement County -wide program. Through discussions, training evaluations and interacting with County employees, a need for development in the areas of adapting to change and email/telephone communication were identified. Two new courses were developed and offered County -wide to address these needs. 5. Annually coordinate the Prevention of Workplace Violence training program. A Prevention of Workplace Violence training was conducted in Hilo on November 17, 2015 for both employees and supervisors. 6. By September 30, 2015, bold the annual Pre -retirement Workshop. The annual Pre -retirement Workshop was held on September 9, 2015 with 61 State and 102 County employees attending. 7. Issue the Fall 2015 and Spring 2016 Training Catalogues. The Fall 2015 Training Catalog was issued on July 15, 2015. Six Month Progress Report on Program Objectives for FY 2015-16 HUMAN RESOURCES HUMAN RESOURCES Equal Opportunity 1. Respond to and resolve inquiries and complaints from the public and Hawaii County employees regarding various civil rights laws within 14 days from date received unless extensive research/investigation or action/information from other departments is required to properly respond to the inquiries and complaints. From July — December 20-15,125 complaints and inquiries were received. 87.2x/ (109) were closed in less than 15 days. 3.2% (4) were closed in 15 — 30 days; 3.2% (4) were pending more than 30 days. 6.4% (8) remain pending. 2. By June 30, 2016, deliver two supervisory training classes, two non -supervisory training classes and two Ally classes (sensitivity training for a Lesbian, Cay, Bisexual and Transgender Inclusive workplace). From July — December 2015, one supervisory Anti -Discrimination and Harassment class was conducted for 15 participants. Another class was offered, but cancelled due to lack of enrollment. Six non -supervisory Anti - Discrimination and Harassment training classes were conducted for 132 participants. Ally classes will be offered in the second half of the fiscal year. Administrative Services I. Conduct two department/agency audits each quarter on personnel files, temporary assignment records, postings, etc. to ensure compliance with personnel laws, rules, policies and procedures, collective bargaining agreements and executive orders. A total of four agencies were audited during the first half of the fiscal year. lot quarter: Civil Defense, Environmental Management 2nd quarter: Fire, Prosecuting Attorney 2. With the exception of mass pay adjustments transactions, audit and approve properly completed and submitted payroll certification forms within five workdays of receipt. Audit and approve mass pay adjustment payroll certification forms within two weeks of the last form received. Audited and approved 2,045 payroll certification forms. 2,044 forms were processed within five workdays of receipt. Audited and approved 1,838 mass pay adjustment payroll certification forms. All forms were processed within two weeks of the last form received. Six Month Progress Report on Program Objectives for FY 2015-I6 HUMAN RESOURCES HUMAN RESOURCES 3. Review and act upon properly completed and submitted Flexible Spending Plan change in status forms within two workdays of receipt. Reviewed 166 Flexible Spending Plan change in status forms. All forms were processed within two workdays of receipt. 4. By December 31, 2015, hold an annual employee awards program. The 50" Annual Employee Recognition Program was held on November 16, 2015 at the Aupuni Center Conference Room. Mayor Kenai honored and recognized 19 outstanding County of Hawaii employees. Recruitment and Examination 1. Establish eligible lists to assist hiring departments fill their vacancies: • Within two months for registration recruitments and small/medium size open - competitive recruitments requiring a written examination. We established 9 out of 9, or 100%, of eligible lists within two months. • Within three months for large size open -competitive reemitments requiring a written examination. No large size open -competitive recruitment requiring a written examination was conducted during this period. • Within two months for open -competitive recruitments requiring a training and experience evaluation (T&E). We established 95 out of 109, or 87 %, of eligible lists within two months. Eleven recruitments with specialized minimum qualification requirements are considered difficult -to fill and resulted in no qualified applicants. Three recruitments are currently in progress. • Within four months for the Police Officer I recruitment requiring a written examination and a performance test. No Police Officer I recruitment was conducted during this period. Six Month Progress Report on Program Objectives for FY 2015-16 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination 2. Establish internal recruitment lists to assist hiring departments till their vacancies: • Within one month for internal recruitments within the department or internal recruitments within the County. We established 37 out of 44, or 84%, of internal lists within one month. Seven internal recruitments resulted in no applicants. 3. Certify (refer) names from available eligible lists to hiring departments within four workdays from receipt of the request for the list. All 253, or 100%, of requests were certified (referred) names from available eligible/internal lists to hiring departments within four workdays. 4. By October 31, 2015, coordinate the placement of Cooperative Vocational Education (CVE) students within the County. Twelve CVE positions were filled by October 31, 2015. One position was filled in November 2015. Two positions remained vacant due to Hawaii Community College's difficulty in referring interested CVE students. These positions will hopefully be filled with the start of the college's 2016 spring semester. Health and Safetv 1. Coordinate and/or conduct safety inspections of at least six County facilities. Safety inspections of two County facilities were conducted. Facilities include: County assumed property in the area of Wailoa Boat Harbor, and Waiakea Rec Center. 2. Provide requested safety and equipment training within two months of original request. Thirty-five safety training requests were received and all were delivered within two months of original request. Six Month Progress Report on Program Objectives for FY 2015-16 HUMAN RESOURCES HUMAN RESOURCES Health and Safety 3. Provide two HIOSH-required training programs per quarter. Three HIOSH training programs were provided in the first quarter, and five programs were provided in the second quarter: 1i1 Quarter: Personal Protective Equipment, Bloodborne Pathogens, and Forklift trainings 20d Quarter: Hazard Communication GHS, Bloodborne Pathogens, Hearing Conservation, Personal Protective Equipment and Forklift trainings 4. Provide at least six Defensive Driver Courses (DDC) to County employees during the fiscal year. Five Defensive Driver Course Training sessions were provided (two web based sessions and three classroom sessions) 5. Conduct a semi-annual workers compensation claims review. File reviews were conducted in November. Two separate/additional file reviews were conducted for Police at their request in July and November. Six Month Progress Report on Program Objectives for FY 2015-16 HUMAN RESOURCES HUMAN RESOURCES Classification and Pay 1. Review and process position redescription reviews within five workdays of receipt. 125 redescription review requests were received and all but one of the requests were processed within five workdays of receipt. 2. Review and process reallocations for recruitment within ten workdays of receipt. 249 reallocation requests for recruitment purposes were received and all were processed within ten workdays of receipt. Labor Relations 1. Hear and respond to employer -level grievances within 60 days from receipt. 41 employer -level grievances were received and all were responded to within 60 days from receipt. 2. Answer all written departmental inquiries relating to the administration and interpretation of all collective bargaining agreements and executive orders within 14 days from date of receipt if it does not require inter -jurisdictional action, 30 days if it does. One hundred forty-nine email requests were received and all were responded to within 14 days from receipt. 3. Provide background and other technical information required by the Corporation Counsel's Office for the arbitration of grievances within 14 days from the date of request. Twelve requests from Corporation Counsel's Office were received and responded to within 14 days from the date of the request. Final Status Report on Program Objectives for FY 2014-15 HUMAN RESOURCES HUMAN RESOURCES Personnel and Oreanizational Development 1. Conduct the New Hire Orientation class once a month. Twelve New Hire Orientation classes were conducted: July 30, 2014 Kona August 12, 2014 Hilo September 2, 2014 Kona October 1, 2014 Hilo November 5, 2014 Kona December 3, 2014 Hilo January 7, 2015 Kona February 4, 2015 Milo March 4, 2015 Kona April 1, 2015 Hilo May 6, 2015 Kona June 3,2015 Hilo 2. Annually conduct each module in the Customer Service Skills Series. Conducted Customer Service Skills Modules 1-5. 3. Annuallv conduct each module in the Supervisory Skills Series. Conducted Supervisory Skills Modules 1-5. 4. Annually coordinate the Prevention of Workplace Violence training program. Prevention of Workplace Violence classes for supervisors and employees were conducted on December 4, 2014 in Kona and December 11, 2014 in Hilo. 5. By September 30, 2014, hold the annual Pre -retirement Workshop. The annual Pre -retirement Workshop was held on September 10, 2014 with 171 State & County employees attending. 6. Issue the Fall 2014 and Spring 2015 Training Catalogues. The Fall training catalog was issued on June 27, 2014. The Spring training catalog was issued on December 30, 2014. Final Status Report on Program Objectives for FY 2014-15 HUMAN RESOURCES HUMAN RESOURCES Equal Opportunity 1. Respond to and resolve inquiries and complaints from the public and Ilawai`i County employees regarding various civil rights laws within 14 days from date received unless extensive research/investigation or action/information from other departments is required to properly respond to the inquiries and complaints. For the period July 2014 — June 2015, 245 complaints and inquiries were received. 93% (227) were closed within 14 days, 3% (8) were closed in 15 — 30 days, and 4% (10) were pending more than 30 days. 2. By June 30, 2015 develop a draft of an Internal Investigations Manual to be used as a reference for those conducting Internal Investigations. The draft of the Internal Investigations Manual has been completed and is currently being reviewed by other parties. 3. By June 30, 2015, deliver two supervisory trainiug classes, two nou-supervisory training classes and two Ally classes (sensitivity training for a Lesbian, Gay, Bisexual and Transgender Inclusive workplace). The EO Division conducted seven supervisory classes: four Anti -Discrimination and Harassment for a total of 24 participants, and, in conjunction with Corporation Counsel, three "Prevention of Retaliation in the Workplace" for 27 participants. In addition, thirteen non -supervisory Anti -Discrimination and Harassment training classes were conducted for a total of 273 participants, and one Ally training (sensitivity training for a Lesbian, Gay, Bisexual and Transgender Inclusive workplace) for a total of 11 participants. One Ally class was cancelled due to no enrollment. Final Status Report on Program Objectives for FY 2014-15 HUMAN RESOURCES HUMAN RESOURCES Administrative Services 1. Conduct two department/agency audits each quarter on personnel files, temporary assignment records, postings, etc, to ensure compliance with personnel laws, rules, policies and procedures, collective bargaining agreements and executive orders. A total of seven agencies were audited during the fiscal year. I" quarter: Research and Development, Parks and Recreation 2nd quarter: Office of Management, Planning 3rd quarter: Office of Aging, Public Works 41^ quarter: Police 2. With the exception of mass pay adjustments transactions, audit and approve properly completed and submitted payroll certification forms within five workdays of receipt. Audit and approve mass pay adjustment payroll certification forms within two weeks of the last forth received. Audited and approved 3,625 payroll certification forms. 3,580 forms, or 99%, were processed within five workdays of receipt. Audited and approved 3,166 mass pay adjustment payroll certification forms. All forms were processed within two weeks of the last form received. 3. Review and act upon properly completed and submitted Flexible Spending Plan change in status forms within two workdays of receipt. Reviewed 247 Flexible Spending Plan change in status forms. 246 forms, or 99.6%, were processed within two workdays of receipt. 4. By December 31, 2014, hold an annual employee awards program. The 49'" Annual Employee Recognition Program was held on November 17, 2014 at the Aupuni Center Conference Room. Mayor Kenoi honored and recognized 23 outstanding County of Hawaii employees. Final Status Report on Program Objectives for FY 2014-15 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination 1. Establish eligible lists to assist hiring departments fill their vacancies: • Within two months for registration recruitments and small/medium size open - competitive recruitments requiring a written examination. We established 19 out of 19, or 100%, of eligible lists within two months. • Within three months for large size open -competitive recruitments requiring a written examination. One large size open -competitive recruitment requiring a written examination was conducted during this period and the eligible list was established within three months. • Within two months for open -competitive recruitments requiring a training and experience evaluation (T&F). We established 162 out of 167, or 97 %, of eligible lists within two months. Three recruitments did not have any qualified applicants and are still open on a continuous basis because they are difficult -to -fill. We established eligible lists for two recruitments upon receiving qualified applications after two months. • Within four months for the Police Officer I recruitment requiring a written examination and a performance test. We established the Police Officer I eligible list within four months. 2. Establish internal recruitment lists to assist hiring departments fill their vacancies: • Within one month for internal recruitments within the department or internal recruitments within the County. 107 out of 117 internal recruitment lists, or 91%, of internal lists were established within one month. Ten internal recruitments had no applicants and no referral of names could be made. Final Status Report on Program Objectives for FY 2014-15 HUMAN RESOURCES HUMAN RESOURCES Recruitment and Examination (continued) 3. Certify (refer) names from available eligible lists to hiring departments within four workdays from receipt of the request for the list. 510 out of 520, or 98%, of requests were certified (referred) names from available eligible/internal lists to hiring departments within four workdays. Ten internal recruitments had no applicants and no referral of names could be made. 4. By October 31, 2014, coordinate the placement of Cooperative Vocational Education (CVE) students within the County. Thirteen CVE positions were filled by October 31, 2014. Two positions remained vacant due to Hawaii Community College's difficulty in referring interested CVE students. These two positions were filled in the college's 2015 spring semester. Health and Safety 1. Coordinate and/or conduct safety inspections of at least six County facilities. Safety inspections of seven County facilities were conducted. Facilities include: Public Works Building Division Hilo Carpenter Shop, Water Supply Kona Bascyard, Water Supply Waimea Bascyard, Parks & Recreation Maintenance Baseyard in Hilo, Parks & Recreation Golf Course Maintenance Shop, County Building Basement, and Kulaimano Senior Housing Laundry Room. 2. Provide requested safety and equipment training within two months of original request. Eighty safety training requests were received and all were delivered within two months of original request. Final Status Report on Program Objectives for FY 2014-15 HUMAN RESOURCES HUMAN RESOURCES Health and Safety (continued) 3. Provide two HIOSH-required training programs per quarter. HIOSH required training programs were provided in each quarter as follows: V Quarter: Respiratory Protection and Fit Testing, Personal Protective Equipment, Hazard Communication, Bloodborne Pathogens, Hearing Conservation and Forklift 2rd Quarter: Fire Extinguisher, Bloodborne Pathogens and Forklift 3`d Quarter Bloodborne Pathogens, Forklift, Respiratory Protection and Fit Testing, Hazard Communication, Personal Protective Equipment, Lockout/Tagout, Lead & Asbestos Awareness and Hearing Conservation Jo' Quarter Lead & Asbestos Awareness, Pesonal ProtecliNe Equipment, Hearing Conservation, Bloodborne Pathogens, Scaffolding, Fall Protection, Ladder Safety, Respirator Fit Testing, Hazard Communnication and Fire Extinguisher 4. Provide at least six Defensive Driver Courses (DDC) to County employees during the fiscal year. Nine Defensive Driver Course and Driver Improvement Program Training sessions were provided. 5. Conduct a semi-annual workers compensation claims- review. File reviews were conducted in September, December, April, and May. Final Status Report on Program Objectives for FY 2014-15 'I his page intentionally left blank 11 INFORMATION TEE CHNOLLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY 1. Provide a reliable and managed network for the County of Hawaii. Expand and maintain the County of Hawaii Local and Wide Area Networks. a. Redesign and reconfigure the network to implement higher level protocols and provide redundancy with connections using professional and managed services where applicable. • Higher level protocol, Layer 3 has been implemented • Redundancy connections are in progress with anticipated completion by 2016 year-end. b. Implement security methods to protect the County of Hawaii information assets. • Improved tracking of legacy PC disk destruction • Deployed auditing software to monitor network security c. Extend the network to include faster and reliable network connectivity for remote County locations. • Fiber expansion complete for North Kohala Fire, in process for Keauhou and Captain Cook Fire. 2. Expand and maintain the County of Hawaii server and application support. a. Upgrade mission -critical data and application servers • Version Upgrades tested and applied into production for Eden and Fire RMS. b. Leverage the use of current server and storage technologies • Eden Application and attachments were migrated from obsolete servers to newer equipment. • Police, Housing and Prosecuting Attorney Users were "trusted" to allow local Eden client installs instead of using remote Terminal Services. c. Expand the use of virtual server and client technologies • Sigma and Renaissance applications for the Department of Human Resources were migrated from obsolete servers to current virtual servers. • ProQA software used by the Fire Department was migrated to a server based environment. Six Month Progress Report on Program Objectives for by 2015-16 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY 3. Maintain and enhance the reliability, security, and redundancy of the county's information technology infrastructures. a. Expand alternate server and backup locations to provide mission -critical services in the event of primary site disaster • Initial deployment of data storage at back-up location complete b. Increase County employee collaboration through the implementation of collaboration technologies • Sharepoint usage was expanded through the creation of Team sites for DPW, Parks & Recreation and some Council Districts. 4. Review and improve Information Technology's customer support and services. a. Expand use of service metrics to improve quality service and response • Network security auditing tool implemented to monitor network and alert on issues b. Expand use of Active Directory features to automate and facilitate user setups. • Printer Logic software was purchased and is being tested to integrate with Active Directory to allow County users to self -install printers. 5. Coordinate and manage a County wide Geographic Information System (GIS) upgrade project. a. Create an enterprise GIS system that will centrally manage County of Hawaii GIS data. • Began the process to contract Professional Services to Install & Configure GIS servers with ESRI enterprise software. Vendor will provide post installation onsite consulting, data migration and knowledge transfer to internal County staff. b. Provide a unified hardware and software platform for efficient distribution of GIS information. • Three new servers were purchased via Federal funds for the new GIS enterprise system c. Provide GIS web services to be shared with both County Staff and the general public on tablets, smartphones, laptops, desktops, and any other devices that can connect to the internet. • Awaiting contract approval to begin GIS upgrade. Anticipate completion by early June, 2016 Six Month Progress Report on Program Objectives for FY 2015-16 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY 1. Provide a reliable and managed network for the County of flawai`i. Expand and maintain the County of Hawaii Local and Wide Arca Networks. a. Provide redundancy with high speed connections with different physical routes. b. Redesign and reconfigure the network to implement higher level protocols using professional and managed services where applicable e. Implement security methods to protect the County of Hawaii information assets d. Extend network to include access for all Departments where possible e. Expand wireless access service in county buildings f. Expand public wireless access service in county buildings g. Implement redundant Interact connections h. Explore and implement modem wide area network connectivity for remote locations • The County fiber network was extended to include connectivity to Pahoa Council Offices, the Palma Lava EOC and Pu'uanahulu Landfill. • Contracted with Hawaiian Teleom for Fortigate Firewall Managed services. • Network redesign and new infrastructure installed to increase network reliability and support. 2. Expand and maintain the County of Hawaii server and application support. a. Upgrade mission -critical data and application servers b. Leverage the use of current server and storage technologies c. Expand the use of virtual server and client technologies • New VM server system was stood upon VMware VSphere 5 and EMC VNXe Disk Array equipment. Final Status Report on Program Objectives for FY 2014-15 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY • Completed Gas Boy to Fuel Master System upgrade for Police & DPW Automotive. • New iasWorld software was installed and configured for the Real Property Division in conjunction with the Finance Department. • Software updates were applied to the Eden/Fresh financial system, both test and production environments, in conjunction with the Finance Department. • A custom data capture system was provided to Finance and Human Resources to assist with required Federal Affordable Care Act reporting. 3. Maintain and enhance the reliability, security, and redundancy of the county's information technology infrastructures. a. Expand alternate server and backup locations to provide mission -critical services in the cvcur of primary site disaster b. Increase County employee collaboration through the implementation of collaboration technologies c. Increase County employee communications through the deployment of conference calling services. • Active Directory upgraded from 2003 to 2012 • Exchange Email upgraded and consolidated from 2003 to 2013 • Initial deployment of upgraded network switches at fiber locations along the Hamakua Coast • SharePoint installation completed and initiated project to move the content of the County Intranet. • Federal funds secured for VoIP upgrade and Enterprise GIS upgrade. • Assisted Office of the County Clerk with the purchase and installation of the Granicus system for Live Stream and Archives of Council and Committee Meetings. 4. Review and improve Information Technology's customer support and services. a. Expand the use of HelpSpot support ticket software b. Expand use of service metrics to improve quality service and response Final Status Report on Program Objectives for FY 2014-15 INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY DIT provided hands-on training to County employees in Adobe Fillable Forms, ADA compliance and SharePoint Intranet editing. DIT purchased one year of online training with unlimited course vouchers that can be used by any County of Hawaii employee. The course materials span back office technical products from Cisco, Microsoft, VMware and more, as well as end user training for Windows 8.1, Office 2013 suite and SharePoint. 5. Coordinate and manage a County wide leased PC program for all end of life systems (Microsoft XP and later will end of life in March of 2013). • Coordinated and managed a County wide PC replacement program for units with the XP operating system. Slightly more than 400 new PCs were deployed in the fiscal year. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 12 LEGISSLATIVE, AUDITOR LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 1. To procure an independent certified public accountant to conduct an annual post -audit of the County's accounts and financial transactions (Hawaii County Charter § 10-13). Annual Financial Audit: Hawaii County Charter §10-13 requires an independent post -audit of the accounts and other evidences of financial transactions of the County to be conducted at least once every year by a certified public accountant or firm or certified public accountants, having no personal interest, direct or indirect, in the fiscal affairs of the county. Pursuant to this Charter requirement, the Office of the Legislative Auditor procured an independent external auditor to conduct the annual financial audits for the four-year period FY 2013-2014 through FY 2016-2017 and awarded Contract No. c.004162 to N&K CPAs, Inc. on December 5, 2013. As part of this contract, N&K CPAs, Inc. commenced the following audit activities and reports related to FY 2014-2015: • Audit the County's Comprehensive Annual Financial Report; • Audit of the Department of Water Supply's Financial Statement; • Single Audit of Federal Financial Assistance Programs; • Landfill Financial Assurance Report; and • Office of Housing Section 8 Report. On June 29, 2015, N&K CPAs, Inc. initiated its audit activities related to the FY 2014-2015 audits by conducting entrance conferences with the Department of Finance and the Department of Water Supply. 2. To file an annual audit plan with the Council based on a County -wide risk assessment of funds, programs, services, and operations of any County agency, executive agency, or program, which is supported, in whole or in part, by County funds (Hawai`i County Charter §3-18). The Office of the Legislative Auditor filed its annual audit plan with the Council on June 8, 2015 and can be found at httn://www.hawaiicountv.Eov/legislative- auditor/ 3. To conduct or cause to be conducted performance and/or financial audits of County agencies, programs, and/or operations in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor (Hawai`i County Charter §3-18). Six Month Progress Report on Program Objectives for FY 2015-I6 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR The Office of the Legislative Auditor has concluded three performance audits. These include: • The Countv of Hawai'i's Purchasing Card (pCard) Program (Report #2015-01 issued on July 17, 2015) The Office of the Legislative Auditor transmitted to the Council and Mayor and filed with the Clerk as public record a report on the purchasing card (pCard) program on July 17, 2015. The purpose of the audit was to determine whether internal controls currently in place were adequate to reduce the risk of fraud and misuse of purchasing cards, to evaluate the appropriateness of pCard purchases, and to identify potential areas for improvement. The Office of the Legislative Auditor reported that County management should address gaps in existing policy and improve program monitoring. While pCard transactions reviewed were generally appropriate and for a legitimate department purpose, some pCard transactions did not follow County policy, had a questionable public purpose, and may have violated state law. In addition, reimbursements for personal or miscellaneous purchases were not always made timely. The County of Hawai'i Information Technology Asset Management (Report #2015-02 issued on November 12, 2015) The Office of the Legislative Auditor transmitted to the Council and Mayor and filed with the Clerk as public record a report on the County of Hawaii Information Technology Asset Management on November 12, 2015. This performance audit was undertaken to evaluate the County of Hawai'i's management of IT assets. Specifically, this audit assessed if hardware lifecycle management policies and procedures followed industry best practices. We also evaluated whether the software licensing management system is adequate to ensure compliance with current applicable licensing agreement terms and conditions and follows industry best practices. The DIT follows several IT asset management industry best practices as prescribed by the International Association of Information Technology Asset Managers. Two of the key elements of IT asset management are the centralization of the IT function and the use of an IT asset management role. However, at the County, the upgrade and replacement of computers is typically determined at the department level, not centrally at DIT. In addition, DIT has not established an IT asset management role. Without these two elements, the County is at an increased risk of security concerns, system instability, helpdesk and County employee inefficiencies, as well as increased hardware and software costs. The Office of the Legislative Auditor reported that Six Month Progress Report on Program Objectives for FY 2015-16 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR management should follow industry best practices including establishing that the DIT should own all IT assets. Furthermore, an IT asset management role should be established to manage the County's IT assets. The County should address gaps in formal written policies and procedures over IT practices. Variable Freauenev Drives (VFDs ) at the County of Hawaii's Department of Parks and Recreation (Report #2015-03 issued on December 11, 2015) The Office of the Legislative Auditor transmitted to the Council and Mayor and filed with the Clerk as public record a report on Variable Frequency Drives (VFDs ) at the County of Hawai is Department of Parks and Recreation (P&R) on December 11, 2015. The objective of the audit was to evaluate the cost effectiveness of installing VFDs at swimming pools countywide. We found that historic average monthly electrical savings of installing these VFDs ranged from 23 percent (PCAC) to 63 percent (Kawamoto). By installing VFDs countywide, we estimate an annual cost savings of approximately $122,578. Furthermore, the County should recoup installation costs within the first three years. After this point, all electrical cost savings are in favor of the County. The Office of the Legislative Auditor reported that management should reinstate P&R's previous program measures related to reduction of utility costs at all facilities by implementing green technologies and proactive practices, or at a minimum, develop a new program measure that addresses reduction of cost and/or energy savings. We further recommended that the P&R develop and implement a written plan for installing VFDs at all County operated swimming pools. Then incorporate the plan into future fiscal years' budget that will reflect the installation of VFDs and reduction of electricity expenditures. In addition, the Office of the Legislative Auditor is currently conducting two additional performance audits including the Department of Parks & Recreations Cash Receipts and Inventory at the Department of Public Works. Our audit reports are available on-line at http://www.hawaiicountN.2ov/le2islative-auditor/ 4. To conduct or cause to be conducted follow-up performance and/or financial reviews of audited entities in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor (Hawai`i County Charter §3-18). Six Month Progress Report on Program Objectives for YY 2015-16 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR The Office of the Legislative Auditor is currently planning on conducting a follow-up audit on the Limited Scope Performance Audit of the Department of Parks and Recreation's Facilities Asset Management (Report No. 11-01, July 2011) during the second half of the fiscal year 2015-2016. 5. To conduct or cause to be conducted special studies or projects to ensure openness and accountability in the expenditure of public funds. Audit Database: To facilitate more efficient and effective audit coverage, the Office of the Legislative Auditor acquired IDEA data analytics software to assist in the review and analysis of County financial data. The Office will also use this software to track, monitor, update, and report on the status of implementation of audit recommendations by County agencies and programs. Annual Audit Plan and Risk Assessment: The Office of the Legislative Auditor will update their Annual Audit Plan based on the results of its 2014 countywide risk assessment survey and other known or inherent risk factors during the second half of the fiscal year 2015-2016. Peer Review: To comply with Government Auditing Standards (GAS), OLA will undergo its second peer review conducted by the Association of Local Government Auditors (ALGA) in EY 2015-2016. The scope of the review will be to conduct a peer review following the guidelines contained in the ALGA Peer Review Guide, 2011 Revision. In working independently of OLA, auditors will provide a reasonable basis for determining if OLA's internal quality control system was suitably designed and operating effectively to provide reasonable assurance of complying with applicable Generally Accepted Government Auditing Standards issued by the Comptroller General of the United States. Six Month progress Report on Program Objectives for FY 2015-16 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 1. To procure an independent certified public accountant to conduct an annual post -audit of the County's accounts and financial transactions (Hawai`i County Charter § 10-13). Annual Financial Audit: Hawaii County Charter §10-13 requires an independent post -audit of the accounts and other evidences of financial transactions of the County to be conducted at least once every year by a certified public accountant or firm of certified public accountants, having no personal interest, direct or indirect, in the fiscal affairs of the county. Pursuant to this Charter requirement, the Office of the Legislative Auditor procured an independent external auditor to conduct the annual financial audits for the four-year period FY 2013-2014 through FV 2016-2017 and awarded Contract No. c.004162 to N&K CPAs, Inc. on December 5, 2013. As part of this contract, N&K CPAs, Inc. commenced the following audit activities and reports related to FY2014-2015: • Audit the County's Comprehensive Annual Financial Report; • Audit of the Department of Water Supply's Financial Statement; • Single Audit of Federal Financial Assistance Programs; • Landfill Financial Assurance Report; and • Office of Housing Section 8 Report. On June 29, 2015, N&K CPAs, Inc. initiated its audit activities related to the FY2014-2015 audits by conducting entrance conferences with the Department of Finance and the Department of Water Supply. 2. To file an annual audit plan with the Council based on a County -wide risk assessment of funds, programs, services, and operations of any County agency. executive agency, or program, which is supported, in whole or in part, by County funds (I lawai'i County Charter §3-18). The Office of the Legislative Auditor filed its annual audit plan with the Council on June 8, 2015 and can he found at http://records.co.hawaii.hi.us/W ebLink8/Doc V ie".aspx?id=73808&dbid—l. Final Status Report on Program Objectives for FY 2014-15 LEGISLATIVE AUDITOR LEGISLATIVE AUDITOR 3. To conduct or cause to be conducted performance and/or financial audits of County agencies, programs, and/or operations in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor (Hawai`i County Charter §3-18). The Office of the Legislative Auditor is currently conducting four performance audits including; internal controls and usage of County procurement cards, use of Variable Frequency Drives at the Department of Parks & Recreation's pools, Department of Parks & Recreation cash receipts, and hardware lifecycle management and software licensing management at the Department of Information Technology. Our audit reports are available on-line at httn://records.co.hawaii.hi.us/W eblink8/Browse.aspx?startid=18-592&dhid=l 4. To conduct or cause to be conducted follow-up performance and/or financial reviews of audited entities in accordance with the annual audit plan, or as determined necessary by the Legislative Auditor (Hawai`i County Charter §3-18). On April 28, 2015, The Office of the Legislative Auditor completed a follow-up review of Taketa, Iwata, Dara & Associates, LLC. Agreed -Upon Procedures Regarding the 2012 Primary and General Elections (Resolution 111-13 (Draft 2)). We found that all applicable recommendations had been implemented and a summary of the review is available on-line at http://records.co.hawaii.hi.us/Weblink8/l/doe/73715/Pa2cf.asl)x 5. To conduct or cause to be conducted special studies or projects to ensure openness and accountability in the expenditure of public funds. Audit Database: To facilitate more efficient and effective audit coverage, the Office of the Legislative Auditor acquired data analytics software to assist in the review and analysis of County financial data. The Office will also use this software to track, monitor, update, and report on the status of implementation of audit recommendations by County agencies and programs. Risk Assessment: The Office of the Legislative Auditor conducted its 2014 County -wide risk assessment survey which serves as a basis for the development of the audit plan. Final Status Report on Program Objectives for FY 2014-15 13 LIQUOR CONTROL LIQUOR CONTROL LIQUOR CONTROL 1. Licensing: a. Conduct 30 interviews with new liquor license applicants. 41 interviews with new liquor license applicants were conducted. b. Process 30 new license applications. 16 new license applications were processed. c. Conduct 30 site visits to applicant premises. 20 site visits to applicant premises were done. 2. Operations: a. Hold minimum of 18 manager examinations in I No and 36 in Kona for approximately 900 employees of licensed establishments. Classes and examinations to be offered to all licensees' staff, including minor -aged employees. 20 manager examinations were held, six in Hilo and 14 in Kona, for approximately 832 employees of licensed establishments. b. Conduct minimum of 850 licensee checks per month to promote compliance to liquor laws by liquor licensees. 1,358 licensee checks per month were performed by our Liquor Control Investigators over the past six months. c. Provide all staff, commissioners and board members education via county, state and nationally sponsored programs. The Department of Liquor Control provided training: • Three Liquor Control investigators attended the 2015 Investigators' Workshop in Honolulu in August 2015. • The Liquor Control Administrative Officer and a Liquor Commissioner attended the 2015 National Liquor Law Enforcement Association (NLLEA) Annual Conference in Westminster, CO in September 2015. Six Month Progress Report on Program Objectives for FY 2015-16 LIQUOR CONTROL LIQUOR CONTROL • The Director, a Liquor Commissioner and a Liquor Adjudication Board member attended the 2015 Annual CentraVWestern Regional Conference sponsored by the National Conference of State Liquor Administrators (NCSLA) in Seattle, WA in September 2015. • Six Liquor Commissioners, five Liquor Adjudication Board members and five staff members attended the 2015 State Liquor Commission Conference in Honolulu in October 2015. • All of the Liquor Control Investigators and the Liquor Control Administrative Officer were re -certified to use sound meters for sound complaints and investigations. This recertification training is conducted annually by State of Hawaii, Department of Health personnel and is mandatory. • Liquor Control Investigators participated in a couple of webinars offered by the National Liquor Law Enforcement Association (NLLF.A): o Effective Communication with Law Enforcement Agency Administrators o Fair Trade Practices • Support staff attended seminars offered by the County's Human Resources Department: o Anti -Discrimination and Harassment Training for Supervisors o Violence in the Workplace o Adapting to Change 3. Public Programs: a. Provide minimum of 2 youth, public and enforcement programs which promote compliance to liquor laws. The Department of Liquor Control has supported the efforts of our County Council by accepting District Contingency funds that educate and promote responsible, social lifestyles: • District 3 — Funds to the Big Island Lions Foundation for outreach events, awareness programs and community service projects. • District 8 —Funds to La`io`pua 2020 for the 2016 Prince Kuhio Ho'olaule'a on March 26, 2016. Six Month Progress Report on Program Objectives for FY 2015-16 LIQUOR CONTROL LIQUOR CONTROL • District 5 —Funds to `Aha Punana Leo, Inc. to assist with Kula O Nawahiokalani`opu`u's family nights, project showcases and transportation. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank LIQUOR CONTROL LIQUOR CONTROL 1. Licensing: a. Conduct 30 interviews with new liquor license applicants. The liquor licensing officer conducted 71 interviews for new liquor license applications. b. Process 30 new license applications. 48 new liquor license applications have been processed. c. Conduct 30 site visits to applicant premises. 41 site visits to applicant premises have been done. 2. Operations: a. Hold minimum of 18 manager examinations in Hilo and 36 in Kona for approximately 900 employees of licensed establishments. Classes and examinations to be offered to all licensees' staff, including minor -aged employees. 24 manager examinations were held in Hilo, 48 in Kona and six special examinations were held with a total of 1,268 attendees. b. Conduct minimum of 700 on -premise checks per month to promote compliance to liquor laws by liquor licensees. 12,518 (1,043 per month) on -premise and off -premise checks were done by our liquor control investigators. c. Provide all staff, commissioners and board members education via county, state and nationally sponsored programs. • Two Liquor Control Investigators attended the NLLEA Investigators' Training Symposium in Pittsburgh, PA, July 19-26, 2014. • Five Liquor Control Investigators attended the State Investigators' Workshop held September 8-10,2014 on Kauai. • Eight Liquor Control Commissioners, Three Liquor Control Adjudication Board Members and Three staff attended the 2014 Conference of State Liquor Commissioners, September 21-24,2014 on Kauai. Final Status Report on Program Objectives for FY 2014-15 LIQUOR CONTROL LIQUOR CONTROL • Liquor Control Administrative Officer and a Liquor Control Commissioner attended the NLLEA 2014 Annual Conference, September 27 — October 2, 2014 in Louisville, KY. 3. Public Programs: a. Provide minimum of two youth, public and enforcement programs which promote compliance to liquor laws. • The Department of Liquor Control supported the pilot Weekend Bus Rides at UHH to provide students with transportation from the UHH campuses to the Prince Kuhio Mall areas and downtown Hilo areas. The bus rides are safe, alcohol and drug free and continues to operate. • A training video titled "Under 21 ... No Cad' was created and produced for use in our liquor card training classes. This video focuses on service and sales of alcoholic beverages to minors and is currently being uploaded to various county websites in the State. Funding was provided by the four counties and the State of Hawaii. • The Department of Liquor Control assisted seven Big Island high schools with funds to provide Project Grad Nights for their graduating seniors. • The Department of Liquor Control processed several district contingency fund grants requested by our Councilmembers including: o Lunch wagon for Na Wai Ola (Waters of Life) Public Charter School from Councilman Zendo Kern. o Beach Clean -Up from Councilwoman Karen Eoff. 0 8 requests for Project Grad funds to five Big Island high schools from Councilpersons Chung, Onishi, Paleka and Eoff. Final Status Report on Program Objectives for FY 2014-15 14 MANAGEMENT MANAGEMENT ADMINISTRATION I. Protect the health, safety and welfare of all residents and visitors in the County of Hawaii. This administration continues to put public health, safety and welfare at the forefront of core services to the community. The County began its engagement in the response to a dengue outbreak in November 2015. In partnership with the State Department of Health and incident command at Civil Defense, the Office of Management has supplemented operations with staff and resources. 2. Improve communications with residents about County programs and services. Communication with our communities through various media channels remain a priority to this administration. The Holomua newsletter was relaunched in FY 2015- 16 and continues to be distributed at County facilities, libraries, other points of interest, and online. 3. Provide timely and meaningful responses to complaints. The Office of Management continues to address all complaints and inquiries coming in via email, telephone, or in person, seeking resolution within seven days through the Mayor's administrative team or various department representatives. 4. Continue traveling to meet with residents in each district. The Mayor has ongoing meetings in every district throughout the year, including an island -wide round of community meetings regarding the dengue outbreak Future community meetings will focus on budget and key County initiatives. 5. Build effective partnerships with federal, state and private agencies. Recent efforts in the response to the dengue outbreak have brought partnerships with federal, state, private and non-profit sectors. Other partnerships continue with projects such as the Lalamilo Wind Farm, Ka`u Gym and the recently completed Pa'auilo Slaughterhouse. 6. Continue to develop the County's Island -wide bus system. Groundbreaking and construction of a new Mass Transit base yard facility will begin in early 2016 to support our island's growing Hele-On Bus system. Six Month Progress Report on Program Objectives for FY 2015-16 MANAGEMENT ADMINISTRATION 7. Develop both Agricultural and Energy programs and initiatives that lead to a more secure and sustainable future. The Kapulena Agricultural Park and Pa`auilo Slaughterhouse improvements continue to support the growth of local food production, reducing our island's reliance on imported food. Reducing the cost of water through energy savings has a dual benefit for agriculture and the environment, through projects like the Lalamilo Wind Farm that is under construction. 8. Be a catalyst for Health by promoting healthy lifestyles and healthy communities. In partnership with the Blue Zones Project, this administration continues its efforts toward a healthier Hawaii Island through support of community initiatives, county recreational activities for children and seniors, and expanding facilities for healthy lifestyles island -wide. 9. Develop infrastructure projects that connect our communities and to provide recreational opportunities for our communities. The Hilo Bayfront Trails Project is a prime example of smart use of existing infrastructure combined with new amenities to provide enhanced recreational and healthy lifestyle opportunities for our community. Construction on this project through a community -County partnership will begin during FY 2015-16. Further, new roadway construction includes considerations for multi -modal transportation like sidewalks and bike lanes. 10. Continue to broaden our Asia Pacific partnerships and economic development opportunities. We continue to maintain relationships with our Asia Pacific sister cities. These relationships have fostered long-term friendships and economic exchange — for example, pioneering research around ocean thermal energy conversion has gone on at Kona's Natural Energy Laboratory and a similar facility in our sister city Kumejima, Okinawa. This research has culminated in the largest scale grid -connected OTEC plant commissioned in Kona in 2015. Six Month Progress Report on Program Objectives for FY 2015-I6 MANAGEMENT ADMINISTRATION 11. Lower County costs and expenditures; raise County revenue streams. Yearly increases in employee healthcare coverage, retirement, energy and fuel costs in addition to collective bargaining increases, demands for infrastructure, public safety and mass transit have placed increased burden on our ability to meet the needs of our community. We continue to work closely with departments to find savings where possible. Six Month Progress Report on Program Objectives for FY 2015-16 MANAGEMENT INFORMATION AND ASSISTANCE CENTER I. Assist the clerical workload of the Mayor's Office, the Cost of Government Commission, Geothermal Energy Working Group, and Committee on Early Childhood, the Game Management Advisory Commission, and all County departments and agencies daily. Continues to assist the Mayor's Office with administrative operations, events, projects, community functions, Boards & Commissions secretarial duties. 2. Process all applicants for Hawai'i County Boards and Commissions, keep data base of applicants and active members current. Continues to process applications, district verifications, police checks, and shares information with the Office of the Corporation Counsel and the Office of the County Clerk. 3. Receives and handles complaints filed, refers complaints for resolution to appropriate departments or persons), and follows up to ensure that action was taken within a maximum two-week turnaround time. Received and referred 20 complaints. 4. Assists in updating the County Web Calendar, provides information for the County Web Newsletter; and maintains and updates the community bulletin board at the County Building. Maintains the information for informational purposes. 5. Assists the public with a variety of information; i.e. current community events; direct folks to State or County agencies, phone numbers, and directions. Receives numerous calls from the community on a variety of questions regarding government functions and department referrals. 6. Oversees the operations of daily issuance of disabled parking permits; maintain/update files with entry of data into the centralized statewide database. Issued 735 placards. Six Month Progress Report on Program Objectives for FY 2015-16 MANAGEMENT INFORMATION AND ASSISTANCE CENTER 7. Take reservations for WHCC, Aupuni Center Conference Room, and County Building Conference Rooms (Hamakua & Puna), issue forms and keys, and maintain calendar of events. Approximately 175 events were held at W11CC, Aupuni Center Conference Room, and Puna Conference Room. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank MANAGEMENT ADMINISTRATION 1) Protect the health, safety and welfare of all residents and visitors in the County of Hawaii. This administration continues to put public health, safety, and welfare at the forefront of core services to our community. Disaster preparedness, response, and recovery efforts following Hurricane Iselle as well as ongoing efforts during the June 27 Lava Flow threat involved many County agencies with the support of federal and state resources as well. A focus on preparation and coordination for the 2015 hurricane season through meetings with key agencies to review their roles and protocol were held as experts predicted a very active and potentially impactful hurricane season unlike any that we have experienced before. Another investment into public safety has been the recent addition of our Rescue Watercraft Program in both East and West FlawaPi. This will provide lifeguards the ability to reach people in distress to bring them in quicker especially in rough ocean conditions. 2) Improve communications with residents about County programs and services. Communication with our communities through various media channels remain a priority of this administration. Communication dealing with the health and safety has been channeled primarily though Civil Defense in recent months, utilizing a combination of community meetings, radio, newspaper, and television news. Our office's Holomua newsletter is another means to communicate with our community on important issues and progress of County projects. Holomua will be available in print as well as online to make distribution more cost effective and reaching as many people in our community as possible. Our office is preparing to relaunch Ho/omua in FY 2015-16. 3) Provide timely and meaningful responses to complaints. The Office of Management continues to address all complaints and inquiries in seeking resolution within seven days through the Mayor's administrative team or various departments and agencies. 4) Continue traveling to meet with residents in each district. Due to the impacts of Tropical Storm Iselle and the threat of the June 27 Lava Flow, island -wide Community Talk Story sessions that were held in the past were put on hold in FY 2014-15. Regular community meetings were held in Puna, and Final Status Report on Program Objectives for FY 2014-15 MANAGEMENT ADMINISTRATION smaller community meetings on specific topics were held around the island. The Mayor and his team continued to engage residents from districts around the island in a variety of initiatives. 5) Build effective partnerships with federal, state and private agencies. Collaborating with our federal and state agencies, nonprofit organizations, and local businesses allow great things to happen for our community that otherwise would not. These partnerships also allow for a timely, effective response to and recovery from disasters. Some examples of these partnerships from FY 2014-15: Improvements to Mauna Kea Recreation Area (facility transferred from the State to the County) Hilo Bayfront Trails Phase I (A State grant to the Coanhvolunteer labor, fmds raised by 4 onnn pity partners) Clearing debris from roadways, repairing utility lines and poles after Tropical Storm Iselle (County, .state and federal crews, Hawaii National Guard, Hawaii Electric Light Company and its sister companies on Maui and O `ahu, private contractors) Constructing Chain of Craters Road as an emergency road for Puna (highway transferred from the State to the County, collaboration with National Park Service to build through Hawaii Volcanoes National Park anticipating Federal Emergency Management Agency reimbursemeno Constructing Railroad Avenue as an emergency road for Puna (multiple private landowners and state agencies allowed the County right-ol way to construct the roadu aj. anticipating Federal Emergency Management Agency reimbursement) 6) Expand the County's island -wide bus systein. We recently added three new buses to our County's mass transit fleet as well as several refurbished buses donated to us by the City and County of Honolulu, which serve as backup when any of our buses are being repaired or serviced. Additional bus shelters continue to be installed island -wide. The design phase of our Mass Transit Baseyard is complete, with construction scheduled for completion during FY 2015-16. Final Status Report on Program Objectives for FY 2014-I5 MANAGEMENT ADMINISTRATION 7) Improve energy efficiency and sustainability in the County of Hawai'i. Ongoing efforts to change all 10,000 streetlights island -wide to more energy efficient LED street lights continue. This initiative will save the County approximately Sl million dollars a year in energy costs once completed. In a public-private partnership, the Department of Water Supply's Lalamilo Wind Farm is set to begin construction in FY 2015-16. Wind will power the well operations at the site, which supplies water to the Kohala Coast resort area through Kawaihae. The lower power costs will save rate payers about Sl million annually. 8) Develop agricultural programs to increase our food sustainability. We continue community outreach and educational efforts island wide around food self-sufficiency informed by the first -in -the -state Food Baseline Study commissioned by the County of Hawaii. Our partnership with farmers and ranchers in the community continue with Hamhkua's Kapnlena Agricultural Park, the largest such park in Hawaii. Also, increased resources in the form of grants have been awarded island -wide to support agriculture in areas of research, marketing, and product development. In FY 2014-15, this amounted to over $260,000 in direct support to our community. 9) Develop alternative energy programs to decrease our dependence on imported fossil fuels. The County took a major leadership role in April 2015, with the conversion of diesel used for County vehicles and equipment to a B20 biodiesel blend. This locally produced biodiesel is 20% local, 20% renewable, and much cleaner burning for the environment. The County continues to lead in advocacy for our island's residents and businesses with regard to several PUC dockets at the state level in our commitment to lobby for lower rates for our rate payers and a more integrated and improved utility infrastructure to serve our island for years to come. Final Status Report on Program Objectives for FY 2014-15 MANAGEMENT ADMINISTRATION 10) Lower County costs and expenditures; mise County revenue streams. Yearly increases in employee healthcare coverage, retirement, energy and fuel costs in addition to collective bargaining increases, demands for better infrastructure, public safer' and mass transit have placed increased burden on our ability to meet the needs of our community. We have taken multiple steps to meet this demand for increased revenue by adjusting bus fares, facility rental fees, and property taxes. While raising taxes and fares is not popular, it was necessary in light of all the cost cutting measures we had previously implemented, while facing uncontrollable expenses and growing community needs. The added cost associated with dealing with several major natural disasters continue to be accrued but is also addressed with aggressive efforts to seek federal and state emergency assistance. We continue to look at closing any loopholes that may exist which lessen our real property tax collections and work closely with departments to find savings where possible. As our communities continue to grow, we try to balance the demand for increased services and infrastructure by controlling the cost and size of government. While we decreased the size of government during the recession, adding back positions are closely monitored. We are committed to keeping the size of government smaller than what this administration inherited seven years ago when we took office. 11) Examine and investigate the organizations and methods of operations of all County departments, commissions, boards, offices and other instrumentalities of all branches of the County government to determine and recommend changes, if any, by the Charter - imposed deadline. We are in process of implementing recommendations received through the Cost of Government report through our various agencies some of which were already in progress prior to the report brought forth. Final Status Report on Program Objectives for FY 2014-15 MANAGEMENT INFORMATION AND ASSISTANCE CENTER I . Assist the clerical workload of the Mayor's Office, the Cost of Government Commission, Geothermal Energy Working Group, and Committee on Early Childhood, the Game Management Advisory Commission, and all County departments and agencies daily. Staff assisted in posting agendas, transcribing minutes, other secretarial duties to commissions. Provided assistance at Richardson's Ocean Center and Mauna Kea Recreation Area. Maintains the WHCC facility. Assist with organizing public events. 2. Process all applicants for Hawai'i County Boards and Commissions, keep database of applicants and active members current. Processed boards and commissions applications (which includes district verifications and police checks). 1, Receives and handles complaints filed_ refers complaints for resolution to appropriate departments or person(s), and follows up to ensure that action was taken within a maximum two-week turnaround time. Processed and referred 32 complaints. 4. Assists in updating the County Web Calendar, provides information for the County Web Newsletter; and maintains and updates the community bulletin board at the County Building. Works as a liaison with Parks & Recreations RSVP. Updates Boards and Commission Fact Sbeets for County Websitc. Maintains and distributes keys for bulletin boards. 5. Assists the public with a variety of information; i.e. current community events; direct folks to State or County agencies, phone numbers, and directions. Answers on an average approximately 40 calls per day island -wide to various inquires. 6. Oversees the operations of daily issuance of disabled parking permits; maintain/update files with entry of data into the centralized statewide database. Issued 1,478 disabled parking placards in Hilo and Kona. Final Status Report on Program Objectives for FY 2014-15 MANAGEMENT INFORMATION AND ASSISTANCE CENTER 7. Take reservations for Aupuni Center Conference Room, and County Building Conference Rooms (Hamakua & Puna), issue forms and keys, and maintain calendar of events. Approximately 660 events were held at the Aupuni Center Conference Room and Puna Conference Room. Projects, elections absentee voting, meetings for various departments, cabinet meetings, Blue zones, workshops, classes, food drives, employee recognition program, magic of the season, public hearings, boards and commission meetings, and numerous other county, state, and federal functions were held here. Final Status Report on Program Objectives for FY 2014-15 15 MASS TRANSIT AE's 1 Y MASS TRANSIT AGENCY MASS TRANSIT AGENCY 1. Increase system ridership from FY 2014-15. Ridership from July —December, 2015, amounted to 430,096 passenger trips, a 3.42% increase from the same period in FY 2014 —15. The ridership continues to increase gradually as fuel costs remains at a low cost. 2. Resolve and follow-up on all complaints within two weeks. The Mass Transit Agency received a total of 63 official complaints. All complaints are continuing to be followed up on within two weeks. 3. Implement expanded bus service in Kona, and Hilo. Expanded Intra Kona bus routes to service Hawaii Community College Palamanui Campus. 4. Continue expansion of official bus shelter and bus stop sign program. Initiated a new design for island -wide bus shelters and continue to identify additional bus shelter locations. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank MASS TRANSIT AGENCY MASS TRANSIT AGENCY 1. Increase system ridership from FY 2013-14. Total ridership from .July 2014 — June 2015, amounted to 944,738 passenger trips, a 2.66% increase from the same period in FY 2013 —14. 2. Resolve and follow-up on all complaints within two weeks. All complaints are followed up on within two weeks. A total of 105 official complaints were recorded during fiscal year 2014— 15, compared to 137 complaints recorded in fiscal year 2013 — 14. 3. Implement expanded bus service in Puna, Kona, and Hilo. • Expanded the intra -Kona bus route to service the new Kaiser Permanente facility and lower Palisades. • Supplemented the Keaukaha/Banyan Drive bus route by adding services to Hilo Airport. • Support provided to various local community events by providing safe and efficient transportation. • Implemented a pilot program for expanded weekend bus services and Shared Ride Taxi coupons for the University of Hawaii at Hilo. This program continues to be supported by Hawaii County. 4. Continue expansion of official bus shelter and bus stop sign program. • Constructed a bus shelter in Pa`auilo. Island -wide bus shelter program is ongoing. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 16 MISCELLANEOUS MISCELLANEOUS ANIMAL CONTROL 1. 90% of vicious dog calls will be responded to within two hours. Of 48 vicious/dangerous dog calls received where the dog was not contained and posed a potential and ongoing threat, responded to 48 calls within two hours, or 100% of calls. 2. 90% of loose animal posing a public safety hazard calls will be responded to within two hours. Of 75 animals posing a public safety hazard calls received, responded to 74 calls within two hours, or 98.67% of calls. 3. 90% of injured animal related calls will be responded to within two hours. Of 127 injured animal related calls received, responded to 127 calls within two hours, or 100% of calls. 4. 90% of calls for animal control assistance by the police will he responded to within three hours. Of 60 animal control assistance by the police calls received, responded to 60 calls within three hours, or 100% of calls. 5. 90% of animal cruelty and neglect cases will be responded to in 24 hours and resolved in 14 working days. Of 271 animal cruelty and neglect cases received, responded to 266 calls within 24 hours. 264 of those cases were resolved in 14 working days, or 97.41%. 6. 90% of unlicensed, loose dog and any non-emelty/neglect cases will be responded to in 48 hours and resolved in five working days. Of 1,412 of unlicensed, loose dog and any non-cruelty/neglect calls received, responded to 1,378 calls within 48 hours, or 97.59%. Of 475 cases that were opened as a result of those calls, 466 were resolved cases in five working days, or 98.10% of cases. 7. 84 sweeps of problem communities per year. Conducted 27 sweeps, or 32.14% of sweeps. Six Month Progress on Program Objectives for FY 2015-I6 This page intentionally left blank MISCELLANEOUS ANIMAL CONTROL 1. 90% of vicious dog calls will be responded to within two hours. Of 98 vicious/dangerous dog calls received where the dog was not contained and posed a potential and ongoing threat, responded to 98 calls within two hours, or 100% of calls. 2. 90% of loose animal posing a public safety hazard calls will be responded to within two hours. Of 143 animals posing a public safety hazard calls received, responded to 143 calls within two hours, or 100% of calls. 3. 90% of injured animal related calls will be responded to within two hours. Of 314 injured animal related calls received, responded to 313 calls within two hours, or 99.68"/ of calls. 4. 90% of calls for animal control assistance by the police will be responded to within il[" huur. Of 136 animal control assistance by the police calls received, responded to 136 calls within three hours, or 1000/4 of calls. 5. 90°% of animal cruelty and neglect cases will be responded to in 24 hours and resolved in 14 working days. Of 546 animal cruelty and neglect cases received, responded to 531 calls within 24 hours. 537 of those cases were resolved in 14 working days, or 98.35'% . 6. 90% of unlicensed, loose dog and any non-cruelty/neglect cases will be responded to in 48 hours and resolved in five working days. Of 2,373 of unlicensed, loose dog and any non-cruelty/neglect calls received, responded to 2,325 calls within 48 hours, or 97.97%. Of 799 cases that were opened as a result of those calls, 785 were resolved cases in five working days, or 98.24% of cases. 7. 84 Sweeps of problem communities per year. Conducted 90 sweeps or 107% of goal. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 17 PARKS & RECREATION 'ALAE CEMETERY 1. Conduct maintenance and repair activities. Conducted maintenance through the mosquito abatement program. Six Month Progress Report on Program Objectives for FY 2015-I6 PARKS & RECREATION VETERANS CEMETERIES - E=D WEST HAWAII 1. Continue to coordinate development of the East and West Hawaii Veterans Cemeteries with the Veterans Advisory Committee and the Department of Defense. Coordinated development efforts with Veterans Advisory Committee and the Department of Defense. 2. Continue maintenance of cemetery grounds. Completed maintenance. 3. Assign and record all burials. Burials assigned and recorded. Location Number of Caskets Number of Urns Vet Cemetery 0 2 Vet Cemetery 2 42 _ 47 West Hawaii Vet Cemetery 5 18 Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION RURAL CEMETERIES 1. Continue maintenance of cemetery grounds Completed maintenance. 2. Assign and record all burials. Burials assigned and recorded. Location Number of Caskets Number of Urns _ Hawi 0 1 Honoka'a 0_ 0 Kainehe aka Kukai'au) 0 0 Kukuihaele _ 0 0 Naalehu 11 2 Waimea 2 1 Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION HAWAII COUNTY BAND I. Provide musical services for the island residents and visitors by working with community organizations and providing 40 musical services annually (e.g. parades, ceremonies, festivals, concerts and special events). Provided 21 performance services. These services included parades, concerts, patriotic ceremonies and special events in Hilo, Volcano and Palma. 2. Provide 12 monthly Mo`oheau Bandstand concerts that are entertaining, educational, musically challenging, and historically significant. Provided six monthly Mo`oheau Park concerts. All concerts were very well attended and well received by the crowd in attendance. A brief history of the Hawaii County Band is presented to the audience at concerts to inform the public of the band's cultural and historical significance. In addition, program notes on selections being performed, are presented to the audiences in order to help the audience better understand each work. To insure that the band plays a variety of quality music, pieces are chosen from selected national lists such as the National Band Association, Music Educators National Conference, The Instrumentalist, and the College Band Directors National Association. Every monthly concert tries to incorporate either a featured solo or popular selection. 3. Feature at least two young musicians as soloists at the April or May Mo`oheau Bandstand Concert, which provides musically educating opportunities for the young people of the County of Hawaii, annually. Students have been contacted for possibly performing as soloist with the Hawaii County Band in April or May. 4. Introduce 20 new musical pieces per year to provide musical challenges to the band members. No new pieces were performed. Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION WEST HAWAII BAND 1. Provide musical services for island residents and visitors by working with community organizations and providing 20 — 25 musical services annually. ( eg. Parades, ceremonies, festivals, concerts, and special events) The West Hawaii Band provided 18 performance services through its collaboration with organizations such as the HawaN International Billfish Tournament, Daughters of Hawaii, llualalai Regency, Ironman Corporation, Kailua-Kona Parades Organization Merrie Monarch's Glee Club, Halau Hula Na Pua U'i O Hawaii, Kona Coffee Festival; and various Veteran's Associations. 2. Provide six concerts that are entertaining, educational, musically challenging and historically significant. The West Hawaii Band performed four monthly concerts for its monthly series at Hale Halawai. Each composition was announced and accompanied by a short educational and entertaining description of the style of music and its composer. Selections were made for each concert from several genres including the Classical concert band library, the traditional march, jazz and popular, Broadwav musicals, Hawaiian and challenging orchestra arrangements for concert band The Band honored its long history on the Big Island and the significance of the Hawaiian culture in its promotion of classic concert band performance as it performed two concerts for its free semi-monthly series at the Hulihe'e Palace. Here, the Band dressed in period attire from the Kalakaua era and re-enacted the concerts performed on the Palace lanai 3. Feature a young musician as soloist at the March or May monthly concert, to provide music education opportunities for the young musicians of Hawaii County. A young musician from the community will be selected for the Band's May, 2016 concert. 4. Introduce 20 new pieces per year to provide musical challenges for the band. 'Phe Band rehearsed 12 new challenging works and performed all pieces. Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION ADMINISTRATION I. Continue to distribute P&R Service survey at all staffed facilities and activities/events conducted by the department. Survey results are compiled quarterly and shared with employees. Total of 197 surveys received. 2. Continue to update information for Divisions and Sections on the County of Hawaii website on a timely basis. Our Departmental Data Processing Coordinator and Public Information Officer continue to update the department's website with quarterly program guides, special events information, and departmental rules and regulations. Timely news releases, campground information and event registration forms also are posted for the benefit of park patrons. 3. Continue implementation of the transition plan for accessibility to public facilities during the fiscal year. Implementation of the transition plan is steadily progressing. 4. Continue implementation of the transition plan for playground safety and accessibility during the fiscal year. Implementation of the transition plan is steadily progressing. 5. Maximize resources by encouraging the "Friends of the Park" program and identify a minimum of five community service projects that focus on maintenance and/or improvements to park facilities. Two projects were completed. A landscaping and picnic table project at Reed's Bay and a chain link fence project at Ainaola Park. In addition, the Department is in discussion with various community groups to conduct community service projects. 6. Provide at least one technical job specific training for 50% of administrative staff. At least one job specific training was provided for 77% of the administrative staff (17/22 employees). Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION PARKS MAINTENANCE 1. Maintain completion range of approximately 2,500 work orders on an annual basis. The Division received 1,148 work order requests, of these, 632 were completed 2. Undertake two parks improvements projects per district, one of which involves a community group. South Hilo - Crew A. In -House: 4 Community Group Projects: 0 South Hilo - Crew B. In-Housc: 0 Community Group Projects: 6 South Hilo - Crew C. In -House: 1 Community Group Projects: 5 Puna District In -House: 1 Community Group Projects: 1 SIN Kona In -House: 4 Community Group Projects: 7 Ka'u District In -House: 4 Community Group Projects: 1 North Hilo In -House: 2 Community Group Projects: 0 South Kohala/Hamakua In -House: 0 Community Group Projects: 9 North Kohala In -House: 0 Community Group Projects: 0 Summary of Activities: Total In -House: 16 Total Community Group Projects: 29 Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION PARKS MAINTENANCE 3. Monitor complaints filed for strategic planning purposes for maintenance and services improvements. • Record type, number, district, etc. of complaints and implement necessary maintenance procedures, standards, training, discipline, etc. for corrections. Received, recorded and took action on 29 complaints. • Make annual inspections of facilities with responsible supervisor. (9 districts) Analyze and discuss methods of improvements. Annual inspections of facilities conducted within the nine districts. Concerns and issues were discussed and addressed. 4. Provide for safe facilities and grounds. • Conduct safety inspections of P & R facilities: Weekly by district supervisors (52 per supervisor = 468 total inspections/year). Monthly by the Park Superintendent. Supervisor conducted a total of 26 weekly safety inspections of their assigned facilities. 5. Provide for a safe working environment. • Participate with department safety committee and discuss and evaluate accident reports. • Correct any hazardous conditions or practices. • Provide a minimum of one safety instructional sessions per crew each month. • Review and upgrade Park Maintenance Safety and Health Programs. Logged all HIOSH safety training documentation. Verified full implementation of Park Maintenance's Hazcom, Bloodborne Pathogen, Respirator, and Hazenat safety programs. Completed a total of 87 safety talks/training classes. Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION RECREATION Provide introductory instruction in all recreational facilities in at least four of the following Athletic Activities (basketball, baseball, volleyball, track and field, tennis, flag football, badminton) for children and adults, one or more in each respective season (i.e. Fall — basketball; Winter — baseball and track/field; Spring — volleyball; summer— tennis/Physical Fitness) The following instructional sports were offered at various recreational facilities island wide. Hilo District: Instructional Volleyball I & II, Volleyball Training 1, Biddy Basketball, Age Group Basketball, Speed & Agility Training, Pickle Ball, Scooter Basketball, Senior Stretch, Billiards & Table Tennis, Step Aerobics, Shoreline Fishing, Teen Fishing Program, T-25 High Intensity Workout, Insane Workout, Soccer Footwork, Jump Training, Beginner Weight Training, Keiki Fitness, Beginners Archery, Intermediate Archery, Beginning Badminton, T -Ball & Coach Pitch Baseball, Basketball Shooting Clinic, Basketball Speed & Agility Training. Hamakua District: Basketball Skills Development, Ladder Training, Fundamentals of Basketball, Youth Flag Football & Softball, Weight Training, Yoga Fitness, Gym Dodgeball, Free Throw & Shooting Fundamentals, Kickball, Tetherball, Archery, Table Tennis Clinic, Wiffleball, T -Ball & Coach Pitch Baseball, Youth Volleyball, Baseball Hitting Clinic, Calisthenics, Speed & Agility Training, Volleyball 101, Flag Football, Plyometric Training, Soccer 101, Basketball Footwork Clinic. Puna /Ka'u District: T -Ball & Coach Pitch Baseball, Age Group Basketball, Musical Hula Hoops, Keiki Outdoor Games, Instructional Kickball, Instructional Basketball, Instructional Volleyball, Instructional Tennis, Plyometrics & Agility Program, Aerobics. West Hawaii District (NIS Kona & NIS Kohala): T -Ball for Tots, Indoor Soccer, Softball Clinic, Pickleball, Cone Agility Drill Beginners, Cone Agility Drill Advanced, Flag Football, Ladder Agility for Beginners, Advance Ladder Agility, Speed Ladder Drills, Basketball Clinic, Volleyball Clinic, Pickleball Class I, Fishing Class, Fitness Class, Archery Class I, Archery Class II, Youth Table Tennis, Youth Tennis, Basic Physical Fitness Program. Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION RECREATION 2. Provide at least eight arts and craft activities for children and adults in all recreational facilities (i.e. Fall— Halloween/Thanksgiving/Christmas craft activities; Winter— Valentines/St. Patrick/Easter activities; Multi -media crafts etc.). Hilo District., Basket Weaving & Key Chain Making, Colored Leaves, Wind Puppets, Nature Prints Photo, Pencil Toppers, Party Favors, Sewing: Book Covers, Back to School Calendar, Grandparent's Day Photo Block, Rosebud Craft, Shrink Art, Drug Free Poster, Name Banner, Mirror Etching, Sand Art, Shrink Art Keychain, Milk Carton Crafts, Bamboo Nose Flute, Wacky Stress Balloons, Halloween Craft, Thanksgiving Craft, Christmas Ornament, Christmas Wreath Making, Halloween Candy Apples, Ohelo BerryJam 1, Christmas Photo Plaque, Lanyard Making, Stain Glass, Healthy Cooking, Christmas Cards, Kaleidoscope Craft, Decorative Turkey Pin, Toy Parachute, Fingers in a Bun, Holiday Door Hangers, Sand Ornaments. Hamakun District: Halloween Craft, Thanksgiving Craft, Christmas Cards, Funny Face Drawing, Name Drawing, Halloween Treat Bags, Thanksgiving Scratch Art, Christmas Coloring Magnet Posters, Keiki Mix Craft, Hanging Window Art, Velvet Color Art Posters, Clothespin Craft Creations, Crafts for Kids, Mold Ceramics, Independence Day Craft, Leaf Prints, Cooking Class, Gift Wrapping Class, Fundamentals of Drawing, Scratch Art Posters, Dream Catchers, Halloween Posters, Thanksgiving Cards, Christmas Wreaths, Lei Making, Fall Coloring Book, Paper Planes, Healthy Cooking, Witch Hat Craft, Turkey Hands, Snowflake Ornament, Kites, Balloon Rocket Race, String Art. Puna /Ka'a District: Halloween Bat Craft, Fall Leaf, Christmas Tree Craft, Fall Luminary, Collage I & 2, Yarn Pictures, Watercolor Painting 1 & II, Mask Making, Thanksgiving Centerpiece, Pom Pont Wreath, Glitter Ornament, Nature Collage, State Map, Career Collage, Finger Print Tree, Fall Crafts, Spooky Fun Crafts, Holiday Crafting, Quilt Patterns, Tear Art, Back to School Craft, Grandparent's Day Cards, Halloween Tissue Wreath, Mason Jar Lantern, Turkey Cup Craft, Craft Stick Ornaments, Beaded Snowflake Ornament, Plaster Craft Magnets, Back to School Name Tags, Grandparent's Day Frame Sign, Watercolor Art, Hanging Mobile, Papier Mache Masks, Witch Broom Making, Thanksgiving Table Placemats, Labor Day Craft. Six Month Progress Report on Program Objectives for FY 2015-I6 10 PARKS & RECREATION RECREATION West Hawaii District (NIS Kona & NIS Kohala): Halloween Mask Making, Veteran's Day Flag Making, Thanksgiving Cards, Christmas Ornaments, Key Chain Making, Yarn Lei Making, Baking Class, Patriot Day Memorial Tribute Craft, Halloween Jack -O -Lanterns, Kite Making, Christmas Cards, Pine Cone Christmas Ornament, Wind Chimes, Bead Necklace Making, Halloween Hanging Bat Mobile, Thanksgiving Turkey Door Hangers, Christmas Tree Ornaments, Photo Frames, Critter Crafts, Silk Screen T -Shirts, Halloween Key Chain Design, Finger Painting Art, Leather Key Chain Craft, Bead Lei Craft, Thanksgiving Bracelet Making, Christmas Finger Painting Design, Kukui Nut Sanding & Lei Making, Yarn Lei Making, Rock Painting, Fish Prints. 3. Maintain a safe facility, free of hazards for all activities, patrons and employees by conducting daily safety inspections and remitting work orders as necessary to correct unsafe conditions. A comprehensive safety inspection to be conducted on a semi- annual basis. Daily safety inspections are conducted by staff at their sites and maintenance work orders are being sent to the Parks Maintenance Division. Semi-annual safety inspection reports have been sent to Human Resources Safety- Division. 4. Plan, organize and implement a minimum of two district -wide events in each respective district that is responsive to the respective community's needs and interests (i.e. Hilo District — The Biggest Easter Egg Celebration; Hamakua District— Hamakua Fun Day; etc.). Hilo District: 1) Hilo Kids Night Halloween Program at Pana'ewa Park Hamakua District: 1) `Ohana Shoreline Fishing Tournament 2) Hamakua Health Fair Puna/Ka'a District: 1) Vulcans Baseball Clinic 2) Vulcans Basketball Clinic at Shipman Gym 3) Ohana Fun Day & Keiki Triathlon at Pahoa West Hawaii District (NIS Kona & NIS Koh ala): 1) Candy Land Halloween Program at Kekuaokalani Gym Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION RECREATION 5. Develop a minimum of six partnerships with other recreation providers as well as community organizations to maximize service and activities to the public (i.e. summer camping program in partnership with the YMCA). Hilo District: 1) Hilo Kids Night Halloween Program at Pana`ewa Park — Partnered with Hilo High School Key Club, Waiakea High School Key Club, Pana'ewa Community Association, Living Waters Church. 2) Kawananakoa Trunk or Treat — Partnered with Keaukaha Community Association. 3) haunted Hallway — Partnered with Keaukaha Elementary School. Hamakua District: 1) 'Ohana Shoreline Fishing Tournament— Partnered with Hilo & West Hawai'i Recreation staff, NOAA, and many community volunteers. 2) Pa'auilo Halloween Costume Contest — Partnered with Pa'auilo Community Athletic Association. 3) Hamakua Health Fair—Partnered with Hamaakua Health Center and community volunteers. Puna /Ka'u District: /) Vulcans Basketball Clinic at Shipman Gym — Partnered with UH Vulcans Women's Basketball Coach and staff. 2) Vulcan Baseball Clinic at Shipman Park — Partnered with UII Vulcan Baseball Coach and staff. 3) 'Ohana Fun Day & Keiki Triathlon at Palma Community Center — Partnered with Puna Community Action Team, QLCC Queen Lili'uokalani Children's Center, Men of Pas and volunteers. 4) Ka'a Coffee Run — Partnered with O Ka'a Kakou and community volunteers. Six Month Progress Report on Program Objectives for FY 2015-16 12 PARKS & RECREATION RECREATION West Hawaii District MS Kona & NIS Kohala): 1) Candy Land Halloween Program at Kekuaokalani Gym — Partnered with Solid Rock Ministries. 2) Kidz Rock Halloween Alternative at Kamehameha Park — Partnered with Solid Rock Ministries. 3) Big Island Farm Fair— Partnered with Big Island Farm Bureau. 4) Hip Hop Dance Activity - Partnered with Zulu Dance Troop from California. 5) Mega Sports Camp at Waikoloa Park — Partnered with More than Enough Ministry and community volunteers. 6) Cold Country Jamboree at Waimea Park — Partnered with Waimea Athletics and community volunteers. 7) Toys jor Tots at Kamehameha Park — Partnered with Kohala Christmas Angels. 6. Plan, organize and implement a minimum of two Island wide special events. (i.e. keiki triathlon, age group and exponent track meets, winter basketball tournament, etc.) 1) Jimmy Yagi Summer Hoops Camp — July 21-24, 2015. 2) 35'6 Annual HI -PAL Winter Basketball Classic — December 26-29, 2015. Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION SUMMER AND INTER -SESSION PROGRAM 1. Conduct a minimum of 20 Summer Fun programs island -wide. The 2016 Summer Fun Program will begin on June 6, 2016. Mandatory training for the Summer Fun temporary hires will be from May 31 -June 3, 2016, the Summer Fun program for the children will start on June 6, 2016 and end on July 15, 2016. Tentatively, 24 summer fun program sites are planned. 2. Continue to conduct longer programs hours at majority of the sites Program hours at each site are based on the needs of the community it serves. Tentative hours for the 2016 Summer Fun program are from 8:00 am - 12:00 pm, 8:00 am - 2:00 pm, 8:00 am - 3:00 pm and 8:00 am - 5:00 pm. 3. Work in partnership with the Department of Education Child Nutrition Program and vendors with county meal contracts to sponsor free lunch programs for all summer fun sites that qualify and meet the requirements for this program. Tentative USDA reimbursement cost for 2016 has not been released yet. 4. Supplement the regular Summer Fun program with various enrichment -type programs for those willing to pay the higher fee: Develop and implement a tcemscene program at the Pu'u'eo Community Center in East Hawai'i, teaching life's skills with emphasis on leadership training. This will run for six weeks From 8 a.m. to 3 p.m., targeting teens 12 — 17 years old. Summer Fun Program to begin June 2016. 5. Develop a minimum of two Winter Intersession programs island -wide. Winter Intersession Program, December 21-31, 2015. Due to the closure of the Stanley Costales Waiakea Uka Gym from the 12/10/14 fire, Pana'ewa Park was used as a Winter Intersession program site. 1) Pana'cwa Park — 54 children registered ($35.00 per child program fee). 2) Wainaku Gym — 28 children registered (535.00 per child program fee). 3) Kawananakoa Gym Overnighter Ike Kai Program, December 21-22, 2015 — 25 children registered ($25.00 per child fee). Other sites throughout the island adjusted their hours to better service the children in their communities during the Winter Intersession Break instead of a structured program. Six Month Progress Report on Program Objectives for FY 2015-16 14 PARKS & RECREATION SUMMER AND INTER -SESSION PROGRAM 6. Integrate children with disabilities into the summer and inter -session programs wherever possible, through the assistance of the Recreation Specialist Il. There were no modifications request received for the 2015 Winter Intersession program. Six Month Progress Report on Program Objectives for FY 2015-16 15 PARKS & RECREATION HO'OLULU PARK COMPLEX 1. Provide clean, safe and well-maintained facilities: a. Close each facility once per year for general clean up and minor repairs. Walter Victor Baseball Complex was closed for September 2015. Francis Wong Stadium was closed from July 6-17, 2015. Aunty Sally Kaleohano's Luau Hale was closed from November 3-6, 2015. Afook-Chinen Civic Auditorium was closed from August 24 to September 11, 2015. Edith Kanakaole Multi -Purpose Stadium was closed from July 20-31, 2015. b. Pressure wash each facility semi-annually. Completed in the first two quarters. c. Check on safety hazards daily. Day and night supervisors record any repair items or safety hazards on a daily checklist form. Minor repairs are handled in-house. As needed, work orders are generated and referred to the Parks Maintenance Division for action. d. Clean and sanitize facilities before and after events. Facilities are cleaned and sanitized before and after each activity. e. Work with Safety Committee to have courtesy safety inspection annually. Quarterly consultations are held with the Safety Committee to insure facilities are in compliance. 2. Provide a well -manicured playing surface at all ballfields (Wong Stadium and Walter Victor Baseball Complex): a. Mow lawn weekly, weather permitting. Lawns being mowed weekly, equipment and weather permitting. b. Close each ballfield at least one week annually for field renovations. Walter Victor Baseball Complex was closed in September 2015. Francis Wong Stadium was closed from August 3-14,2015. Six Month Progress Report on Program Objectives for FY 2015-16 16 PARKS & RECREATION HO'OLULU PARK COMPLEX c. Fertilize ballfields annually. Scheduled before end of fiscal year. 3. Provide training for staff: a. Conduct safety talks on different topics every month. Safety talk done monthly. b. Retrain employees on equipment use semi-annually. Scheduled before end of fiscal year. e. Have supervisors conduct equipment maintenance training and have equipment maintained weekly. Employees perform in-house maintenance functions throughout the year. d. Provide refresher course on Material Safety Data Sheet mutually. Retraining was done in October 2015. 4. Enforce rules and educate sponsors: a. Comply with Federal ADA, State OSHA, County, Department and Complex rules and regulations. Applicable governmental regulations are discussed with sponsors. Supervisors are trained to enforce all rules. b. Revise rules annually. Scheduled before end of fiscal year. c. Distribute rules with all applications. Rule sheets are distributed to all sponsors. Six Month Progress Report on Program Objectives for FY 2015-16 17 PARKS & RECREATION HO'OLULU PARK COMPLEX 5. Work with Hilo Jaycees, Lehua Jaycees, Intake Service, schools and community groups for improvements to the Ho`olulu Complex: a. Complete one major improvement project. The University of HawaN at Hilo Men's and Women's basketball teams painted bleachers in the Afook—Chinen Civic Auditorium. b. Do beautification/landscaping project for each facility annually. Scheduled before end of fiscal year. 6. Maximize use of all facilities within the Ho`olulu Complex by accommodating an estimated 2,400 activities annually. The Ho'olulu Complex has accommodated 1,656 activities for the first six months. Six Month Progress Repon on Program Objectives for FY 2015-16 is PARKS & RECREATION AQUATICS 1. Provide services at our nine pool facilities with at least two lifeguards on duty daily at Kona Community Aquatics Center (KCAC), Pahoa Pool, and Sparky Kawamoto Swim Stadium. Honoka`a, Laupahoehoe, Kohala, Pahala and Konawaena will have at least one lifeguard on duty seven days a week. NAS pool will have at least one swim instructor/ lifeguard on duty Monday through Friday. Senior Lifeguards and their District Supervisor do the best that they can in providing the staffing that is needed to keep out pools safe so people can enjoy. We have really dented our overtime budget to keep the pools open for the public. Having a full staff and reallocating some of our part-time to full-time will help the situation that we have and eliminate or decrease complaints. 2. Maintain safe and clean facilities, free of hazards for all activities, patrons and employees by maintaining acceptable pool chemical levels, conducting daily safety inspections and remitting work orders as necessary to correct unsafe conditions. A comprehensive safety inspection to be conducted on a semi-annual basis. For our larger pools such as Kawamoto, Palma, and KCAC, our Senior Lifeguards work with our pool custodians in the maintenance of the facility. At our rural pools, Honoka`a Laupahoehoe, Kohala, Pahala, and Konawaena, each Senior Lifeguard is solely responsible for the daily maintenance of the pool. Senior Lifeguards are responsible in maintaining acceptable levels of pool chemicals. It is not an easy task as factors such as if the weather is to sunny or rainy chemicals will evaporate or dilute quickly. High usage will also increase chemical use. Daily safety inspections are conducted by staff at their sites and maintenance work orders are being sent to the Park Maintenance Division. Semi-annual safety inspection reports are being sent to Human Resources Safety Division. 3. Offer recreational and lap swimming for approximately 850,000 patrons. Offer Learn to Swim and other water related courses to approximately 3,000 patrons and at least eight weeks of Learn to Swim lessons in the summer at all pools. Lap Swim: 87,781; Ree Swim: 122,434; Aquatics Classes: 28,038; Age Group: 64,030; Masters Swim: 6,145; Novice: 22,318; High School Swim: 3,433; Summer Fun Programs: 495; PE Public and Private Schools: 4,134; Government (Coast Guard, Fire, police, etc.): 5,863. Six Month Progress Report on Program Objectives for FY 2015-16 19 PARKS & RECREATION AQUATICS 4. Develop and distribute a quarterly brochure of County of Hawaii pool facilities highlighting recreational and adult lap swimming hours as well as water aerobics, swim lessons, special events, activities and programs. Each Senior Lifeguard is required to develop each quarter a program guide for their facility following the guidelines of their job, incorporating community base programs. 5. Conduct one American Red Cross Lifeguarding/ First Aid/CPR/AED class at each of our nine pool facilities during the fiscal year. All nine pools schedule training once a year as required. 6. Plan, promote and coordinate five Novice Swim meets serving approximately 350 participants during the August through October 2013 season. Pahoa, August 29, 2015; KCAL, September 12, 2015; NAS, September 26, 2015; Novice Swim Championships at Kawamoto, October 24, 2015. 7. Sponsor one open water swim competition. 28th Annual Richardson Roughwater Swim, July 26, 2015 —123 swimmers. 8. Promote workplace safety for all staff by providing personal protective equipment and safety training on an ongoing basis. Gas masks, chemical gloves, aprons, suits, and boots provided for pool lifeguards and pool custodians. Hazardous material training conducted to promote safe work practices. Staff goes through respiratory exams every three years and respirator fits test every year. Lifeguards provide with latex -free gloves, pockets mask, and other protective equipment necessary when performing first aid. 9. Conduct American Red Cross blood borne pathogens training on an annual basis in January or February for the entire division. Conducted January 22, 2016. Six Month Progress Report on Program Objectives for FY 2015-16 20 PARKS & RECREATION AQUATICS 10. Develop at least two partnerships with swimming clubs to encourage competitive swimming throughout the island. Partnership: USA Swim, BIIF, Special Olympics, and Faster Seals. Six Month Proo ess Report on Program Objectives for FY 2015-16 21 PARKS & RECREATION CULTURE & EDUCATION 1. Provide 97 workshops and classroom instructions in various disciplines, music, dance, drama, arts, crafts, and natural sciences at established sites Countywide. A total of 57 workshops anti classroom instruction conducted in various disciplines, music, dance, drama, arts, crafts and natural sciences at established sites County -wide. 2. Develop and conduct at least one Cultural/Community event per quarter to preserve ethnic traditions and heritage, encourage craftsmanship and cottage industry. Conducted a total of ten Culture/Community Events (five during each quarter). These events include Paradise Cruise Classic Car Expo in Honnka`a, Fourth of Judy Paradise Cruise Classic Car Expo, Independence Day `Blast", Fourth of July Band Concert, 2015 Queen Lili'uokalani Festival, Hilo World Peace Festival, Japan Navy Training Squadron Cultural Exchange and Public Performance, Merrie Monarch Keiki Hula Competition, Christmas Wreath Exhibition and the "Magic of the Season" Festivity. 3. Market programs by securing community involvement and financial support through six purtncrships/sponsorships. Programs and projects are marketed through partnerships and collaborations with the Lehua Jaycees, Pacific Radio Group, Queen Lili'uokalani Children's Center, Hawaii Classic Cruisers, Hawaii Tropical Flowers Association, Blue Flawai`i Helicopters, Big Island Auto Club, CJ Promotions, Hawaii Ballroom Dance Association Hilo Chapter, KWXX Radio, Soka Gakkai International, the International Committees of Artists for Peace, Merrie Monarch Festival Committee, Friends of Lili'uokalani Gardens, Kalima Music, Kapono Incorporated, State of Hawaii - Dept. of Transportation, State Highways, Dept. of Land & Natural Resources, Hawaii Pyrotechnics, and Dept. of Homeland Security. 4. Advertise and promote the Cultural & Community Arts programs and activities through our quarterly "Arts Visions" newsletter and media such as radio, television, periodicals and newspapers Advertised and promoted events and programs through our quarterly program guide, Hawaii County website, Hawaii Tribune Herald, West Hawaii Today, Big Island Visitor's Bureau, Honolulu Star Advertiser, KITV, Hawaii New Now, Hawaiian Airlines, Japanese Chamber of Commerce & Industry of Hawaii, and Oceanic Cable Channel 16. Six Month Progress Report on Program Objectives for FY 2015-16 22 PARKS & RECREATION ELDERLY ACTIVITIES EAD Administration The division will provide and/or facilitate a wide array of services and opportunities and evaluate the quality of services provided by: 1. Coordinating a service delivery system that addresses the needs and interests of older adults by providing comprehensive and coordinated services, represented by the division's six major programs, for over 9,909 seniors annually and conducting an annual evaluation on each program. Provided services to 9,976 seniors and conducted evaluations on five EAD programs. The division will pursue the help from persons and groups to improve and maintain P&R facilities and enhance programs/services/activities by: 2. Maintaining the EAD Advisory Council made up of representatives- from the 25 senior citizen clubs, 15 nutrition sites and the RSVP Advisory Council by conducting at least one general meeting in January and six district meetings in July of each fiscal year servicine 40 presidents/chairpersons island -wide. Arranged six Advisory Council district meetings. The division will provide regular facilities and safety inspections and training for staff by: 3. Maintaining an EAD Safety Committee with at least one representative of each program meeting quarterly to enforce safety procedures, improve unsafe conditions affecting staff and seniors and give feedback to the department safety committee, as needed, and conduct a safety on-site evaluation semi-annually (January and July) of 32 senior center facilities and conduct safety evaluations/training for 50 EAD staff by June 30, 2016. Arranged two safety meetings. Conducted semi-annual safety facilities inspection of the 32 senior center facilities. Conducted 26 staff safety evaluations/training. Six Month Progress Report on Program Objectives for FY 2015-16 23 PARKS & RECREATION ELDERLY ACTIVITIES In order to keep the public informed of its activities the division will: 4. Produce at least one "Video Highlights" of the division's activities annually. Produced one "Video highlights" (Kupuna Hula Festival) of the division's activities. 5. Maintain the division's Kupuna News magazine by providing information on all EAD program activities and printing at least 3,300 copies for distribution to over 200 organizations three times annually. Printed and distributed two issue of the Kupuna News magazine. FAD Recreation I. Provide and promote active and passive recreational, cultural and leisure opportunities to 2,500 unduplicated individuals 55 years and older at 25 senior centers island -wide by June 30, 2016. Served 2,712 seniors at 25 senior centers. 2. Serve 2,000 older adults in recreational, educational, health-related and cultural classes at 25 senior centers by June 30, 2016. Served 2,484 older adults in recreational, educational, health related and cultural classes at 25 senior centers. 3. Provide at least ten district wide activities for a total of 1,500 older adults in Puna/Ka`u. North and South Hilo, North and South Kona, North and South Kohala, and Hamakua by June 30, 2016. Provided 7 district events for 1,170 older adults. Activities were: Senior Walkabout, Laupahoehoe Ho'olaule'a, Senior Karaoke Recital, Ground Golf Spooktacular, Christmas at the Casino, ERS TeachersNolunteer Christmas Party, and Splendor of Christmas. Six Month Progress Report on Program Objectives for by 2015-16 24 PARKS & RECREATION ELDERLY ACTIVITIES EAD Special Proeram L Provide at least five countywide/state/national/intemational events for 1,850 older adults by June 30, 2016. Provided four countywide/state/national/international events for 2,418 older adults. 2. Serve a total of 750 older adults in at least three countywide special events and serve 800 older adults in one statewide event by June 30, 2016. County -wide: Provided three countywide events that served 930 older adults. State-wide: Provided one statewide event that served 1,488 older adults. 3. Provide one cultural event for 300 older individuals on a county/state/intemational level that will attract a total of 1,200 attendees by June 30, 2016. Provided one cultural event that served 416 older adults and attracted 1,200 attendees. Six Month Progress Report on Program Objectives for FY 2015-16 25 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 1. Focus on a natural rainforest theme by acquiring a minimum of one new rainforest animal annually. We are waiting on final approval from the Board of Agriculture to import our two new Tigers. The Board meeting is scheduled for January, 26, 2016. 2. Successfully breed at least one animal species for exhibit or to trade with other facilities. With spring and summer coming up shortly, we are hopeful that our pair of Hyacinth Macaws may produce a fertile egg. Last year was the first time they produced an egg and it was not fertile (which is common for the I" time). 3. Work with Friends of the Zoo (FOZ) to host at least mo events to promote the Zoo and increase the number of visitors. FOZ hosted the popular Christmas for the animals in December 2015. 4. Work with community groups to help facilitate five major volunteer projects to maintain and improve the Zoo and/or Equestrian Center. Hawaii Forest Industry Association (HFIA) coordinated and worked together with Kamehameha Schools and the Kiwanis Kids to complete two work days at the zoo for maintenance and planting. IIawai`i Forest Industry Association (HFIA) completed three Hale building workshop days towards their Hale Project led by Uncle Waltah. Joyden Madriaga completed his Eagle Scout project in October 2015. He and his volunteer scouts and parents constructed two concrete slabs for the Frog/Lily Pad and Vireya sculpted benches. This allows the two benches to be ADA accessible. 5. Secure funding to reinstate the Zoo Information/Education Specialist and the zoo educational program. A supplemental budget request has again been submitted for consideration. Six Month Progress Report on Program Objectives for FY 2015-16 26 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 6. Provide a venue for annual recreational equestrian events at the Pana`ewa Equestrian Center: a. host three rodeo events annually; Two events have been held so far this fiscal year and the Annual Hawaii Horse Owners Pana`ewa Stampede Rodeo is coming up in February. b. host three dressage events annually. The Hawaii Isle Dressage & Evening show was held last October and two more spring shows are planned Six Month Progress Report on Pro -ram Objectives for FY 2015-16 27 This page intentionally left blank PARKS & RECREATION 'ALAE CEMETERY 1. Conduct maintenance and repair activities. Park Maintenance crews maintained cemetery grounds and pavilion. Maintenance is ongoing. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION VETERANS CEMETERIES - EAST AND WEST HAWAII I. Continue to coordinate development of the East and West Hawaii Veterans Cemeteries with the Veterans Advisory Committee and the Department of Defense. Parks and Recreation Director met with the Veterans Advisory Committee on a monthly basis. Park Maintenance addressed concerns brought forth by the committee. 2. Continue maintenance of cemetery grounds. Maintenance is ongoing. 3. Assign and record all burials. All burials have been assigned and recorded. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION RURAL CEMETERIES 1. Continue maintenance of cemetery grounds. Park Maintenance crews provided continued maintenance at all County rural cemeteries. 2. Assign and record all burials. All burials have been assigned and recorded. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION HAWAII COUNTY BAND I. Provide musical services for the island residents and visitors by working with community organizations and providing 40 musical services- annually (e.g. parades, ceremonies, festivals, concerts and special events.). Provided 41 performance services. These services include parades, concerts, patriotic ceremonies and special events in Hilo, Volcano, Pahoa and Kona. 2. Provide I I monthly Mo`oheau Bandstand concerts that are entertaining, educational, musically challenging, and historically significant. Provided 12 monthly Mo'oheau Bandstand concerts. All concerts were very well attended and well received by the crowd in attendance. A brief history of the Ilawai`i County Band is presented to the audience at concerts to inform the public of the band's cultural and historical significance. In addition, program notes on selections being performed, are presented to the audience in order to help the audience better understand each work. To insure that the band plays a variety of quality music, pieces are chosen from selected national lists such as the National Band Association, Music Educators National Conference, The Instrumentalist, and the College Band Directors National Association. Each monthly concert tries to incorporate a featured solo or popular selection. 3. Sponsor the Intermediate and High School Concert Band Festival, which showcases school bands from the Big Island and elsewhere. The Big Island Music Festival was scheduled for Saturday, May 10" at the Afook-Chinen Civic Auditorium. This event was cancelled due to the lack of participation from various school groups. 4. Feature at least two young musicians as soloists at the April or May Mo`oheau Bandstand Concert, which provides musically educating opportunities for the young people of the County of Ilawai'i, annually. Logan Tsuji performed "Trumpet in the Night" with the Ilawai`i County Band on our May concert. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION HAWAPICOUNTY BAND 5. Introduce 20 new musical pieces per year to provide musical challenges to the band members. No new pieces were performed as no funds were available to purchase new music. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION WEST HAWAPI BAND 1. Provide musical services for island residents and visitors by working with community organizations and providing 20 — 25 musical services annually ( e.g. Parades, ceremonies, festivals, concerts, and special events). Working with community organizations such as Hawaii International Billfish Tournament, Ironman Foundation, Inc., Daughters of Hawaii, Nisei Veteran's Association, Merry Monarchs Glee Club, Halau Hula Na Pun U'I O Hawaii, Hualalai Regency, Kailua-Kona Parades Organization, Waimea Parades Organization and the Veteran's Association, the Band performed 28 music services. 2. Provide six concerts that are entertaining, educational, musically challenging and historically significant. The Band provided ten monthly concerts at its series at the Hale Halawai in Kailua-Kona; two were canceled due to hurricane closings. The well -attended performances were programmed with musically challenging works from the Hawaiian, Classical, Jazz, Popular, Broadway musical and standard concert band music libraries and each piece was presented with a short educational and entertaining lecture about its composer and significance in music and world history. 'Che Band also played five concerts at its series at the historic Hulihe'e Palace, offering music with the Merry Monarchs Glee Club and the Halau Hula Na Pun U'I O Hawaii to commemorate the birthdays of Hawaiian monarchs. The monthly concerts totaled 15. 3. Feature a young musician as soloist at the March or May monthly concert, to provide music education opportunities for the young musicians of Flawai`i County. The Band's Hale Halawai May Concert featured two young musicians from West Hawaii. Ben Houghton, clarinet, played "Sleepers Awake" by J.S. Bach and Kean Schutte sang "You Raise Me Up" by Secret Garden. 4. Introduce 20 new pieces per year to provide musical challenges for the band. The Band rehearsed 28 new pieces and performed 28. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION ADMINISTRATION 1. Continue to distribute P&R Service survey at all staffed facilities and activities/events conducted by the department. Survey results were compiled quarterly and shared with employees. A total of 17 surveys received. 2. Continue to update information for Divisions and Sections on the County of Hawai'i website on a timely basis. Our Departmental Data Processing Coordinator and Public Information Officer continue to update the website with quarterly program guides, special events information, and departmental rules and regulations. Timely news releases, campground information and event registration forms arc posted for the benefit of park patrons. 3. Continue implementation of the transition pian for accessibility to public facilities during the fiscal year. Implementation of the transition plan is steadily progressing. 4. Continue implementation of the transition plan for playground safety and accessibility during the fiscal year. Implementation of the transition plan is steadily progressing. 5. Maximize resources by encouraging the "Friends of the Park" program and identify a minimum of five community seryice projects that focus on maintenance and/or improvements to park facilities-. The department signed five new friends of the park agreements for various service projects such as park cleanups, repair and painting of facilities, and other beautification projects. Projects completed were the re -roofing and painting of Waimea Grandstand, repairs to Honaunau Rodeo Arena and Honoka`a Rodeo Arena, construction of the Kukuihaele Cemetery directory, various cleanup projects and Richardson Ocean Park and other beach parks, an eagle scout landscaping project at Walter Victor Baseball Complex. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION ADMINISTRATION 6. Provide at least one technical job specific training for 50% of administrative staff. At least one job -specific training was provided for 91% of the administrative staff (20/22 employees). Final Status Report on Program Objectives for FV 2014-15 PARKS & RECREATION PARKS MAINTENANCE 1. Maintain completion range of approximately 2,500 work orders on an annual basis. The Division received 2,633 work order requests during FY 2014-15. Of these, 1,560 were completed, rendering an overall completion rate of 59.2%. This shortfall was primarily due to the request for Parks' Building Maintenance support for the completion of several large scaled projects during the last half of the fiscal year. These projects took priority over routine repairs, thus pushing completion dates for said repairs well into FY 2015-16. 2. Undertake two parks improvements projects per district, one of which involves a community group. 87 beautification and improvement projects were completed, exceeding the required target goal of 18 by 69 projects. 3. Monitor complaints filed for strategic planning purposes for maintenance and services improvements. • Record type, number, district, etc. of complaints and implement necessary maintenance procedures, standards, training, discipline, etc. for corrections. • Make annual inspections of facilities with responsible supervisor. (9 districts) Analyze and discuss methods of improvements. There were 37 complaints recorded with follow-up corrections done. The Park Superintendents undertook inspections of all Parks Maintenance facilities. Discussions with supervisors were conducted as needed for corrections. 4. Provide for safe facilities and grounds. • Conduct safety inspections of facilities: Weekly by supervisors (52 per supervisor = 468 total inspections/year). Superintendent to conduct safety inspections on all facilities on a semi-annual basis. • Correct hazards on a timely basis. There were 468 facility safety inspections were conducted. Corrections were made in a complete and timely manner. [Nine district park supervisors x 52 weeks = 468 safety inspections] Final Status Repon on Program Objectives for FY 2014-15 PARKS & RECREATION PARKS MAINTENANCE 5. Provide for a safe working environment. • Participate with department safety committee to discuss and evaluate accident reports. • Correct any hazardous conditions or practices. • Provide a minimum of one safety instructional sessions per crew each month. • Review and upgrade Park Maintenance Safety and Health Programs. The Park Maintenance Division completed over 170 safety talks/training classes. Final Status Report on Program Objectives for FY 2014-15 10 PARKS & RECREATION RECREATION 1. Provide introductory instruction in all recreational facilities in at least Four of the following Athletic Activities (basketball, baseball, volleyball, track and field, tennis, flag football, badminton) for children and adults, one or more in each respective season (i.e. Fall — basketball; Winter — baseball and track/field; Spring — volleyball; summer — tennis/Physical Fitness). The following instructional sports were offered at various recreational facilities island -wide. Hilo District: Age Group Volleyball, Age Group Basketball, Keiki Fitness, Beginners & Intermediate Archery, Evening Fitness, Insane Workout, Morning Fitness, Danish Fitness, Instructional Volleyball I, Fitness Walk, Youth Football Clinic, Kettle Bells, Instructional Volleyball II, Volleyball Training 1, Volleyball Training II, Senior Stretching, Badminton, Dodge ball Class, Volleyball Setters Training, T 25 High Intensity Workout, Step Aerobics, Youth Basketball Shooting Clinic, Free Throw Shooting Class, Speed & Agility Training, Beginning Fishing Class, Baseball Arm Strengthening, Shoreline Fishing, Instructional T -Ball & Coach Pitch Baseball, Advance Volleyball Setters Course, Plyometrics, Beginner Weight Training, NRA Basic Shotgun Shooting Course, Introduction to Trap & Skeet, Beginners BB Gun. Hamakua District: Basic Basketball Fundamental Shooting, Boys and Girls Biddy Basketball, Age Group Volleyball, Ball Handling Basketball Clinic, Basketball Shooting Clinic, Billiards, Strength Training, Speed and Agility Training, Fundamental of Baseball/Softball, Flexibility & Injury Prevention Class, Weight Training, Outdoor Kickball, Bocce Games, Netless Badminton, Beach Ball Volleyball, Indoor Cart Soccer, Yoga, Jump Training, High School/Adult Basketball Instruction, Instructional Kickball, Basketball Fundamental Footwork. Puna / Ka`a District: Youth Volleyball, Boys & Girls Basketball, Aerobics, Yoga, Keiki Karate, Instructional Volleyball, Instructional Basketball, Instructional Tennis, Gym & Field Games, Kickball Challenge, Track & Field Practice, T -Ball & Coach Pitch, Basketball Shooting Drills, One Minute Fitness Challenge, Be Fit Program, Frisbee Golf, Hula Hoop Fun, Jumping Jack for Fitness, Beginner Tennis, Portuguese Horseshoes, Instructional Baseball, Keiki Jump Rope Fitness, Instructional Kickball. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION RECREATION West Hawai'i District (N/S Kona & N/S Kohala): Biddy Basketball Clinic, Age Group Volleyball Clinic, Free Play Table Tennis, Power Walk/Run for Health, 10 Minute Trainer, T -Ball & Coach Pitch, Flag Football, Baseball Clinic, Basketball Fundamentals, Keiki Volleyball Clinic, Youth Badminton, Archery 1 Class, Pickle Ball 1, Pickle Ball 11, Fitness Class, Basketball Drills, Track & Field Practice, Soccer for Tots, Speed Ladder Drills, Kickball, Jump Rope Fitness, Bubble Ball Soccer. 2. Provide at least eight arts and craft activities for children and adults in all recreational facilities (i.e. Fall — Halloween/Thanksgiving/Christmas craft activities; Winter— Valentines/St. Patrick/Easter activities; Multi -media crafts etc.). Hilo District: Sewing, Multi -Media Crafts, Cartoon Character Draping, Face Painting, Mold Ceramics, Back to School Crafts, Bookmark Craft, Bead Craft, Sand Art, Craft Club/Snack Prep, Giant Finger-painting, Photo Key Chain, String Art, Ti Leaf Lei Making, Clay Crafting, Note Pad Magnets, Keaukaha Kraft Classes, Friendship Bracelet Making, Origami, Spin Art, Introduction to Drawing, Afterschool Crafts, Mirror Etching, Mosaic Craft, Halloween Craft, Thanksgiving Craft, Chocolate Chip Cookies, Christmas Wreath Making Class, Ornament Making Class, Paper Punch Art, Plaster of Paris Craft, Bead Lei Making, Book Ends, Trick or Treat Bags, Christmas Picture Frames, Kite Making, Halloween Goody Bag Making, Turkey Hands, Gift Wrapping Class, Balsa Wood Gliders, Valentine's Paper Leis, Leather Wristbands, Spring/Easter Craft, Candy Rose Making, Valentine Card Making, Prince Kuhio Day Craft, Cartoon Character, Calendar Craft, St. Patrick's Day Craft, Decorative Clip Craft, Resolution Jars, Torn Paper Leprechaun, Basket Weaving, Scratch Art, Mosaic Trivets, Nature Print Photos, Easter Craft, Lauhala Crafting, Sewing Zabuton, Mother's Day & Father's Day Craft, Boy's Day Origami Fish, Easter Basket, Pinwheel Craft, Kite Making, Straw Rockets, Faux Stained Glass Craft. Hamaknn District: Drawing Class, Bamboo Fishing Poles, Patriot's Day Flag, Multi -Media Crafts, Sidewalk Chalk Art, Maze Coloring Day, Scratch Art, Water Coloring/Painting, Ti -Leaf Lei Making, Multiple Paper Airplanes, Bookmarkers Popsicle Stick Box, Halloween Paper Crafts, Thanksgiving Handmade Turkeys, Halloween Scratch Art, Cooking Class, Gift Wrapping Class, Paper Gift Boxes, Christmas Ceramic Mugs, Thanksgiving Coloring Craft, Musubi Making, Paper Snowflakes, Coffee Filter Snowflakes, Valentine Heart Boxes, Chinese New Year Craft, Shamrock/Leprechaun Craft, New Year's Resolution Posters, Paper Bag Final Status Report on Program Objectives for FY 2014-15 12 PARKS & RECREATION RECREATION Puppets, Valentine's Day Cookies, Sponge Painting, Calendar Craft, Mother's Day Flowers, Paper Weights, Small Wood Projects, Bamboo Crafts, Valentine's Day Craft, Easter Scratch Art, Faster Egg Decoration, Toilet Roll Boy's Day Fish, Ribbon Lei !Malting, May Day Lei Making, Fishing Pole Making, Kite Making. Puna /Ka'a District: Labor Day Craft, Paper Airplane, Glitter Poster Making, Vampire Balloon Bats, Turkey Hats, Twin Trees & Snow Flakes, Halloween Crafts, Thanksgiving Crafts, Christmas Crafts, Stamp It Up, Photo Frame for Grandparent's Day, 9/11 Remembrance Lantern, Dove of Peace Art, Native American Totem Pole, Winter Scene Hanging, Fun Foam Pumpkins, Paper Bag Tree, Poppies to Remember, Clothespin Turkey, Clothespin Ornament, Paper Christmas NNreath, Thanksgiving Poster, Create--A-Puizle Desi,}u, School Supply Rox Decorating, Alultiwcdi., : olluge flaking, flosaic Tile Coiter Making, Foant Pumpkin Making, Cartoon Drawing, Light Catcher Making, Statehood Day Craft, Labor Day Craft, Finger Print Tree, Story Telling, Finger Puppets, Halloween Mobile, Scary Picture Painting, Thanksgiving Turkey, Thanksgiving Center Piece, Pompom Wreath, Reindeer Ornament, Glitter Ornament, Mask Making & Improv Show, Puppet Making & Show, Keiki Five Minute Tales, Wax Resist Art, Collage Pictures, Salt Paintings, }land & Cardboard Prints, Water Color Garden Critter, Fall Leaf Color Craft, Sponge Painting, Valentine Heart Craft, Yarn Art, Package Puppet on a Stick, Beaded Bracelet, Straw Painting, I Have A Dream Picture, President's Day Flag, Shamrocks & Rainbows, Pull String Design, Mother's Day Cards,'Forn Paper Art, Easter Bunny Baskets, Mother's Day Beads & Butterflies, Mini Canvas Painting, Memorial Day Lei, Martin Luther King Jr. Mobile Making, Valentine's Day Foam Craft, Aluminum Foil Valentine's Day Cards, St. Patrick's Day Cross Stitch Patterns, Mardi Gras Mask Making, Triangular Diorama Making, Easter Foam Craft, St. Patrick's Day Patterns, Earth Recycled Art, Boy's Dav Koi Fish Craft, Mother's Day Bouquet, Ladybug Craft, Memorial Day Craft, Chinese New Year's Wall flanging, Girl's Day Wristbands, Paper Flower Craft, Rainbow Wreath, Kuhio Day Craft. West Hawaii District (NIS Kona & NIS Kohala): Beginning Ceramics, Bead Bracelets & Earrings, Free Range Halloween Crafts, Thanksgiving Stained Glass, Thanksgiving Shadow Box, Halloween Spider Decor, Jack -O -Lantern Crafts, Chinese Drumming, Chinese Sword, Bird Feeder, Cooking/Baking Cookies, Kite Making, Gvotaku Fish Art, Pine Cone Christmas Craft, Baking Class, Ceramics, Thanksgiving Baking, Thanksgiving Final Status Report on Program Objectives for FY 2014-15 13 PARKS & RECREATION RECREATION Cards, Christmas Ornaments, Finger Painting, Bead Designs, Sidewalk Chalk Art, Protolace Weaving, Clay Art and Designs, Stencil Designs, Kukui Nut Sanding & Lei Making, Yarn Lei Making, Ceramic Figurine Painting, Christmas Cat Design, Silk Screen T -Shirts, Halloween Mask Making, Kite Making, Valentine's Day Cards, St. Patrick's Day Key Chains, Valentine's Baking, Mother's Dav Card, Memorial Flag Making, Leather Pendants, Flower Power Crafts, Boy's Day Koi, Valentine's Votives, Girl's Day Fairy Light Jar, Easter Craft, St. Patrick's Day Craft, Girl's Day Craft, Flower & Paint Designs, Finger Paint Design, Bead Necklace, Rock Painting, Fish Prints. 3. Maintain a safe facility, free of hazards for all activities, patrons and employees by conducting daily safety inspections and remitting work orders as necessary to correct unsalc conditions. A comprehaosikc safety inspection to be conducted on a scmi- ammal basis. Daily safety inspections conducted by staff at their sites and maintenance work orders sent to the Parks Maintenance Division. Semi-annual safety inspection reports sent to the Human Resources Safety Division for review. 4. Plan, organize and implement a minimum of two district -wide events in each respective district that is responsive to the respective community's needs and interests (i.e. Hilo District —The Biggest Easter Egg Celebration; Hamakua District — Hamakua Fun Day: etc.). Hilo District: 1) Hilo Kids Night Halloween Program at Pana'cwa Park 2) Stanley Costales Waiakca Uka Cym Fall Festival & Pre -Holiday Craft Fair 3) 22nd Annual Biggest Easter Egg Hunt at Ho'olulu Complex Wong Stadium Hamakua District: 1)'Ohana Shoreline Fishing Tournament 2) Pa'auilo Country Fair 3) Basketball Clinic & Challenge at Papa'aloa Gym Puna / Ka'u District: 1) Vulcans Basketball Clinic at Shipman Gym 2) Vulcan Baseball Clinic 3) Halloween Trunk or Treat Final Status Report on Program Objeclives for FY 2014-15 14 PARKS & RECREATION RECREATION West Hawai'i District (N/S Kona & N/S Kohala): 1) Waimea Sports Expo & Family Fun Day 2) Candyland Halloween Program at Kelotmokalani Gym 5. Devclop a minimwn of six partnerships with other recreation providers as well as community organizations to maximize service and activities to the public (i.e. summer camping program in partnership with the YMCA). Hilo District: 1) 8 & Under Basketball League - Partnered with Andrews Athletic Association and (HI -PAL) Hawaii Isle Police Activities League. 2) Hilo Kids Night Halloween Program at Pana'ewa Park—Partnered with (QLCC) Queen Lili'uokalani Children's Center, Wai5kea Fligh School Kcy Club, Pana'etra CommuniO Association, Living Raters Church. 3) Kawananakoa Trunk or Trent—Partnered with Keaukaha Community Association. 4) Haunted Hallway — Partnered with Keaukaha Elementary School. 5) Pana'ewa After School Study Ilall — Partnered with Pana'ewa Community Association, and (QLCC) Queen Lili'uokalani Children's Center. 6) Current Trends on Drugs & Keeping Our Keiki Safe (Drug Awareness) - Partnered with Pana'ewa Athletics, Pana'cwa Community Association, and (QLCC) Queen Lili'uokalani Children's Center. 7) Vulcan Baseball Clinic at Stanley Costales Waiakea Uka Gym — Partnered with UHH Vulcan's Baseball Coach & Team. 8) Pana'ewa Sports Combine— Partnered with Pacific Islands Athletic Alliance (PIAA) and QLCC Queen Lili'uokalani Children's Center. 9) Pu'u'eo Family Fun Day — Partnered with Akaka Falls Lions, Office of the Prosecuting Attorney and Men of Pa'a. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION RECREATION Hamakua District: 1) 'Ghana Shoreline Fishing Tournament— Partnered with Hilo & West Hawaii Recreation stuff, NOAH, and many community v°oluntecrs. 2) Pa'auilo Country Fair— Partnered with Pa'auilo Community Athletic Association, Pa'auilo Camp Community Association, and community volunteers. 3) Halloween Costume Contest at Ilbnoka'a Elementary School — Partnered with Honoka'a Elementary School and community volunteers. 4) Pa'auilo Baseball/Softball Clinic—Partnered with Big Island Baseball, Pa'anilo Community Athletic .Association, and community volunteers. _) II.,sI"tball Clinic & Chvllw14o at Papa'alua Gym — Parhtcrcd with 1,1111 Vulcans Basketball team, Papa'aloa All -Stars, Laupahoehoe Charter School and community volunteers. Puna / Ka'u District: 1) Vulcans Basketball Clinic at Shipman Gym —Partnered with UHH Vulcan Women's Basketball Coach and staff, KTA, and Kca'au Chargers. 2) Thanksgiving Craft at Mt. View Gym — Partnered with Na Wai Ola Public Charter School. 3) Annual Kamahalo Craft Fair at Cooper Center— Partnered with Cooper Center Council. 4) Vulcan Baseball Clinic at Shipman Park—Partnered with UHH Vulcan's Baseball Coach and staff. 5) Vulcan Volleyball Clinic at Shipman Gym — Partnered with UHH Vulcan's Girls Volleyball Coach and team. 6) Hawaiian Beaches Easter Egg Hunt — Partnered with QLCC Queen Lili'uokalani Children's Center 7) Keiki Fishing Tournament at Punalu'u Beach Park — Partnered with O Ka'a Kakou. Final Status Report on Program Objectives for FY 2014-15 16 PARKS & RECREATION RECREATION West Hawaii District (N/S Kona & N/S Kohala): 1) Candy Town Halloween Program at Kekuaokalani Gym —Partnered with Solid Rock Ministries. 2) Big Island Farm Fail — Pill tuered o ith Big Island Farm Du can. 3) World Youth Basketball Tourney— Partnered with World Youth Basketball. 4) Waimea Sports Expo & Family Fun Day— Partnered with various Youth Sports Organizations. 5) flip Hop Workshop- partnered with L.A. Dancers. 6) PATH Bike Safety-- partnered with PA ['11. 7) Easter Egg Hunt at Kailua Park — Partnered with Solid Rock Ministries. 8) Easter Egg Hunt at Kamehameha Park — Partnered with Kohala Coalition Against Drugs. 9) Easter Egg Hunt at Waikoloa Park— Partnered with Abundant Life Ministries. Plan, organize and implement a minimum of two Island -wide special events. (i.e. keiki triathlon, age group and exponent track meets, winter basketball tournament, etc.) 1) Second Annual Jimmy Yagi Basketball Camp—July 21-24, 2014. 2) Keiki Triathlon that was scheduled for October 18'h was cancelled due to Tropical Storm Ana. 3) 34'h Annual HI -PAL Winter Basketball Classic — December 26-29, 2014. 4) Age Group Track & Field Meet on February 7, 2015, and the Exponent Track & Field Meet on February 21, 2015. Both meets are held simultaneously with the West Hawaii meets at the Konawaena High School and the East Hawaii meets at the Kamehameha School Track Oval. Final Status Report on Program Objectives for FY 2014-15 17 PARKS & RECREATION SUMMER FUN AND INTERSESSION 1. Conduct a minimum of 20 Summer For programs island -wide. The 2015 Summer Fun Program was for six necks from June 8 to July 17, 2015, with a total of 21 sites island-wi(le. 1111,0: 1) Andrews Gym 2) Pi'ihonua Gym 3) Kmvammakoa Gym 4) Pana'eiya Park PUNA / KA'PJ: 8) Pahoa Community Center 9) Nit. Yico Gym 10) Kca'au Nliddle School HAMAKUA: 13) Honoka'a Gym 14) Papa'ikou Gym WEST HAWAPI: N/S Kohala 16) Hisaoka Gym 17) Waimea Community Center 18) Waikoloa Park 5) Hilo Armory-/Pu'u'eo Teen Program 6) Ho'olulu Complex 7) Wainaku Gym 11) Na'alehu Community Center 12) Pahala Community Center 15) Papa'aloa Gym N/S Kona 19) Kckaaokalani Gym 20) Kona Old Airport 21) Yano Hall 2. Continue to conduct longer programs hours at majority of the sites. Program hours at each site based on the needs of the community it serves. Program Site 8:00 am - 5:00 pm: 1) Andrews Gym Program Site 8:00 am - 4:00 pm: 1) Ho'olulu Complex * Due to fire damage at the Stanley Costales Waiakea Uka Gym the 2015 Summer Fun program was relocated to the Ho'olulu Complex. Final Status Report for Program Objectives FY 2014-2015 PARKS & RECREATION SUMMER FUN AND INTERSESSION Program Sites 8:00 am - 3:00 pm: 1) Hilo Armory/Pu'u'eo Teen Program 7) Pana'ewa Park 2) Kuwanunakoa Gym 8) Papa'ikou Gym 3) Pi'ihomta Gym 9) Honoka'a Gym 4) Papa'alou Gym 10) Pahoa Community Center 5) R'ainuku GA in 11) Hisaoka Gym 6) Waimea Community Center 12) Waikoloa Park 3. Work in partnership kith the Depm-mient of Education Child Nutrition Program and vendors with county local contracts to sponsor free lunch programs for all suuuncr fun sites that qualify and meet the requirements for this program. A total of 13 Summer Fun sites had free lunches and 11,191 lunches were served during the six week Summer Fun program. Vendor Kona Pacific Public Charter School provided meals to sites in West Hawaii and IICEOC provided meals to all other Summer Fun sites that qualified for the LSDA lunch program. HILO DISTRICT (Total Lunches 7,001): Andrews Gym (1,486), Hilo Armory/Pu'u'eo Teen Program (105), Kawananakoa Gym (1,519), Pi'ihonua Gym (1,193), Ho'olulu Complex (1,192), Wainaku Gym (674), Pana'eua Park (832). HAMAKUA DISTRICT (Total Lunches 622): Papa'ikou Gym (622). PUNA DISTRICT (Total Lunches 1.186): Kea'au Middle School (760), Mt. View Gym (426). WEST HAWAN, N/S Kohala & N/S Kona (Total Lunches 2.382): Kekdaokalani Gym (931), Kona Old Airport Pavilion (782), Yano Hall (669). 4. Supplement the regular Sommer Fun program with various enrichment -type programs for those willing to pay the higher fee: Develop and implement a teen -scene program at the Pu'u`eo Community Center in East Hawaii, teaching life's skills with emphasis on leadership training. This will run for six weeks from 8 a.m. to 3 p.m., targeting teens 12— 17 years old. The Pu'u'eo Teen Scene program ran from June 8 to July 17, 2015, with program hours from 8:00 am - 3:00 pm. The cost of the program was $200.00 per teen. Target group was for teenagers in Grades seven through ten, Final Status Report for Program Objectives FY 2014-2015 19 PARKS & RECREATION SUMMER FUN AND INTERSESSION teaching them life skills with emphasis on leadership training. One of the highlights of this program was a supervised two night camping trip to Miloli'i Beach for the participants. -. 1)c4 clop a miuiuuun of tnvo %inter Intel, "iml programs island -slide. Winter Intersession Program, December 22, 2014 through January 9,'_015. 1) Stanley Costales Waiakea IIka Gem — 70 children registered (550.00 per child program fee). Due to damage from 12/10/14 fire at Waiakea Uka Gy m, the intersession program was moved to Andrews Gym. 2) Wainaku Gym -21 children registered (550.00 per child program fee). Other sites the ooghoul the island.1dju.let] their hours to beuer sen ice the children in their communities during the Winter Intersession Break instead of a structured program. 6. Integrate children with disabilities into the summer and inter -session programs wherever possible, through the assistance of the Recreation Specialist 11. 2014 Winter Intersession Program at Stanley Costales Waiakea Uka Gym and Andrews Gym - There were 14 children with disclosed disabilities. Children were observed but no modification plans were needed. 2015 Summer Fun Program —There were a total 60 children with disclosed disabilities as of June 24, 2015, for the summer fun program. Individual modification plans were created in coordination with recreation staff and the parents of children in our Summer Fun Program for children with autism, ADHD, life threatening allergies, intellectual disabilities, asthma, seizures, and hemophilia. Sites requiring modification assistance, observations and staff training support included: Mt. View Gym, Waimea Community Center and Papa`ikou Gym. A new Allergy Safe Environment package was created for Waimea Community Center, Papa`ikou Gym and Andrews Gym.. Final Status Report for Program Objectives FY 2014-2015 20 PARKS & RECREATION HO'OLULU PARK COMPLEX 1. Provide clean, safe and well-maintained facilities: a Close each facility once per year for general clean up and minor repairs. Walter Viclor Baseball Complex was closed in September 2014. Franci, Wong Stadion aas closed front .-August 1-15, 2014. Aunty Sally Kaleohano's Luau Flale was closed from November 3-6, 2014. The Afook-Chinen Civic Auditorium was closed from October 1-13, 2014. The Edith Kanakaole Multi-purpose Stadium was closed from June 1-14, 201-5. b. Pressure wash each facility semi-annually. All facilities in the Ilo`olulu Park Complex were pressure -washed yuarterFv. C. Check un "alae huialds Day and night supervisors record any repair items or safety hazards on a daily checklist form. Minor repairs were handled in-house. As needed, work orders were generated and forwarded to the Parks Maintenance Division for action. d. Clean and sanitize facilities before and after events. Facilities cleaned and sanitized before and after each activity. e. Work with Safety Committee to have courtesy safety inspection annually. Quarterly consultations were held with the Safety Committee to insure facilities are in compliance. 2. Provide a well -manicured playing surface at all ballflelds (Wong Studiuo and Walter Victor Baseball Complex): it. Mow larva weekly. tscathcr pcnuiltim, Weather permitting, lawns were mowed weekly. Final Status Report for Program Objectives FY 2014-2015 21 PARKS & RECREATION HO'OLULU PARK COMPLEX b. Close each ballfield at least one week annually for field renovations. Walter Victor Baseball Complex was closed in September 2014. Francis NNong Stadium was closed from .August I-li, 2014. c. I cluilze balllicids uunuully. Wong Stadium's ballfield was fertilized in August 2014. Walter Victor Baseball Complex fields were not fertilized because they have maintained good vigor with the mulch from mowing and the adequate rainfall . Provide trainins for stiff: u. Gmduct sufcq talks on dillerenl topics ecep month. No formal safety talks were conducted with staff. Safety reminders were issued as needed. b. Retrain employees on equipment use semi-annually. Supervisors performed required training. c. Have supervisors conduct equipment maintenance training and have equipment maintained weekly. Supervisors performed required training and had equipment maintained weekly. d. Provide refresher course on Material Safety Data Sheet annually. Retraining done in October 2014. Final Status Report for Program Objectives FY 2014-2015 22 PARKS & RECREATION AQUATICS 1. Provide services at our nine pool facilities with at least two lifeguards on duty daily at Kona Community Aquatics Center (KCAL), Pahoa Pool, and Sparky Kawamoto Swim Stadium. Honoka`a. Laupahoehoe, Kohala, Pahala and Konawaena will have at least one Iife,itard on duty seven days a week. NAS pool will In%, et Fast one skim instructui life_^Urud on dun Nlondav through Pridac. Senior Lifeguards and District Supervisors do a groatjob ill xbedaling. It is a challenge at all pools because of sick leave, vacations, etc. Making some part time positions full flow still he a big help in keeping our pools open at the percentage indicated 2. Maintain safe and clean facilities, free of hazards for all activities, patrons and employees by maintaining acceptable pool chemical levels, eonductine daily safety inspections and remitting work orders as necessary to correct unsafe conditions. :A comprchendi\ e luta' inspection to be conducted on asemi-annual hasis. Water tested four to five times a day depending on water clarity. Staff conducts daily safety inspections at their sites and maintenance work orders sent to the Parks maintenance Division. Semi-annual safety inspection reports sent to Human Resources Safety Division. 3. Offer recreational and lap swimming for approximately 850,000 patrons. Offer Learn to Swim and other water related courses to approximately 3,000 patrons and at least eight weeks of Learn to Swim lessons in the summer at all pools. Annual Swimming Pool Totals Report: Lap Swim 158,926; Ree. Swim 210,418; Aquatic classes, 45,047; Age Group, 94,666; Masters Swim, 11,555; Novice 26,336; B11F, 13,489; Summer Fun programs, 3,691; PE (Public and Private Sehools)8,150; Government utilization for training, 11,802; Total number of persons at pool facility, 264,105. 4. Develop and distribute a quarterly brochure of County of Hawaii pool facilities highliehing recreational and adult lap swimming hours US acll US water aerobics, swim lessons, special events, actMucs and programs. Brochures compiled by Aquatics Recreation Specialist each quarter. 5. Conduct one American Red Cross Lifeguarding/ First Aid/CPR/AED class at each of our nine pool facilities during the fiscal year. All nine pools scheduled classes once a year or when needed. Final Status Report for Program Objectives FY 2014-2015 23 PARKS & RECREATION AQUATICS 6. Plan, promote and coordinate five Novice Swim meets serving approximately 350 participants during the August through October 2014 season. First meet of thcycar held in Kohtda on August 30, 2014. Meets also held at the following locations: Septemhor 13, 2014 at Lau pahoehoc, Scptem6er 27, 2014 Konarraena, Octoher 11, 2014 at Kawamoto Seim Stadium, Finals October 27, 21115 at KC:AC.3ti participants Iel"istcred. 7. Sponsor one open eater swim comp;tition. Richardson Ocean Swim was cancelled due to conflicts in scheduling and safety rescue equipment not being available. S. Promote icorkplace sulct} Ibr Lill Stafl'bN prodding personal protective equipment and Sa11M training on nn ougoiug basis. Gas masks, chemical gloves, aprons, suits, and hoots were provided for pool lifeguards and pool custodians. Hazardous material training has been conducted to promote safe work practices. Staff goes through respiratory' exams every three years and respirator fits test every year. Lifeguards were provided with latex -free gloves, pockets masks, and other protective equipment necessary when performing first aid. 9. Conduct American Red Cross blood home pathogens training on an annual basis in January or February for the entire division. Lifeguard re -certifications fur Aquatic Staff held December 2-4, 2014. 10. Develop at least two partnerships with swimming clubs to encourage competitive swimming throughout the island. • Partnership with CSA Swim teams at Konawaena, KCAL, Kawamoto, and Kohala. • Partnership with BIIF Swim teams at Kona" actor, KCAL, Kawamoto, Kohala, and Honoka`a • Partnership with Special Olympics at all pools Final Status Report for Program Objectives FY 2014-2015 24 PARKS & RECREATION CULTURE & EDUCATION 1. Provide 90 workshops and classroom instructions in various disciplines, music, dance, drama. arts, crafts, and natural sciences at established sites Countywide. Conducted it total of 125 cl:t,,esitrorkshops in carious disciplines, nuiaic, dance, drama, ails, crafty and natural sciences at c.tabli,loid sites Couutn wide. 1 De%clup and conduct at least ouc Cultural -Community event per quarter to presence ethnic traditions and heritage- encouraec crallsmanship and cottage industry. Coordinated and conducted the Fourth of July Blast, Hot Rides Car Show, Hamakua Plantation Days Celebration, 2014 Family Fun Fest, 2014 Queen Liliuokalani Festival, 2014 Peace Festival, Merrie Monarch Keiki Hula Competition, Moku O Kcawe International Hula Festival, 2014 Christmas Wreath Exhibition at kupuni ('enter "'013 slagic of the 5cason" at the Haltai'i County Building, and the 2015 Annual N"'aimea ChernBlossom Heritage Festival. 3. Market programs by scouring community involvement and financial support through at least eight partnerships/sponsorships. Programs and projects are marketed through partnerships and collaborations with following agencies: Destination Hilo, Lehua Jaycees, Pacific Radio Group, Queen Lili'uokalani Children's Center, Hawaii Tropical Flowers Association, Blue Hawaii Helicopters, Moku O Kcawe Foundation, Big Island Auto Club, Classic Car Cruisers, Hawai'i Motorcycle Club, CJ Promotions, Hawai'i Ballroom Dance Association, Island -wide Canopy Tents, Waikoloa Queen's Marketplace, US Guys _Nlotorcy ole Club, IIIUW, Ililo Downtown Improvement Association Main Street, KWXX Radio, Waimea Arts Council, Kamuela Hongwanji Mission, Parker Ranch Shopping Center, Downtown improvement Association — Hilo Main Street, Merrie Monarch Festival, Soka Gakkai International and the International Committees of Aritists for Peace and Oceanic Cable Channel 16. Final Status Report for Program Objectives FY 2014-2015 25 PARKS & RECREATION CULTURE & EDUCATION 4. Advertise and promote the Cultural & Community Arts programs and activities through our quarterly program guide, the County web site and media such as radio, television, periodicals and newspapers_ Advertised and promoted event, and programs through our quarterly program guide, 111wai`i Count web Site, Hawaii Tribune Ilcrald, West Hnwai`i'Podac, 1lawni'i I omism Authoritc, Gig Island Visitor's lilllean, l'aCltle RAdin (aOup, KVbiY, Honolulu Star Advcrlidcr, Ilarcaiian Airlines, North Ilawai`i News, llawai`i News Now, KI IT, and Oceanic Cable Channel 16. Final Status Report for Program Objectives FY 2014-2015 26 PARKS & RECREATION ELDERLY ACTIVITIES EAD Administration The division N% ill provide and/or facilitate a wide array of services and opportunities and evaluate the yualit, of en iccs provided by: 1 _ Cm i ti it inc a s,lvice delicet, s� stem the Jdrasscs di^ needs and mt rests of older ada a ht pi0%-hn_ eompreh.n-tc- a1d ao u i;C1 r I"presant�'L 5% the ;lie , sn major pro�_r uns. for occr Q OW) nior; annuall% and conilucti!l" ::n annual evaluation on each program. Provided services to 12,262 seniors and conducted evaluations on six of the six EAD programs. The division %till pursue the help Foul perams and groups to improv: and maintain PKR facilities and cnhauc: prograurs/sen ices, activitics hy: °. Maintaining the I:AD Advisory Council made up of representatives from the 25 senior citizen cluhs. 15 nutrition sites and the RSVP Advisory Council by mnductine at least one general meeting in January and six district meetings in July of each fiscal year servicing 40 presidents/chairpersons island -wide. Arranged seven Advisory Council meetings. "Phe division will provide regular facilities and safety inspections and training for staff by: 3. Maintaining an FAD Safety Committee with at least one representative of each program meeting quarterly to enforce safety procedures, improve unsafe conditions affecting staff and seniors and give feedback to the department safety committee, as needed, and conduct a safety on-site evaluation semi-annually (January and July) of 32 senior center facilities and conduct safety evaluations/training for 50 FAD staff by June 30. 2015. Arranged four safety meetings. Conducted two semi-annual safety facilities inspections of 32 senior center facilities and conducted 63 staff safety evaluations/training. Final Status Report for Program Objectives FY 2014-2015 27 PARKS & RECREATION ELDERLY ACTIVITIES In order to keep the public informed of its activities the division will: 4. Produce N le,m one 'Video Hiehliehl of the division's activiti<s innuall\. Produced o11o"5'ida, Ifi�Id i,;L I,- (I�upuna holo I CA, 1,1) 0 It,, di, 'inu', nctic iticn. Muintai❑ II•.c clivi;ion s huptma Acn + magaiinc b, providing in Pornmtion on all FAD proL,ram sclicrties and pi intim-, at least 1300 copies for distribution 10 over 200 on_anizations 3 times xnnuallN. Printed and distributed four issues of the Kupuna News magazine. Final Status Report for Program Objectives FY 2014-2015 28 PARKS & RECREATION ELDERLY ACTIVITIES FAD Recreation 1_ Protide and promote active and passoc recreational. cultural and leisure opportunities to 2,500 unduplicated inditiduals 5i wars and older of 25 senior caucrs ishind-tt ide. 2. Serra 2 000 older adults in reccoutional. educational, hadth-related aid cultural classes at 25 scnior centers by .lune A 2015. Served 3,327 older adults in recreational, educational, health related and cultural classes at 25 senior centers. 3. Provide at least ten district wide activities for a total of 1,500 oldor adults in Puna/Ka'u, North and South Hilo, North and South Kona, North and South Kohala, and Hamakua by June 30, 2015. Provided 11 district events for a total of 1,545 older adults. EAD Special Program 1. Provide at least five countywide/state/national/intemational events for 1.850 older adults by June 30, 2015. Provided six events and served 2,281 older adults. 2. Scrvc a total of 750 older adults in at least three countywide special events and serve 800 older adults in one statewide event by June 30, 2015. Countewide: Provided three countywide events and served 1,233 older adults. Statewide: Provided three statewide events, and served 1,048 older adults. Final Status Report for Program Objectives FY 2014-2015 29 PARKS & RECREATION ELDERLY ACTIVITIES 3. Provide one cultural event for 300 older individuals on a county/state/international level that will attract a total of 1,200 attendees by June 30, 2015. Provided one cultural event and served 607 older adults which attracted 1,201) attendees. Final Status Report for Program Objectives FY 2014-2015 30 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 1. Continued focus on the rainforest theme by acquiring a minimum of one new rainforest animal annually. NAe Licit uired the follurrim! to of cut our lit o^rain „b jectiy cs: • Three Bartlett's Bleed in,1- Ilcart Doves throm,h it donation from Eric Anderson & Roger Beck Kokua A Ulu Fund. Doves were donated in Ocu,bia '_I0 I'.-Ap Il =111; and ML, c'_ui;. • An almost 7 foot long Boa Constrictor was placed on display at Our Zoo on Jauttary 9, 201 i, through a loam aiwrecment with the Departwent of Agriculture. 2. Successfully breed at least one animal species for exhibit or to trade with other facilities. On July 23, 2014 our pair of Twm-toed Sloths presented us with a baby that is growing and doing well. This young Sloth will be retained and exhibited at our zoo. On June 23, 2015, a Sacred Ihis chick was successfully hatched and raised by its parents and has now joined the flock on exhibit. 3. Work with Friends of the Zoo (FOZ) to host at least two events to promote the zoo and increase the number of visitors. Christmas for the Animals was celebrated on December 6, 2014 and the FOZ Plant Expo & Sale was successfully held on May 3, 2015. 4. Work with community groups to help facilitate live major volunteer projects to maintain and improve the Zoo and/or Fquestrian Center. • Hawai`i Forest Industry Association coordinated and worked together with Kamehameha Schools and the Kiwanis Kids to complete two work days at the zoo for maintenance and planting. • Hilo High School students completed five service learning days of weeding the Cycad Garden at the zoo entrance. • UH Hilo Athletes service project to clean weeds and shrubs in the tiger exhibit and along zoo entrance. • Hawai`i Island Palm Society had two work days to fertilize and care for palms in the zoo • After School All -Stars worked at weeding and cleaning the zoo landscape with 90 students working for two hours Final Status Report for Program Objectives FY 2014-2015 31 PARKS & RECREATION PANA'EWA RECREATIONAL COMPLEX 5. Secure funding to reinstate the Zoo Information/Education Specialist and the zoo educational program. \ su pp l mien tail toudct reyuutt,AS once a vein submitted to rein -.tate funding for tIIi. vital positron. Pru%- ! i corn: It :.uuu�l r� - tic rani r., i..i ccct -:w Px: -c��a Lq!ia.l ri:m C -rater: n_ host 3 iodan cornu :, i.__ 7/12/14 Gymkhana Event 8/16 & 8/17/14 llawai`i Horse Owners Keiki Fun Day 2/14 & 2/15/15 Hawaii Horse Owners Pana`ewa Stampede Rodeo h, host: 111 mmualh. 10/17 & 10/18/14 Hawaii Isle Dressage & Eventing Show (Cancelled due to Tropical Storm Ana) 3/7 & 3/8/15 Hawaii Isle Dressage & Eventing Schooling Show New Event 11/8-11/9/14 American Driving Society Pleasure Driving Show 3/21/15 American Driving Society Pleasure Driving Show Final Status Report for Program Objectives FY 2014-2015 32 PNNINQ PLANNING PLANNING Administrative Permits 1- Public Assistance and Information: Identify solutions to streamline and improve customer service at the counter and responding to inquiries. Work with other agencies to team review residential and non-residential building permits in a timely and thorough manner. Create opportunities to increase communication and collaboration among Hilo and Kona zoning clerks to develop standards for providing consistent public service. In April 2015, Zoning Clerks were reallocated to a new position titled Land Use Plan Checkers to transition the intake of Building Permits to the Planning Department, which went operational effective July 1, 2016. The new intake and review process is still evolving and involves close collaboration between the Department of Public Works Building Permit Clerks and Building Permit Plan Reviewers and Inspectors. 2 -Permits and Subdivision: Review administrative permits- decision templates (Plan Approval, Variances, PUDs, Farm Dwellings, Ohana, De Minimis, Non-significant Zoning, Home Occupations) for improving form, content, and writing style. Work cooperatively and collaboratively with other County Departments government agencies in the permit and subdivision review process. Staff Planners have continued to intake and prepare draft approvals for administrative permits approved by the Planning Director. 3- Tax Mapping and Street Addressing: Develop a Hawaiian street name inventory and database. Identify strategies to help streamline the preparation of finished tax maps. Effective December 1, 2015, Tax Mapping and Street Addressing Section transferred to the Administrative Services Division. 4- Complaints Investigation: Work cooperatively and collaboratively with other Planning Divisions and government agencies in resolving complaints. Assess topics within current codes, rules, and regulations that need further clarification, interpretation, or revisions. Develop methods for managing, tracking, and streamlining record keeping and monthly reporting of complaints. Since the loss of one inspector on June 30, 2015, our remaining inspector has been handling and managing all complaints. We continue to explore ways to improve our report writing and record keeping. Six Month Progress Report on Program Objectives for FY 2015-16 PLANNING PLANNING 5- Staff and Organizational Development: Identify training needs for building leadership and strengthening skills to improve customer service, work product standards, and meeting deadlines. Create and compile an Administrative Permits Manual of Operations (MOP) to assist staff in understanding the responsibilities of the Administrative Permits Division. Prioritize concerns and identify tasks that lead to resolution of outstanding and controversial issues. Utilize interns and senior employees to assist in initiating first steps for projects that are deferred due to lack of funding or staff. We continue to hold monthly staff meetings with all three sections in order to share priority concerns and issues. The Administrative Permits Manual continue to grow and evolve to include applicable reference material and information. Priority issues are identified through four Focus Area groups. Administrative Services 1 -Records Management: Conversion of departmental files from physical to electronic format facilitating easier and accurate access for the public: which will reduce expenditures in supplies and staff man-hours. A new scanning clerk has been hired and is finishing up the Kona TMK physical files and legacy files; they are being stored in our LaserFiche electronic format. The scanning process will continue with the Hilo files and other regulatory permit files. 2 -Personnel: Continue to evaluate department structure and organization to help increase planning and regulatory functions: Seek training opportunities without impacting the budget with emphasis on customer service skills; Work towards inter -divisional cross - training of stall . The department has experienced many vacancies that are meeting with issues inso- far as recruitment is concerned. Evaluation of structure and organization has been completed and several organizational changes have been instituted. 3 -Funding: Track and provide additional or expanded fiscal expenditure reports to be used as managerial tools in the management of fiscal budget, Geothermal funding. and CZM funding; Work with managers to seek other sources of revenue. A team effort exists that is keeping the department within Budget. At present we are under budget in S&W and OCE. Six Month Progress Report on Program Objectives for FY 2015-16 PLANNING PLANNING Lone Ranee 1 -Coastal Zone Management (CZM): Review all public access inquiries, environmental assessments, and environmental impact statements. Maintain the public access geodatabase, enforce shoreline setbacks, and manage public access easements. Manage the CZM contract and produce the CZM semi-annual and annual reports; and continue drafting a new or amended Planning Department rule for shoreline setbacks. Process all Special Management Area (SMA) Assessments within the specified 35 -day requirement. Attend all State Office of Planning's CZM County Directors' meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee meetings as budgetary constraints will allow. Review and analyze the county's SMA boundaries and rules for possible amendments as needed. The above CZM objectives are ongoing accountabilities throughout the year and they have all been met. More specifically on the shoreline setback rule, we are working with University of Hawai`I, Hilo to provide research that may lead to a rule amendment. 2 -Regional and Community Planning: General Plan (GP): Draft and facilitate GP amendments as needed. Community Development Plans (CDP): Continue producing the Hamakua CDP and the Ka'u CDP, and continue with implementation of all other CDP's. Village Plans: Assist communities to develop and implement town or village plans as needed. Continue to work with other County departments, outside agencies, and the public on various long range planning needs. This year we have initiated the comprehensive review of the General Plan, which is mostly on schedule. The final recommendation for General Plan amendments is due to the County Council in February, 2018. The Hamakua CDP is now in draft form, has received agency review and will be going to the public and public workshops in April 2016. The Ka`u CDP draft has been approved by the CDP Action Committee to proceed to the Planning Department for department and agency review. The Downtown Hilo Mobility Master Plan is well underway and an initial draft is being reviewed by the Departments of Planning and Public Works. We anticipate a draft going out to the public for review in late Spring, 2016. 3 -Administrative Programs: Produce annual reports and/or facilitate the management of: Capital Improvement Program Budget Package; Professional Services; Zoning Code and Subdivision Code Amendments (as needed); Planning Department and Board of Appeals rule amendments (as needed); and review and comment on State legislation (as needed). Six Month Progress Report on Program Objectives for FY 2015-16 PLANNING PLANNING These are ongoing objectives. The Capital Improvement Program is presently being compiled for delivery to County Council February 26, 2016. 4 -Other Planning Programs: Staff and support: Board of Appeals; CDP Action and Steering Committees; ORMP Policy and Working Group Committees; Green Team; DOT Pedestrian Plan Technical Advisory committee (TAC); DOT Bike Plan TAC; DOT Regional Long Range Transportation Plan TAC; DOT Sub -Statewide Transportation Advisory Committee; and DOT Urban Boundary and Functional Classification TAC. These are ongoing objectives. The County is also moving forward with developing a Complete Streets Manuel. This project will be initiated in early Spring 2016. Plannine 1- Boards & Commissions: Create or amend Rules of Practice and Procedures, as appropriate, to define and/or refine processes and requirements to better address the legal, technical, functional and financial obligations of our various boards and commissions to ensure a fair, balanced and more effective approach in the processing of requests or applications. Review processes to structure submittals before a board or commission to ensure adequacy of information that facilitates- review by the Planning Department, affected agencies, and the public. The Cultural Resources Commission, established by the Hawaii County Code in 2008 and members seated in 2013, adopted its rules of practices and procedure on November 18, 2015. The Planning Commission continues to work on revisions to its rules of practices and procedure to refine processes and adjust to new legislation. Proposed amendments are focused on processes involving the Special Management Area (SMA), Use Permit, Contested Cases proceedings, Planned Unit Development Permits, and Enforcement. 2- Administration: Continue to explore methods of providing improved management and enforcement of land use permits and ordinances, including improved coordination between the various divisions within the Planning Department and affected agencies, to ensure that the requirements of these permits and ordinances are implemented in a timely, complete and effective manner. Seek opportunities for cross -training of support staff between the various boards and commissions to provide broader support functions. Six Month Progress Report on Program Objectives for FY 2015-16 PLANNING PLANNING Efforts being made to update Application Forms for the various permits and requests that come before the Planning Commission to facilitate the gathering of information that is presented to the body for action. The Planning Division is working to improve coordination between various bodies and agencies by providing management, procedural and process oversight over activities involving the Windward and Leeward Planning Commissions, the Cultural Resources Commission, and the State Land Use Commission. In 2016, the division is also planning to assume oversight over functions of the Board of Appeals to reduce the possibility of conflict between staff support of the Board and decisions by the Planning Director that is periodically heard by the Board. Oversight of processes involving these various bodies by one division promotes consistency and effectiveness of operations across the various functions and responsibilities of these bodies. Staff from one division now supports all of these bodies, providing for cross - training and cross -support as work priorities demand. West Hawaii 1 -Permit /Application Processing: Process applications and refine workflow to increase efficiency. Plan Approvals, Farm Dwellings, Ohana Dwelling Permits, Be Minimis, and other related requests and inquiries have been processed in a timely manner. With new process where planning review of building permit applications is done by Land Use Plan Checkers prior to entry in building permit application processing system, zoning compliance issues that could have caused problems downstream in the process are being corrected beforehand, and has improving building permit application process efficiency and timeliness. 2 -Code Compliance: Investigate complaints and alleged violations submitted by the public. Investigation of alleged violations derived from complaints submitted by the public continues to be part of standard operating procedure. All complaints of alleged violations are forwarded to Inspectors for investigation, and investigations are being conducted in a timely manner. Inspectors have been efficient coordinating investigation procedures with Hilo inspectors, and working with the Hilo staff responsible for SMA review, which has improved SMA inspection process. Six Month Progress Report on Program Objectives for FY 2015-16 PLANNING PLANNING 3 -Regional Planning Programs: Community Development Plans (CDP)—Administers and staffs action committees for the North Kohala CDP. South Kohala CDP and Kona CDP. Administer and staff Kona CDP Design Center for review of proposed Master Plan developments. Continue to work with other County departments, outside agencies and the public on planning efforts for North Kohala, South Kohala and Kona. Work continues with each of the CDP Action Committees to develop ways to better implement the CDPs. For the Kona CDP, Design Center staff has continued to meet with applicants to review projects, for consistency with the Kona CDP. Planners continue to contribute to the Long Range planning effort for the General Plan revision program. 5 -Other Planning Programs: Staff and support Kailua Village Design Commission Staff continues to support the KVDC. Six Month Progress Report on Program Objectives for FY 2015-16 PLANNING PLANNING Administrative Permits 1. Public Assistance and Information: Identify solutions that streamline and improve current practices to provide greater clarity and helpful information to the public. Continue to work with other agencies in reviewing non-residential and residential building permits efficiently using the Magnet system. Explore opportunities to increase communication and collaboration among zoning clerks to increase communication and develop standards for providing public services. Both the Planning Department and Department of Public Works have been working to redesign a new Permit to Build process that works to streamline the intake, review, and approval of building permits to make it more transparent and predictable. 2. Permits and Subdivision: Evaluate administrative permits decision letters by reviewing format and writing style. The format for a Planned Unit Development permit was redesigned to be more inclusive in terms of expanding background information and standardizing the decision and evaluation section. Applications continue to be reviewed with ways to improve and strengthen the background and decision making analysis to make for a more thorough administrative review. 3. Tax Mapping and Street Addressing: Explore the options of collaborating with educational institutions or Hawaiian host organizations to assist in developing a Hawaiian place -based street name inventory and database. Due to staff shortages this past year and other priority assignments, this project was placed on hold. 4. Complaints Investigation: Explore opportunities to increase communication and collaboration with Kona inspectors to develop standards for managing and investigating complaints. The transfer of one Planning Inspector to another Division has resulted in a staff shortage. We continue to collaborate with Kona inspectors on complaints and issues. Final Status Report on Program Objectives for FY 2014-15 PLANNING PLANNING 5. Staff and Organizational Development: Develop a cross training program for building leadership and new skills. Create and compile an Administrative Permits Manual of Operations (MOP) to assist new staff in understanding the responsibilities of this Division. Prioritize concerns that need resolution to better guide staff in dealing with unresolved and controversial issues. All training programs and manuals still in the development phase of this objective. Administrative Services 1. Records Management: Complete the restructuring of our LaserFiche repository; Complete scanning of physical data into electronic files; Define permit tracking systems using Eden and LaserFiche in tandem; and Continue to expand and refine GIS to provide a powerful informational tool for staff, other government agencies and the general public. GIS goals have been accomplished but scanning of physical data to electronic format has been delayed due to unforeseen attrition of staff. 2. Personnel: Continue to evaluate department structure and organization to help increase planning and regulatory functions; Seek training opportunities without impacting the budget with emphasis on customer service skills: Work towards inter -divisional cross - training of staff. Additional positions have opened up due to unforeseen attrition of staff and increase of new staffing due to building permit process transfer to Planning. There still are open positions that we're trying to fill. 3. Funding: Track and proaidc additional or expanded fiscal expenditure reports to be used as managerial tools in the management of fiscal budget, Geothermal funding, and CZM funding; Work with managers to seek other sources of revenue. Planning ended the year with a fund balance Final Status Report on Progam Objectives for FY 2014-15 PLANNING PLANNING Lone Ranee 1. Coastal Zone Management (CZM): Review all public access inquiries, environmental assessments, and environmental impact statements. Maintain the public access geodatabase, enforce shoreline setbacks, and manage public access easements. Manage the CZM contract and produce the CZM semi-annual and annual reports; and continue drafting a new or amended Planning Department rule for shoreline setbacks. Process all Special Management Area (SMA) Assessments within the specified 35 -day requirement. Attend all State Office of Planning's CZM County Directors' meetings, Ocean Resources Management Plan policy and working group meetings and subcommittee meetings as budgetary constraints kill allow. Review and analyze the county's SMA boundaries and rules for possible amendments as needed. Coastal Zone Management, Special Management Area and Ocean Resources requirements and regulatory permits were met in a timely and complete fashion. 2. Regional Planning Programs: Community Development Plans (CDP): Continue producing the I lamakua CDP and the Ka'u CDP, and continue with implementation of Puna CDP. General Plan (GP): Draft and facilitate GP amendments as needed. Con:inuc to work with other County departments, outside aecncies, and the public on various long range planning needs. The CDP and GP amendments are processes that are on-going and morphing into subsidiary programs such as the Village Plans similar to the Kailua Village Plan. 3. Administrative Programs: Produce annual reports and/or facilitate the management of: Capital Improvement Program Budget Package; Professional Services; Zoning Code and Subdivision Code Amendments (as needed), Planning Department and Board of Appeals rule amendments (as needed); and review and comment on State legislation (as needed). The CIP and Professional Services listing were completed on time. Amendments to the various codes and rules are on-going and we continue to fulfill our responsibilities as the various needs and/or project arise. Final Status Report on Program Objectives for FY 2014-15 PLANNING PLANNING 4. Other Planning Programs: Staff and support: Board of Appeals; CDP Action and Steering Committees; village planning processes; ORMP Policy and Working Group Committees; Green Team; DOT Pedestrian Plan Technical Advisory committee (TAC); DOT Bike Plan TAC; DOT Regional Long Range Transportation Plan TAC; DOT Sub - Statewide Transportation Advisory Committee; DO f Urban Boundary and Functional Classification TAC; and any other advisory groups formed which require our participation. The Planning department manages and staffs more than a dozen committees or boards. Albeit a challenge for the department, we havesuccessfully supported the existing boards/commissions/committees and the newly created ones. Planning 1. Planning Commissions: Amend Planning Commission Rules of Practice and Procedures to refine processes and requirements to better address the legal, technical, functional and financial obligations of the Planning Commissions to ensure a fair, balanced and more cost-effective approach in the processing of applications and in the manner its hearings are conducted. Looking at a complete overhaul of our application fomns to make them more user tricndl% and protide for better discussions about o proposed project. Current application forms are. at times, too technical. Staff working on amendments to Planning Commission Rule No. 9 to address enforcement procedures and consistency with State Coastal Zone Management law (Chapter 205A, HRS) as well as developing a new rule to support the recent transfer of authorities for the issuance of Planned Unit Development (PUD) Permits from the Planning Director to the Planning Commissions. Tentative Planning Commission review and adoption by the mrd of this calendar year. While these are priority amendments, department continues to work of updating other rules to pro ide consistency and efficiency of application and process, such as amendments to rules regarding contested case procedures, enforcement of Planning Commission -issued permits, etc. Application forms updated recently to adjust to new Historic Preservation Division review procedures. Draft rules for Cultural Resources Commission (CRC) currently being reviewed with adoption expected in November 2015. Rules developed in coordination with the CRC and State DLNR. Final Status Report on Program Objectives for FY 2014-15 PLANNING PLANNING 2. Land Use: Explore methods to provide for improved management and enforcement of land use permits and ordinances, including improved coordination between the various divisions within the Planning Department and affected agencies, to ensure that the requirements of these permits and ordinances are implemented in a timely. complete and effective manner. Placing operational support of both the CRC and the Planning Commissions with the department's Planning Division has provided consistency in structure, coordination and operations between the three commissions, leading to a more seamless transition of information and decision-making between these bodies. Enforcement and management of permit and ordinance requirements continue to be a challenge given the limited department resources, but continue to coordinate with department's Planning Inspectors to provide cross -support between divisions to facilitate enforcement and compliance issues as they arise. 3. Administration: Explore opportunities in enhancing the administration of the various ordinances and permits issued by the County Council and Planning Commissions. Such efforts will include a) revisions to application forms to make them more user-friendly; b) continual reg isions to codes, departmental and Commis ion rules of practice and procedure to better clarify- processes; and e) sack more resources to protide management of approvals and permits and their conditions of approval. Recent code amendments and land use compliance issues have raised the need to place efforts towards keeping rules of practice and procedures and land use codes in line with regulatory landscape and department operations. Continue to make strides towards small fixes to resolve inconsistencies and gaps, like with home occupations, meeting facilities, etc. that creates confusion in interpretation. Draft bills for both developed and will schedule before the Planning Commissions towards the end of this calendar year or early next year. As staff support for both the Planning Commissions and CRC have assimilated, working on cross -training between the commissions to provide redundancies and depth between the processes and the staff experiences that will ensure efficient and maximum staff support, basically moving staff around where the support is needed. Final Status Report on Program Objectives for FY 2014-15 PLANNING PLANNING West Hawaii 1. Permit /Application Processing: Process applications in a timely manner and refine work now to increase efficiency. Process Plan Approvals, Farm Dwellings, Ohara Dwelling Permits, De Minimis, and other related requests and inquiries in a timely manner. Review building permits and complete other zoning compliance forms and requirements for businesses and agencies. We have improved the tracking of applications, and with participation in MAGNET (Municipal Automation and Geographic Network) building permit tracking system, and with the joint building permit application review process.. 2 -Code Compliance: Investigate complaints and alleged violations submitted by the public for compliance with State and County land use laws, ordinances, rules and permits. Investigation of alleged violations derived from complaints submitted by the public continues to be part of the West Hawaii Division's standard operating procedure. All complaints of alleged violations are forwarded to Inspectors for investigation. 3. Regional Planning Programs: Community Development Plans (CDP) —Continue with implementation of North Kohala CDP, South Kohala CDP and Kona CDP. Kona CDP Design Center—Continue Design Center review of Master Plan developments. General Plan (GP) - Draft and facilitate CDP amendments as needed. Continue to work with other County departments, outside agencies and the public on planning efforts for Noah Kohala_ South Kohala and Kona. NN 01 Continues with d15enSSiOa, with each or the CDP Action Committees on ways to better implement the CDPs. Design Center meetings with agencies and applicants have occurred to review Master Plan developments in Kona. CDP Design Center staff has had meeting with applicants to review projects, for consistency with the Kona CDP. Planners continue working with Hilo Long Range manager on General Plan revision program. Final Status Report on Program Objectives for FY 2014-15 PLANNING PLANNING 4. Regulatory Environment: Assess and revise County Code and Commission/Departmental Rules for such outcomes including, but not limited to, 1) improving comprehensive Planning efforts, 2) removing redundancies, 3) altering submittal and timing reyuircurents. 4) increasing coordination pith !-caicoing entities, and 5) updating/broadening public and private infrastructure and development standards. Conducted site investigation of alleged violations within two weeks of receipt of complaints. 5. Other Planning Programs: Staff and support CDP Moon Committees, Kailun Village Desio i Commission and Cultural Resource Commissiun. The existing programs such as the Kailua Village Plan have been successfully supported and staffed by the Planning Department. Final Status Report on Program Objectives for FY 2014-15 This page intentionally leli blank 199 POLICE POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION 1. To accommodate at least 95% of request for public safety/health talks from the community. Of 66 requests for public safety/health talks, accommodated 66 requests, or 100% of requests. 2. To accommodate at least 95% of request for station tours for students and community members. Of five requests for station tours, accommodated five requests, or 100% of requests. 3. Conduct drug screening of all sworn personnel and initiate pre-employment testing of civilian personnel. With the exception of sworn personnel on extended leaves of absences, a total of 153 sworn personnel or 35°% of sworn staffing was tested. No approval from HGEA to initiate pre-employment drug testing of applicants for civilian positions. 4. Conduct constant recruitment and fill at least 80% of vacancies for all sworn and civilian positions within six months. Sworn staffing at 95% (429 out of 450 authorized positions filled). Civilian staffing at 88% (126 out of 144 positions filled). 5. Improve competence and professionalism of sworn and civilian personnel through advanced equipment purchases and provide 5,566 hours of on-going training. Department personnel received a total of 23,053.25 hours of training, achieving an average of 414% of on-going training. 6. Maintain the level of proficiency in the Word Processing Center with a turnaround time of less than ten days for processing reports. The average turnaround time for police reports transcribed by the Word Processing Center is 13.8 days. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION (continued) 7. Process 85% of requisitions received from districts and bureaus within a month. Processed 3,509 out of 3,852 requisitions received or approximately 91% of requisitions received. 8. Fill 90% of all special duty requests for officers. Filled 3,551 out of 3,977 requests for special duty or 90% of requests. 9. Compile a listing of all outstanding leave papers and distribute to commanders bi- monthly. Collected and submitted to commanders a listing of 119 of 119 outstanding leave applications, for a total of 100% outstanding leave applications. 10. Fill 90% of requests for storeroom supplies within the month. Filled 1,885 out of 1,885 requests for storeroom supplies or 100% of requests. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE ADMINISTRATIVE BUREAU - Technical Services TECHNICAL SERVICES DIVISION L Process and issue at least 95% of road closure permits within the month received. Processed 46 out of 46 road closure permits within the month received, or 100% of road closure permits. 2. Issue at least 95% of impound letters to vehicle owners within a week. As of June 1, 2015, the Department of Environmental Management Abandoned Vehicles Program has taken over issuing impound letters to vehicle owners. 3. Issue at least 95% of traffic violation letters to vehicle owners within a week. Issued 78 out of 78 violation letters to vehicle owners within a week of receipt, or 100% of violation letters. 4. Process at least 95% of firearms permits within the month received. Processed 2,400 out of 2,476 firearms permits within the month received, or 97°% of firearms permits. 5. Complete at least 95°% of requests for mobile radio systems per month. Completed 38 equipment installations out of 38 requested within 21 working days of the date of request, or 100°% of radio installations. 6. Conduct at least 96 radio -site inspections. Conducted 58 radio -site inspections or 60°% of radio -site inspections. 7. Process and dispatch personnel to 100°% of calls for service received. The Dispatch Section processed and dispatched personnel to 93,056 of the 93,056 calls for service received, or 100% of calls for service. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS CRIMINAL INTELLIGENCE UNIT 1. Complete 90% of assignments within 30 days. Completed 214 out of 214 assignments received within 30 days, or 100% of assignments. 2. Complete 90% of criminal history checks of prospective employees of the department employees as well as other federal, state, and local law enforcement agencies within 30 days. Completed 157 out of 157 criminal history checks within the specified 30 -day limitation, or 100% of criminal history checks. 3. Develop, maintain, and disseminate intelligence information, which can be utilized to produce no less than I 1 criminal investigations per month. Provided intelligence information, which in whole or in part led to the initiating of 57 criminal investigations, or 43% of criminal investigations. 4. Compile, produce, and forward to Office of the Police Chief no less than 32 intelligence reports per month, which are subsequently forwarded to appropriate commanders. Completed 161 control reports, or 42% of intelligence reports. 5. Provide assistance to other elements within the Police Department either through intelligence briefings on current crime trends and/or through no less than 12 in- service training sessions per month. Provided 72 in-service briefings and training sessions for departmental personnel, or 50% of in-service briefings. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS 6. Conduct four presentations to semi-annual Statewide Inter -County Criminal Intelligence Unit (ICCIU) conferences on major criminal activity within this jurisdiction --along with gathering criminal intelligence from other jurisdictions, which may have a connection to our jurisdiction. Conducted two presentations at semi-annual Statewide Inter -County Criminal Intelligence Unit (ICCIU) conferences, or 50% of objective. OFFICE OF PROFESSIONAL STANDARDS 1. Conduct complete and thorough internal investigations seeking a monthly clearance rate of 67%. Of the nine internal investigations initiated, completed eight internal investigations, or 89% of internal investigations. 2. Conduct complete and thorough internal inquiries, seeking a monthly clearance rate of 85%. Completed 34 of the 34 internal inquiries, or 100% of internal inquiries. 3. Conduct no less than two monthly random and unannounced inspections of the different elements within the Department to ensure compliance with rules and regulations. Conducted 14 monthly inspections, or 58% of unannounced inspections. 4. Provide no less than three monthly in-service training sessions to other elements within the department to prevent and deter employee misconduct, as well as to ensure procedural compliance in the investigation of employee misconduct. Conducted a total of 18 in-service training sessions, or 50% of in-service training sessions. 5. Compile and provide a yearly report to the State Legislature on certain specific aspects of discipline meted out by the Department as required by law. On January 15, 2016, the yearly report was submitted to the State Legislature. Six Month Proe ess Report on Program Objectives for FY 2015-16 POLICE OPERATIONS BUREAUS I. To achieve a burglary clearance rate of 30%. Of 461 burglary cases initiated, 64 cases were cleared, or 14% of burglary clearance rate. 2. To achieve a theft clearance rate of 30%. Of 2,716 theft cases initiated, 626 cases were cleared, or 23% of theft clearance rate. 3. To achieve a robbery clearance rate of 60%. Of 36 robbery cases initiated, 16 cases were cleared, or 44% robbery clearance rate. 4. To maintain a sexual assault clearance rate of 80%. Of 152 sexual assault investigations initiated, 87 cases were cleared, or 57% sexual assault clearance rate. 5. To attain at least a 65% service of court documents received. Served 6,358 court documents of which 23,603 were received, or approximately 27% service of court documents. 6. To conduct 720 hard drug investigations (heroin, cocaine, and crystal methamphetamine). Initiated 211 hard drug cases, or 29% of hard drug investigations. 7. Crime Laboratory to achieve an assignment clearance rate of 90%. Cleared 538 cases of the 606 cases assigned, or 89% clearance rate. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE OPERATIONS BUREAUS 8. HI -PAL to serve 60 youths in three age groups for each month and a 36% participation of' at -risk youths" out of all youths served. Served a combined total of 884 youths for the three age groups; of this total, 415 or 47% were "at risk youths.' 9. Community Policing Program to complete at least 24 problem -solving activities and 24 crime prevention activities annually, through the development of partnerships directed at resolving community -police problems resulting in the improvement of the quality of life for all citizens. Completed 180 problem -solving activities or 750% of problem -solving activities; and 143 crime prevention activities or 596% of crime prevention activities. 10. Community Policing Program to complete at least 48 abandoned vehicle/ beautification projects annually, through the development of partnerships with the community. Completed 24 abandoned vehicle/beautification projects, or 50% of projects. 11. To provide at least four D.A.R.E. curriculum (core classes) and/or training per month through the department's School Resource Officer Program. Provided 92 D.A.R.E. classes involving approximately 723 students from four schools and 13 training programs, or 200% of classes/training. Six Month progress Report on Program Objectives for YY 2015-I6 POLICE GRANT REVENUES 1. HI IMPACT (Hawai`i HIDTA $125,000) - To combat the methamphetamine (ICE) problem in the County of Hawaii by conducting various sting operations. Of $142,540 expected, we received $125,036. 2. Statewide Narcotics Task Force (State Department of the Attorney General $125,000) - For multi -jurisdictional task force programs that integrate federal, state and local drug law enforcement agencies and prosecutors for the purpose of enhancing inter- agency coordination and intelligence gathering and facilitating multi jurisdictional investigations. Of $73,450 expected, we received $44,000. 3. Occupant Protection (State Department of Transportation $72,000) - To conduct seatbelt enforcement and child restraint roadblocks. Of $78,480 expected, we received 512,910. 4. High Speed Enforcement (State Department of Transportation $98,050) - Funding to provide for additional enforcement dealing with speeding violations. Of $91,168 expected, we received $11,819. 5. Click -it -or -Ticket (State Department of Transportation $19,000) - To reduce fatalities and injuries to front and rear seat occupants under the age of 17 by increasing seatbelt usage and awareness of state laws. Of $18,500 expected, we received $5,505. 6. Roadblock Program (State Department of Transportation, Sobriety Checkpoint $155,000) - To conduct DUI roadblocks to minimize fatalities and injuries. Of $183,605 expected, we received $100,890. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE GRANT REVENUES 7. Traffic Investigation (State Department of Transportation $30,000) - To reduce the number of alcohol-related fatalities and injuries, increase public awareness, and provide a constant deterrence against drunk driving. Of $71,500 expected, we received $2,805. 8. Aggressive Driving Projects (State Department of Transportation $37,000) - To reduce the number of alcohol-related fatalities and injuries, increase public awareness and provide a constant deterrence against impaired driving. Of $60,112 expected, we received $11,446. 9. Data Records (State Department of Transportation $78,000) - To establish a statewide traffic data system and to ensure compliance with national standards. Of $124,180 expected, we received $420. 10. SAFE Standby Pay (State Department of the Attorney General $40,000) - To improve the department's response to violent sex crimes, physical abuse and crimes of violence against women. Of $51,525 expected, we received $0. 11. SAFE Training (State Department of the Attorney General $55,000) - To improve the department's ability to respond to violent crimes against women primarily sexual assault, with associated domestic violence and physical abuse. Of $24,946 expected, we received S1,231. 12. Specialized Investigative Training (State Department of the Attorney General $55,000) - To improve the department's ability to respond to violent crimes against women through ongoing specialized training of the JAS detectives. We are not currently expecting to receive this grant. 13. Justice Assistance Grant (U.S. Department of Justice $125,000) - To provide technological improvement and training that will benefit law enforcement and the prosecution of cases. Of $88,613 expected, we received $0. Six Month Progress Report on Program Objectives for FY 2015-16 POLICE GRANT REVENUES 14. Distracted Driving (State Department of Transportation $37,917) —To reduce the number of drivers using an electronic mobile device while operating a motor vehicle by conducting checkpoints and issuing citations. Of $57,430 expected, we received $8,043. 15. Youth Deterrence (State Department of Transportation $23,000) —To reduce the amount of underage individuals operating a vehicle after consuming alcohol and illegally drinking in public areas. Of $2.5,000 expected, we received $11,456. 16. Department of Health — Tobacco Sting (State Department of Health $8,000) — To provide continued enforcement of the State Law Prohibiting Alcohol Sales to minors in the County of Hawaii. Of S 12,000 expected, we received $0. Six Month Progress Report on Program Objectives for FY 201-16 10 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION 1. To accommodate at least 95% of requests for Public Safety/Health Talks from the community. Of 154 requests for Public Safety/Health Talks, accommodated 154 requests, or 100% of requests. 2. To accommodate at least 95% of requests for station tours for students and community members. Of 33 requests for Station 'Pours, accommodated 33 requests, or 100% of requests. 3. Conduct drug screening of all sworn personnel and initiate pre-employment testing of civilian personnel. With the exception of sworn personnel on extended leaves of absence, a total of 413 sworn personnel or 97% of sworn staffing were tested. No approval from HGEA to initiate pre-employment drug testing of applicants for civilian positions. 4. Conduct constant recruitment and fill at least 80% of vacancies for all sworn and civilian positions within six months. Sworn staffing at 88.25% (398 out of 450 authorized positions filled). Civilian staffing at 81%, (117 out of 144 positions filled). 5. Improve competence and professionalism of sworn and civilian personnel through advanced equipment purchases and provide 5,566 hours of on-going training. Department personnel received a total of 33,661.05 hours of training, achieving 605% of this goal. 6. Maintain the level of proficiency in the Word Processing Center with a turnaround time of less than ten days for processing reports. The turnaround time for Police Reports by the Word Processing Center is 10.1 days. Final Status Report on Program Objectives for FY 2014-15 POLICE ADMINISTRATIVE BUREAU ADMINISTRATIVE SERVICES DIVISION (continued) 7. Process 85% of requisitions received from districts and bureaus within a month. Processed 7,453 out of 8,190 requisitions received or approximately 91% of requisitions received. 8. Fill 90% of all special duty requests for officers. Filled 6,667 out of 7,143 requests tilled for special duty, or 93% of requests. 9. Compile a listing of all outstanding leave papers and distribute to commanders- bi- monthly. Collected and submitted to Commanders, a listing of 225 of 225 outstanding leave applications for a total of 100% outstanding leave applications. 10. Fill 90% of requests for storeroom supplies within the month. Filled 4,927 out of 5,116 requests for storeroom supplies or 96% of requests. Final Status Report on Program Objectives for FY 2014-15 POLICE ADMINISTRATIVE BUREAU - Technical Services TECHNICAL SERVICES DIVISION Process and issue at least 95% of road closure permits within the month received. Processed 81 out of 81 road closure permits within the month received, achieving 100% of goal. 2. Issue at least 95% of impound letters to vehicle owners within a week. Issued 165 out of 165 impound letters to vehicle owners within a week of receipt, or 100% of goal attained. As of June 1, 2015, the Department of Environmental Management Abandoned Vehicles Program has taken over issuing impound letters to vehicle owners. 3. Issue at least 95% of traffic violation letters to vehicle owners within a week. Issued 174 out of 174 violation letters to vehicle owners within a week of receipt, achieving 100% of goal. 4. Process at least 95 % of firearms permits within the month received. Processed 4,73.3 out of 4,847 firearms permits within the month received, achieving 97.64% of goal. 5. Complete at least 95% of requests for mobile radio systems per month. Completed 114 equipment installations out of 114 requested within 21 working days of the date of request, achieving 100% of goal. 6. Conduct at least 96 radio -site inspections. Conducted 134 radio -site inspections , achieving 140% of goal. 7. Process and dispatch personnel to 100% of calls for service received. The Communications Dispatch Section, processed and dispatched personnel to 224,209 calls for service. Final Status Report on Program Objectives for FY 2014-15 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS CRIMINAL INTELLIGENCE UNIT 1. Complete 90% of assignments within 30 days. Completed 496 out of 496 assignments received within 30 days, achieving 100% of goal. 2. Complete 90% of criminal history checks of prospective employees of the department employees as well as other federal, state, and local law enforcement agencies within 30 days. Completed 431 out of 431 Criminal History checks within the specified 30 -day limitation, achieving 100% of goal. 3. Develop, maintain, and disseminate intelligence information, which can be utilized to produce no less than 1 I criminal investigations per month. Provided intelligence information, which in whole or in part led to the initiating of 60 criminal investigations, achieving 45% of goal. 4. Compile, produce, and forward to Office of the Police Chief no less than 32 intelligence reports per month, which are subsequently forwarded to appropriate commanders. Completed 336 control reports maintaining 88% of this objective. 5. Provide assistance to other elements within the Police Department either through intelligence briefings on current trine trends and/or through no less than 12 in- service training sessions per month. Provided 144 in-service briefings and training sessions for departmental personnel, achieving 100% of goal. Final Status Report on Program Objectives for FY 2014-15 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS 6. Conduct four presentations to semi-annual Statewide Inter -County Criminal Intelligence Unit (ICCIU) conferences on major criminal activity within this jurisdiction—along with gathering criminal intelligence from other jurisdictions, which may have a connection to our jurisdiction. Conducted 4 presentations at semi-annual Statewide Inter -County Criminal Intelligence Unit (ICCIU) conferences. OFFICE OF PROFESSIONAL STANDARDS 1. Conduct complete and thorough internal investigations seeking a monthly clearance rate of 67%. Of the 21 internal investigations initiated, completed 20 Internal Investigations, meeting 95% of objective. 2. Conduct complete and thorough internal inquiries, seeking a monthly clearance rate of85%. Completed 54 Internal Inquiries or 98% of the investigations, meeting 100% of objective. 3. Conduct no less than two monthly random and unannounced inspections of the different elements within the Department to ensure compliance with rules and regulations. Conducted 30 monthly inspections, meeting 125% of objective. 4. Provide no less than three monthly in-service training sessions to other elements within the department to prevent and deter employee misconduct, as well as to ensure procedural compliance in the investigation of employee misconduct. Conducted a total of 36 in-service training sessions, maintaining 100% of this objective. Final Status Report on Program Objectives for FY 2014-15 POLICE CRIMINAL INTELLIGENCE UNIT AND OFFICE OF PROFESSIONAL STANDARDS 5. Compile and provide a yearly report to the State Legislature on certain specific aspects of discipline meted out by the Department as required by law. On January 14, 2015, submitted the report to the State Legislature meeting goal requirement. Final Status Report on Program Objectives for FY 2014-15 POLICE OPERATIONS BUREAUS 1. To achieve a burglary clearance rate of 30%. Of 1,143 Burglary cases initiated, 169 cases were cleared, achieving an average 14.8% Burglary clearance rate. 2. To achieve a theft clearance rate of 30%. Of 5,598 Theft cases initiated, 1,666 cases were cleared, achieving an average 29.8% Theft clearance rate. 3. To achieve a robbery clearance rate of 60%. Of 53 Robbery cases initiated, 31 cases were cleared, achieving an average 58% Robbery clearance rate. 4. To maintain a sexual assault clearance rate of 80%. Of 345 Sexual Assault investigations initiated, 249 cases were cleared, achieving an average 72% clearance rate. 5. To attain at least a 65% service of Court Documents received. Served 12,606 Court Documents of which 47,442 were received during this Fiscal Year, approximately 26.6 % of documents. 6. To conduct 720 hard drug investigations (heroin, cocaine, and cr)stal methamphetamine). Initiated 1,202 hard drug cases, maintaining 167% this goal. 7. Crime Lab to achieve an assignment clearance rate of 90%. Cleared 1,276 cases, to include the 1,341 that were assigned during this period, a clearance rate of 95%. Final Status Report on Program Objectives for FY 2014-15 POLICE OPERATIONS BUREAUS 8. HI -PAL to serve 60 youths in three age groups for each month and a 36% participation of "at -risk youths" out of all youths served. Served a combined total of 3,440 youths for the three age groups; of this total, 2,564 or 75.5% were "at risk youths.' 9. Community Policing Program to complete at least 24 Problem -solving Activities and twenty-four Crime Prevention Activities annually, through the development of partnerships directed at resolving community -police problems resulting in the improvement of the quality of lite for all citizens. Completed 590 Problem -solving Activities and 149 Crime Prevention Activities. 10. Community Policing Program to complete at least 48 Abandoned Vehicle/Beautification Projects annually, through the development of partnerships with the community. Completed 104 projects, or exceeding 216% of this objective. 11. To provide at least four D.A.R.E. Curriculum (core classes) and/or training per month through the department's School Resource Officer Program. Provided 55 D.A.R.E. classes involving approximately 1,735 students from 12 schools and 2 training programs. Final Status Report no Program Objectives for FY 2014-15 20 PROSSEC J�'I1N ATTORNEY PROSECUTING ATTORNEY GENERAL PROSECUTION Core prosecution and victim services 1. Attend all courts in the County and prosecute all violations of State and County laws, ordinances and regulations. We prosecuted in all Circuit, District, and Family courts in Hilo, Kona, North and South Kohala, Hiimiikua, and Ka'd. In addition we presented cases to the Grand Jury, provided service to the adult and juvenile Drug Court, provided service to the mental health calendars, provided services to Veteran's Treatment Court, and handled all appeals. 2. Maintain a professional, dedicated and trained staff to carry out the duties of the Prosecuting Attorney as defined under the County Charter. Our staff participated in approximately 58 trainings to date. Whenever possible, we obtained scholarships and stipends to defray expenses. Staff training is important to improve skills for specialized areas of prosecution. We had staff cross trained among specialty areas. 3. Attend to the needs of victims and witnesses as they go through the criminal justice system to include providing case information, assistance with restitution and crime victim compensation and referrals to appropriate agencies. To date, we provided assistance to 3,152 persons, which included service to 2,422 victims of crime and their significant others. We have recently hired a new program manager within the Victim Assistance Unit. This position will be focus on providing restorative justice opportunities to victims within the criminal justice system. This will include post -conviction opportunities to give victims a voice where previously none was offered, i.e., victim offender dialogues. Currently in cases involving juvenile defendants, per Act 201, restorative justice opportunities must be provided to victims wishing to participate in the adjudication process. We have trained facilitators to aid in this process, and this new position is in charge of not only training, but the management of this new program. The restorative justice efforts will better serve victims and potentially divert offenders from the traditional court system. Six Month Progress Report on Program Objectives for FY 2015-I6 PROSECUTING ATTORNEY GENERAL PROSECUTION 4. Expand criminal case processing improvements utilizing technology within the office as well as among criminal justice system partners. We have taken a leadership role in implementing a statewide, computer based, information sharing system. As part of this endeavor we have been working with the Judiciary and the Hawaii Criminal Justice Data Center (HCJDC) on a pilot project which will result in having the Judiciary's computer data system populate the data systems of the prosecutor offices across the state. We are in the final phase of completing this project. 5. Provide statewide Traffic Safety Resource Prosecutor to develop effective enforcement strategies to reduce highway offenses and traffic crashes. Although unfunded, we have provided the TSRP for the State and coordinated enforcement strategies to reduce highway safety violations and traffic crashes, and kept abreast of current issues related to traffic safety, including legislation, case law, and trial practice. An annual training for 57 was facilitated for law enforcement personnel and prosecutors and then presented in July to provide tools to evaluate cases, initiate appropriate charges, and pursue successful prosecutions of traffic safety-related and drugged driving cases. 6. Establish a sexual assault prosecution unit to work collaboratively with police investigators and other agencies to improve the outcome for sexual assault victims and hold offenders accountable. A sexual assault prosecution unit has been working since the spring of 2015. The unit consists of a full-time supervisor funded by a grant and ten appointed deputies in circuit, district and family courts to prosecute cases in those courts. The grant funded training for staff and the local professional community: Dallas Crimes Against Children Conference August 10-13, 2015, Sexual Assault Prosecutions Training by Patti Powers, J.D., and Jennifer Gentile Long, MGA, J.D. in Hilo on September 21-22, 2015 (55 attendees), and Kona on September 23-24, 2015 (27 attendees) , Patterns and Dynamics of Child Sexual Abuse Cases by Alex Bivens, Ph.D. on November 5, 2015, and Prosecutors at Forensic Interviews by Terry Ann T. Fujioka, Ph.D. The unit is participating in a Children's Justice Center pilot project "Strengthening the MDT Response: Prosecutors at Forensic Interview Pilot Project." Six Month Progress Report on Prograin Objectives for FY 2015-16 PROSECUTING ATTORNEY GENERAL PROSECUTION Improving the criminal justice system Coordinate two training/educational workshops to improve the criminal justice system. An annual training for 57 was facilitated for law enforcement personnel and prosecutors and then presented in July to provide tools to evaluate cases, initiate appropriate charges, and pursue successful prosecutions of traffic safety-related and drugged driving cases. Sexual Assault Prosecutions Training by Patti Powers, J.D., and Jennifer Gentile Long, MCA, J.D. in Hilo on September 21-22, 2015 (55 attendees), and Kona on September 23-24, 2015 (27 attendees) Patterns and Dynamics of Child Sexual Abuse Cases by Alex Divers, Ph.D on November 5, 2015 Prosecutors at Forensic Interviews by Terry Ann T. Fujioka, Ph.D. The unit is participating in a Children's Justice Center pilot project "Strengthening the MDT Response: Prosecutors at Forensic Interview Pilot Project" 2. Meet quarterly with the Hawaii County Police Department to discuss joint initiatives, policies, and procedures to improve investigations and prosecutions. We have held four Police/Prosecutor meetings to discuss issues and status of ongoing projects. Numerous other meetings have been held with police for briefings, conferrals on specific cases, and on other specific topics. 3. Meet monthly with the police, courts, Children's Justice Center, Sexual Assault Nurse Examiners (SANE), Department of Health, service providers and others to improve handling of domestic violence, child abuse and sexual assault cases. The staff of the prosecutor's office meets monthly with members of the multi- disciplinary team which includes police, Sexual Assault Nurse Examiners (SANE), therapists, forensic interviewers and others involved in the handling of cases that involve child abuse and sexual assault. Six Month Progress Report on Program Objectives for FY 2015-16 PROSECUTING ATTORNEY GENERAL PROSECUTION 4. Meet quarterly with Hawaii criminal justice agencies to discuss appropriate interventions and consequences for offenders. Staff participated in regular meetings of the Statewide Coalition Against Domestic Violence, Big Island Coalition Against Physical and Sexual Abuse (BICAPSA), Children's Justice Center Inter -Agency Committee, Child Welfare Services Advisory Committee, Family Violence Interagency Committee, East Hawaii Coalition for the Prevention of Child Abuse and Neglect, Hawaii Justice Reinvestment Initiative, Big Island Criminal Justice Task Force, SAVIN Governance Committee, Visitor Aloha Society of Hawaii, UHH Coordinated Response Team, Hawai'i Coalition Against Human Trafficking, Big Island Juvenile Intake and Assessment Center, Hokupa'a Youth Council, and Hawaii County Youth Council. Communitv initiatives to promote crime prevention and intervention and other efforts I. Support juvenile delinquency prevention and intervention initiatives. We completed positive youth development programming of the Hawaii Teen Outreach Project® (TOP®), with clubs at the Youth Challenge Academy and Goodwill Industries, and volunteer -supported clubs in the communities of: Miloli'i, Kealakehe, Honoka'a, Mountain View, Kea'au and Hilo. Our Juvenile Accountability Block Grant supported youth involved with the juvenile justice system by engaging their families in community resources and family strengthening activities, to help prevent youth from continuing unhealthy behaviors. Title 11 funding supports the Big Island Juvenile Intake and Assessment Center, the first of its kind in the State of Hawaii, designed to provide immediate intervention and referral to services for youth brought by Hawaii Police Department officers. 1 Support domestic and family violence prevention and intervention initiatives. Staff participated in regular meetings of the Statewide Coalition Against Domestic Violence, Big Island Coalition Against Physical and Sexual Abuse (BICAPSA), Children's Justice Center Inter -Agency Committee, Child Welfare Services Advisory Committee, Family Violence Interagency Committee, East Hawaii Coalition for the Prevention of Child Abuse and Neglect, Hawaii Justice Reinvestment Initiative, Big Island Criminal Justice Task Force, SAVIN Governance Committee, Visitor Aloha Society of Hawaii, UHH Coordinated Response Team, Veteran's Court Planning. Six Month Progress Report on Program Objectives for FY 2015-16 PROSECUTING ATTORNEY GENERAL PROSECUTION Team, the Juvenile Justice Task Force and Hawai'i Coalition Against Human Trafficking. 3. Support neighborhood watch and other community based crime prevention and education initiatives. Staff participated in regular meetings of the Statewide Coalition Against Domestic Violence, Big Island Coalition Against Physical and Sexual Abuse (BICAPSA), Children's Justice Center Inter -Agency Committee, Child Welfare Services Advisory Committee, Family Violence Interagency Committee, East Hawai'i Coalition for the Prevention of Child Abuse and Neglect, Hawaii Justice Reinvestment Initiative, Big Island Criminal Justice Task Force, SAVIN Governance Committee, Visitor Aloha Society of Hawaii, UHH Coordinated Response Team, Veteran's Court Planning Team, the Juvenile Justice Task Force and Hawaii Coalition Against Human Trafficking. We also have a volunteer that helps to train neighborhood watch participants and coordinates efforts between the neighborhood watch groups and the county. 4. Coordinate two training/educational workshops to promote crime prevention and early intervention initiatives. A walk and vigil in November was coordinated to remember the victims of domestic violence and promote non-violence. 5. Support the Committee on the Status of Women, formerly under the Mayor's Office. The Office of the Prosecuting Attorney supported the Committee on the Status of Women with assistance in meeting facilitation and fiscal transactions. Six Month Progress Repart on Program Objectives for FY 2015-16 PROSECUTING ATTORNEY GRANT REVENUES 1. Career Criminal (State Department of the Attorney General, $510,000, 10 Employees) — To provide quick identification, prosecution and conviction of those persons making a career of crime. Received $382,060. 2. Victim/Witness Assistance (State Department of the Attorney General, $150,000, 2 Employees) — To assist crime victims and witnesses and their families by providing information, counseling, and support services primarily to victims of violent and property crimes. Received $84,033. 3. Victims of Crime Act (U.S. Dept. of Justice, Office for Victims of Crime Formula Grant Program, $420,000, 4 Employees) — To assist victims of crime through the judicial process, focusing on crimes such as homicide, sexual assault, child abuse and domestic violence. Received 341,628. 4. Violence Against Women (U.S. Dept. of Justice, STOP Violence Against Women Formula Grant Program, $90,000, 1 Employee) — To improve prosecution of domestic violence cases involving adult women by dedicating a deputy to handle these cases. Received 51,525. 5. Juvenile Accountability Incentive Block Grant (U.S. Dept. of Justice, Juvenile Accountability Incentive Block Grant program, $75,000) —To combat juvenile crime utilizing innovative approaches. Received 32,066. Six Month Progress Report on Program Objectives for FY 2015-16 PROSECUTING ATTORNEY GRANT REVENUES 6. Traffic Safety Training Grant — (U.S. Department of Transportation, $125,000) - To conduct statewide training to improve law enforcement system response to traffic crash cases and improve highway safety. No funds received. 7. Big Island Juvenile Intake and Assessment Center (BIJIAC) — (Hawai`i Office of Youth Services, $250,000) —To support operation of a juvenile intake and assessment center. Received $200,000. 8. Justice Reinvestment Initiative (JRI) — (Hawai`i State Legislature Act 106 $85,000, 2 positions) — To enhance victim notification, improve safety planning and increase restitution collection for crime victims in the County of Hawaii. No funds received. 9. Justice Assistance Grant (JAG) — U.S. Department of Justice funds for technology improvements. $150,000. No funds received 10. Justice Assistance Grant (JAG) — (U.S. Department of Justice funds for a Specialized Sexual Assault Unit — $160,000 1 employee) Staff to review and coordinate prosecution of sexual assault cases. No funds received. 11. Hawaii Airport Task Force - $18,000 Reimbursement for Investigator's overtime to assist the HALF with investigations. Received 17,548. Six Month Progress Report on Program Objectives for FY 2015-16 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN 1. Launch a Social Media Safety Education campaign wh will include an Apps Development Competition to educate our youth and families to the dangers (bullying and predators) of social media and for students to develop smartphone applications to disseminate information to their peers. No progress and no longer a possibility due to 80% reduction in total funds available due to less funds coming from County Council. 2. Support, through sponsorship, planning, promotion and attendance, the 2"' Hawaii Island Women's Leadership Summit. The Summit has been scheduled for August 26, 2016. CSW has engaged in planning process. 3. Re -launch the Women's Hall of Fame program to honor women who have made exceptional contributions to community, great strides to overcome adversity and are examples of excellence in Hawaii County. No progress and no longer a possibility due to 80% reduction in total funds available due to less funds coming from county council. 4. Extend our reach on Domestic Violence Prevention, expanding efforts to collaborate with other organizations. The CSW is working closely with YWCA to launch CSW education/information on a website hosted by the YWCA. 5. Launch a therapeutic art program (Violence Recovery Through Art) as a vehicle for youth and women suffering from domestic violence and sexual assault to cope with and heal. This is something that the CSW has now chosen not to pursue. Six Month Progress Report on Program Objectives for FY 2015-16 PROSECUTING ATTORNEY GENERAL PROSECUTION Core Drosecution and victim services 1. Attend all courts in the County and prosecute all violations of State and County laws, ordinances and regulations. We prosecuted in all Circuit, District, and Family courts in Hilo, Kona, North and South Kohala, Hamakua, and Ka'G. In addition we presented cases to the Grand Jury, provided service to the adult and juvenile Drug Court, provided service to the mental health calendars, and handled all appeals. We collaborated with the Judiciary, Police, Defense Bar, Veteran's Administration and other stakeholders to create and open a Veteran's Treatment Court. The Court officially began to review and accept cases in November 2014. 2. Maintain a professional, dedicated and trained staff to carry out the duties of the Prosecuting Attorney as defined under the County Charter. Our staff participated in approximately 64 trainings to date. Whenever possible, we obtained scholarships and stipends to defray expenses. Staff training is important to improve skills for specialized areas of prosecution. We had staff cross trained among specialty areas. 3. Attend to the needs of victims and witnesses as they go through the criminal justice system to include providing case information, assistance with restitution and crime victim compensation and referrals to appropriate agencies. To date, we provided assistance to 6,312 persons, which included service to 4,442 victims and significant others of crime and their significant others. 4. Expand criminal case processing improvements utilizing technology within the office as well as among criminal justice system partners. We have taken a leadership role in implementing a statewide, computer based, information -sharing system. As part of this endeavor we have been working with the Judiciary and the Hawaii Criminal Justice Data Center (HCJDC) on a pilot project which will result in having the Judiciary's computer data system populate the data systems of the prosecutor offices across the state. We have replaced the employee computers that needed updating to remain in compliance with federal and state database security standards. Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY GENERAL PROSECUTION 5. Provide statewide Traffic Safety Resource Prosecutor to develop effective enforcement strategies to reduce highway offenses and traffic crashes. Although unfunded, we have provided the TSRP for the State and coordinated enforcement strategies to reduce highway safety violations and traffic crashes, and kept abreast of current issues related to traffic safety, including legislation, case law, and trial practice. An annual training for 58 was facilitated for law enforcement personnel and prosecutors and then presented in July to provide tools to evaluate cases, initiate appropriate charges, and pursue successful prosecutions of traffic safety-related and drugged driving cases. Improving the criminal justice system 1. Coordinate two training/educational workshops to improve the criminal justice system. Police, prosecutors, investigators and community service providers were presented with a Sexual Assault Awareness training by Dr. Bivens on July 18, 2014. The Domestic Violence Danger Assessment Tool training was presented for prosecutors, police officer and service providers on July 23, 2014. Training was presented in July 2014 that focused on Investigating and Prosecuting Drugged Drivers and Advanced Trial Advocacy. 58 attendees participated. Handwriting and Document Analysis training was conducted for police, prosecutors and investigators on August 22, 2014. In September 2014 training was sponsored addressing youth issues, culture and family dynamics in the Micronesian and Pacific Islander populations. 149 people attended. The Prosecutor's office coordinated the Evidenced Based Smarter Sentencing training to encourage reforms in Hawaii County. This occurred October, 2014. Pacific Islander Youth Empowerment Day occurred again on October 25. 2014. 195 Pacific Islander students participated. Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY GENERAL PROSECUTION A training for the ORAS -PAT - Offender Risk Assessment Survey was presented in November 2014. Victim Offender Conferencing Facilitator Training was presented in January to 16 new volunteer facilitators. They were trained and ready to take on cases diverted from traditional prosecution. A Community Policing Problem Solving Training was presented on February 2015 for two days for the police, prosecutors and service providers on the Big Island. Staff from the Prosecutors office presented a training "Restorative Justice in Victim Services" for Department of Public Safety staff on Oahu for three days in May 2015. 2. Meet quarterly with the Hawaii County Police Department to discuss joint initiatives, policies, and procedures to improve investigations and prosecutions. We have held four Police/Prosecutor meetings to discuss issues and status of ongoing projects. Numerous other meetings have been held with police for briefings, conferrals on specific cases, and on other specific topics. 3. Meet monthly with the police, courts, Children's Justice Center, Sexual Assault Nurse Examiners (SANE), Department of Health, service providers and others to improve handling of domestic violence, child abuse and sexual assault cases. Staff participated in regular meetings of the Statewide Coalition Against Domestic Violence, Big Island Coalition Against Physical and Sexual Abuse (BICAPSA), Children's Justice Center Advisory Committee, Child Welfare Services Advisory Committee, Family Violence Interagency Committee, East Hawaii Coalition for the Prevention of Child Abuse and Neglect, Hawaii Justice Reinvestment initiative, Big Island Criminal Justice Task Force, SAVIN Governance Committee, Visitor Aloha Society of Hawaii, UHH Coordinated Response Team, Hawaii Coalition Against Human Trafficking, Big Island Juvenile Intake and Assessment Center, Hokupa`a Youth Council, and Hawaii County Youth Council. Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY GENERAL PROSECUTION 4. Meet quarterly with Hawaii criminal justice agencies to discuss appropriate interventions and consequences for offenders. Staff participated in numerous statewide and island -wide committees which include -- Law Enforcement Coalition (LEC), Hawaii Prosecuting Attorney's Association (HPAA), State Highway Safety Planning, Western Community Policing Center State Advisory Committee, Big Island Drug Court, Gang Task Force, Big Island Criminal Justice Task Force, Mental Health Diversion Task Force, WSIN (Western States Intelligence Network), HIDTA (High Intensity Drug Trafficking Area), Internet Crimes Against Children Task Force (ICAC), HiTee — Hawai`i Technology Crime Task Force, Veteran's Court Planning Committee, and Visitor Aloha Society of Hawaii (VASH). Although not quarterly, staff also met with agencies: Big Island Drug Court Planning Team, Chronic Homelessness Intervention and Rehabilitation Project, West Hawaii Going Home Coalition, Big Island Criminal Justice Task Force, Children's Justice Center Interagency Committee, and West Hawaii Child Welfare System Interagency committee. Communitv initiatives to promote crime prevention and intervention and other efforts 1. Support juvenile delinquency prevention and intervention initiatives. We are in the third of three years in our Hawaii Teen Outreach Project® (TOP®) with clubs at the Youth Challenge Academy, Boys and Girls Club of the Big Island and Goodwill Industries. The project is being offered in the communities of: Milili`i, Kealakehe, Honoka`a, Mountain View, Kea`au and Hilo. Our Juvenile Accountability Block Grant supported at -risk youth on probation and their families to prevent them from continuing unhealthy behaviors help youth successfully complete the terms and conditions of their probation. Title If funding supports the Big Island Juvenile Intake and Assessment Center, the first of its kind in the State of Hawaii, designed to provide immediate intervention and referral to services for youth brought by Hawaii Police Department officers. Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY GENERAL PROSECUTION 2. Support domestic and family violence prevention and intervention initiatives We continue to facilitate the Family Violence Interagency Committee in East and West Hawaii without external funding. Focus is to increase awareness and improve response for victims and hold offenders accountable for their actions. Recently our domestic violence counselor assisted in implementation of a teen domestic violence program at local high schools. This program included training individuals at various schools to be a trainer, but also provided classroom time to a high school in Hilo. In September our office coordinated and sponsored an island wide "DV Summit". 100 people attended including agency staff and community individuals. Action plans were created to address domestic violence education needs and prevention strategies. Faith, the specially trained courthouse assistance dog, arrived at the prosecutor's office July 1, 2014 for her first full day of work. Faith is trained to assist victims, and sometimes witnesses, with getting through some of the process of meeting at the office and going to court. The victims and witnesses often find themselves petting and stroking her to calm their nerves. Her presence alone has been shown to reduce a stressed person's heart rate, reduce the fear and provide the support victims and witnesses need to get through the task at hand. The Prosecutors office helped to establish STARS (Surviving to Thriving *Advocacy*Resources*Support) a homicide survivors education and support group. Also the Annual Remembrance Luncheon and designation of a Memorial Peace Garden at the Office of the Prosecuting Attorney were supported by the Prosecutor's office. 3. Support neighborhood watch and other community based crime prevention and education initiatives. Staff participated in regular meetings of the Statewide Coalition Against Domestic Violence, Big Island Coalition Against Physical and Sexual Abuse (BICAPSA), Children's Justice Center Advisory Committee, Child Welfare Services Advisory Committee, Family Violence Interagency Committee, Going Home Consortium, East Hawaii Coalition for the Prevention of Child Abuse and Neglect, Hawaii Justice Reinvestment Initiative, Big Island Criminal Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY GENERAL PROSECUTION Justice Task Force, SAVIN Governance Committee, Visitor Aloha Society of Hawaii, UHH Coordinated Response Team, Veteran's Court Planning Team, the Juvenile Justice Task Force and Hawaii Coalition Against Human Trafficking. 4. Coordinate two training/educational workshops to promote crime prevention and early intervention initiatives. A walk and vigil in November was coordinated to remember the victims of domestic violence and promote non-violence. We also coordinated the twenty- five hour "DV 101" training for the Hawai'i State Coalition Against Domestic Violence for police officers, agency staff and community members. Trainings were presented in Kona and in Hilo. 5. Support the Committee on the Status of Women. formerly under the Mayor's Office. The Office of the Prosecuting Attorney supported the Committee on the Status of Women by providing assistance in meeting facilitation and fiscal transactions. Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN 1. Sponsor and coordinate an island -wide essay contest to increase awareness among students on the accomplishments of women in Hawaii County for Women's History Month. The Committee again sponsored the annual Real Women Creative Writing Competition. A call for essays went out to public, charter, private and immersion school students in grades 5th through 12" across the island. Essays were judged by community leaders and Committee members. The awards luncheon was held on April 12, 2015, to honor student authors and their Real Woman, their parents and the participating teacher. The public was also invited to attend on a fee basis. This year's attendance was over 100 people — the best participation ever. 2. Participate in at least one community event during Women's Health Month. In September, 2014, the Committee co-sponsored a "Ladies' Night Out" in Hilo and the "Boomer Women Aging Well" seminar in Kona. 3. Promote awareness of equal pay for equal work for women. The Committee utilized private funding to distribute snack size PayDay candy bars to promote awareness of equal pay for equal work. The campaign was carried out during June, 2015. 4. Promote Teen Dating Violence Prevention/Education The Committee received $40,000 in Hawaii County Council funding to create awareness to prevent Teen Dating Violence and to promote healthy relationships. The Committee sponsored a return visit to Big Island for Dr. Jill Murray, nationally -acclaimed expert on Teen Dating Violence prevention and awareness. The Committee held two Teen Dating Violence Summits, the first in Hilo and the second in Kona. Participants included: high school students, counselors, first responders, coaches, parents and interested community members. The format was a joint session in the morning, then lunch and students returned to school. The afternoon session was for adult participants to learn to recognize signs of abuse and violence and a strategy for action. The Summits were well attended by over 150 students in Hilo and over 200 students in Kona. A smaller gathering of students with Dr. Murray was also held in North Kohala. Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN The Committee funded on -island radio public service announcements, voiced by Dr. Murray, which educated listeners about preventing teen dating violence and how to recognize a healthy, loving relationship. These PSAs aired all year. In May, 2015, the Committee again sponsored PSA announcements and hung a CSW banner at the Honoka'a Rodeo. 5. Participate in local and/or off -island meetings by sending at least one representative to a statewide conference. The purpose of which will be to share information with the Committee members on current programs, legislation or issues that affect the status of women. No events attended. 6. Update and make available on the County website the Urgent Services Directory for Families annually. The Urgent Services Directory for Families was updated and released in March, 2015. To support the Committee's work on Teen Dating Violence prevention, a special Teen's section was added to the Directory. The committee facilitated the printing and distribution of the "Urgent Services Directory for Families". Plans are underway to make the "Directory" available on the County website in 2015. 7. Hold rotating monthly meetings in East Hawaii, North Hawaii and West Hawaii to better allow participation from the public. The Committee met nine times, rotating locations between East Hawaii, North Hawaii and West Hawaii. Meetings alternate between in-person and all video conference, held in Hilo and Kona. 8. Hawaii Island Women's Leadership Forum Several members of the Committee are also members of the Hawaii Island Women's Leadership Forum (HIWLF). HIWLF launched the inaugural Hawaii Island Women's Leadership Summit, held on April 24, 2015, at the Hilton Waikoloa Village. The event sold out to 300 participants in 18 days, primarily on social media. Summit sponsors included UH College of Continuing Education and Community Service, the Mayor's Office, various Hawaii County Council members, the Committee on the Status of Women ($500) and various Final Status Report on Program Objectives for FY 2014-15 PROSECUTING ATTORNEY COMMITTEE ON THE STATUS OF WOMEN other organizations. The Summit included 20 workshops and a Vendor Expo, where 28 companies participated. The Summit also attracted participants from across the state. The Committee also was the conduit for 513,500 in County Council contingency funds to support the Summit. HIWLF is planning to host several events during the year, around the island, to keep the conversations started at the Summit flowing. The 2"a Annual Women's Leadership Summit is being planned for 2016. 9. Cell Phone Safety Cards The Committee created cell phone safety cards after it became aware of how cell phones are being used in abusive relationships. 20,000 cell phone wallet -sized cards are being distributed across [fig Island. While the initial focus was students, 5" grade through high school, these cards are appropriate for all ages. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 21 PUBLIC WORKS PUBLIC WORKS ADMINISTRATION 1. Ensure core functions are accomplished within budget 90% of the time as measured by monthly financial reports. Core functions accomplished within budget 90% of the time. 2. Reduce by 10% claims due to industrial accidents. 'I o achieve this, educate personnel through training programs for personal and operational safety. Our total accident count was 18. 3. Encourage at least one third of the total departmental employees to participate in safety related training per year. 154 employees have received safety related training. This is already more than one half of total employees goal. 4. Improve customer service to the public by training all employees in customer service skills. Schedule mandatory customer service training for all employees to include at least one module per year. No training modules were set up for employees to attend. However 14 employees took the initiative to view Webinar sessions. 5. Comply with the National Bridge Inspection (NBI) and other Federal, State, and County of Hawaii bridge inspection regulations including preparation and submission of bridge reports, by conducting 128 of the bridge inspections every two years as they are due. 24 bridges have been inspected and 77 bridges need to be inspected by June 30, 2016. Six Month Progress Report on Program Objectives for FY 2015-I6 PUBLIC WORKS ADMINISTRATION 6. Performing bridge repair and maintenance projects on at least 4 bridges that have been identified as requiring timely action due to deterioration, deficiencies, and defects. Carry out bridge replacements and/or rehabilitations, as well as scour analysis countermeasure implementation as needed. This includes implementing the planning, design, construction management, and permitting processes of an average of three to five per yew, depending on the severity and complexity of the repair work and available resources that needs to be done. Reed's Island Bridge and Wili Stream Bridge are completed. Hakalau Bridge rehabilitation on Kanna Road is in progress. Six Month Progress Report on Program Objectives for FY 2015-16 PUBLIC WORKS BUILDING I. Process first round permit / plan review application submissions within 20 calendar days The first round permit / plan review application submissions not processed within 20 calendar days were a result primarily of insufficient plan review personnel due to absences/vacancies, sustained increased level in permit submissions and submissions of improperly prepared plans. Records indicated that of the 5,872 building permits processed, 3,723 (63%) were issued after I s' round submission review meaning 2,149 (37%) were returned for correction and required resubmission. Records also indicated that of the 3,723 Is' round submissions, 2,731 (73.35%) were processed within 14 days, 647 (17.37%) required 14 and 28 days to process, and 351 (9.42%) required 28 — 42 days to process. In particular, insufficient building plan review personnel and sustained increase level in permit applications contributed to the division's inability to effectively process permits and review plans within the consistent timeframe of 20 calendar days. Improperly prepared plan submissions are especially burdensome as they literally require duplication, triplication, etc. of staff effort for each resubmission. In example, the 5,872 building permits issued required 8,292 plan reviews or 2,420 additional plan reviews due to improperly prepared plan submissions. Additional plan review personnel are needed to accomplish this program initiative. Despite providing and continuously updating instructional guidelines/checklists and utilizing opportunities for conducting training on preparing plan submissions, the volume of improperly prepared plan submissions remained elevated. Alternative measures to reduce the number of improperly prepared plans such as imposing a plan review fee will need further consideration. Adding an electronic plan review module will further contribute toward reducing the time it takes to process a permit by eliminating the physical routing of plans and enabling agencies remote desktop and simultaneous review capabilities. 2. Provide inspection services within 48 -hours of contractor request. Currently, inspection schedules were varied one, two, three or five time(s) per week in reflection of the geographic area construction activity. Insufficient inspection personnel contributed to the division's inability to consistently provide inspection services within the 48-hour initiative. Complaint/violation investigation and resolution are particularly impacted for same attributes. We have added four building. Sis Month Progress Report on Program Objectives for FY 2015-16 PUBLIC WORKS BUILDING inspectors, four electrical inspectors, and two plumbing inspectors. With new positions we shall be able to accomplish this program initiative. 3. Schedule and complete 90% of routine (non-critical) maintenance and repair requests within 30 calendar days of receipt of request. 731 work request were received of which 649 (89 %) were completed within 30 - days. The remaining work requests were typically deferred due to equipment/materials/supplies unavailability/procurement time and deferral due to randomly assigned priority projects (i.e., Planning Department and Building Division renovations at Aupuni Center, radio sites repair, Kaiwiki Bridge repair). 4. Improve the processing of building, electrical, plumbing and sign permits, and the public's access to information. Magnet software implementation as of the December 2015 remains incomplete on multiple critical requirements including but not limited to: migration of permit data from the WANG and Lotus permit software, iPad synchronize for field inspection data communication and entry, coordination of GPS with address information, data field automations, data manipulation and report generation, permit payment accounts, etc. The unsuccessful work to implement the Magnet software over the 45 -months since its launch suggests a software replacement is required. A request for proposal (RFP) to acquire a new permit software system is in preparation. New positions were authorized and are being filled (four land use plan checkers at planning, one structural engineer, one electrical engineer, one mechanical engineer and one program manager) to provide the needed resources to process permits and review plans. Changes are also being implemented to the permitting process including Planning Department assuming the intake of permits after verifying zoning compliance, processing "easy" permits (solar water heater and photovoltaic system) out from the I" -in 1" -out sequence and issuing these within 48 hours. The expectation is that the additional authorized positions and process changes will improve/reduce permit processing time. Six Month Progress Report on Program Objectives for FY 2015-16 PUBLIC WORKS ENGINEERING Participate in the State/FHWA Statewide Transportation Improvement Program (STIP). The $13.3 million Kamehameha Avenue Reconstruction Project has been completed. The $16.9 million Kaiminani Drive Reconstruction Phase II Project and the $5.1 million Manono Street Improvement Project is being constructed. Working on the design for the Kawailani/`Bvalani Intersection Improvement Project and the Alii Drive Culvert Replacement Project. Working on the planning phase for the Kuakini Highway Phase 2, Upper Waianuenue Ave Improvement Project and Mamalahoa Highway (Waimea) Widening Project. 2. Complete County CIP drainage and Roadway projects in a timely manner. Some projects have fallen behind schedule due to manpower shortages resulting from unfunded vacancies. Currently, we do not have an adequate engineering, drafting and inspection staff causing project delays and a shift toward consultant design contracts. Completed construction of the Cemetery Road Restoration Project and the South Kona Drainage Improvement Project. On- going construction projects include the the Mamalahoa Bypass Project, Kapi'olani Street Extension Project, the Mamalahoa Highway (Waimea) Improvements Project and the Komohana Street Reconstruction Project. On- going planning and design projects include Kalanianaole Ave Reconstruction Project, West Hawaii Traffic Signals Project, Kamehameha Avenue Reconstruction Phase II Project, Nani Kailua Extension Project, AIN Drive Shoulder Improvements Project and the Henry Street Reconstruction Project. 3. Prepare parcel maps in three months and process subdivision applications in three months. Parcel maps have been prepared, and subdivision applications processed within three months. 4. Provide in-house construction management for all projects. Some construction management projects outsourced due to unfunded vacancies and the volume of projects in construction. We supplemented our inspection staff with contract employees. Six Month Progress Report on Program Objectives for FY 2015-16 PUBLIC WORKS ENGINEERING 5. Respond to or process 80% of all time -sensitive documents, such as subdivision, change of zone, and variance applications, by stipulated deadlines. Responded to or processed 85% of all time -sensitive documents by stipulated deadlines. 6. Respond to or process 70% of all materials that do not have a stipulated deadline, such as construction and grading plans, complaints, and environmental matters within two weeks. Responded to 40% of all materials that do not have stipulated deadline within two weeks. 7. Provide same day service for 75% of all permits issued by the Division, including building permits. Provided same day service for 75% of all permits issued by the Division. Six Month Progress Report on Program Objectives for FY 2015-I6 PUBLIC WORKS AUTOMOTIVE L Support the various County departments/agencies island -wide with repair, maintenance and welding services, and by performing at least 90% of these services by staff (versus contract). Received by 1,993 work orders, of which 1,880 were completed, or 94.0%. Contracted out 113 work orders or 6.0%. 2. Reduce the average monthly repair backlog for the Construction section from previous fiscal year. The backlog for increased by ten during the period of July 2015 to December 2015. 3. Reduce the average monthly repair backlog for the Automotive section by from previous fiscal year. The backlog for repairs decreased by seven during the period July 2015 to December 2015. Six Month Progress Report on Program Objectives for FY 2015-I6 PUBLIC WORKS FLOOD CONTROL Continue to conduct semi-annual inspections of flood control system For July 2015 to December 2015, the U.S. Army Corps of Engineers inspected various flood control systems, including those in the district of South Hilo. 2. Continue to maintain flood control systems. a. Prevent deterioration of structures by repairing within six months. b. Clear debris such as mud, rocks, branches, etc. from channel within three months. c. Control weed and brush growth by using herbicides and mowing quarterly. For July 2015 to December 2015, we continued the maintenance and repair work of various flood control systems, including those in the districts of South Hilo, North Hilo/Hamakua, North/South Kohala, North/South Kona and Ka'u. Work also included maintenance work at the Pu`ukapu Watershed in Waimea. Six Month Progress Repon on Program Objectives for FY 2015-16 PUBLIC WORKS ADMINISTRATION I. Ensure core functions are accomplished within budget 90% of the time as measured by monthly financial reports. Core functions accomplished within budget 90% of the time. 2. Reduce by 10% claims due to industrial accidents. To achieve this, educate personnel through training programs for personal and operational safety. Total number of department -wide industrial accidents was 24. 3. Encourage at least one third of the total departmental employees to participate in safely related training per year. 236 employees have received safety related training or 70% of the total employees in the department. 4. Improve customer service to the public by training all employees in customer service skills. Schedule mandatory customer service training for all employees to include at least one module per year. 31 employees attended customer service training. No training modules were set up for UPW employees to attend so only HGEA, etc. attended modules offered. Therefore, not all of our employees were trained. *Note that Module 1 was a pre -requisite before attending other modules and was offered only once in Hilo and once in Kona in September 2014 and no Module 1 was offered in the next semester. 5. Comply with the National Bridge Inspection (NBI) and other Federal, State, and County of Hawaii bridge inspection regulations including preparation and submission of bridge reports, by conducting 128 of the bridge inspections every two years as they are due. Performed 25 bridge inspections. Data and information collected during inspection was entered into the State DOT's Bridge Management Software (BrM) and incorporated into each bridge report, prepared by DPW and transmitted to the State DOT/Highways Division/Bridge Section. The bridge inspections were performed in full compliance with National Bridge Inspection Standards (NBIS) procedures and regulations promulgated by FHWA. Final Status Report on Program Objectives for FY 2014-15 PUBLIC WORKS ADMINISTRATION 6. Performing bridge repair and maintenance projects on at least four bridges that have been identified as requiring timely action due to deterioration, deficiencies, and defects. Carry out bridge replacements and/or rehabilitations, as well as scour analysis countermeasure implementation as needed. This includes implementing the planning, design, construction management, and permitting processes of an average of three to five per year, depending on the severity and complexity of the repair work and available resources that needs to be done. Ongoing bid documents preparation of bridge repair drawings and specifications, including structural engineering calculations and plans of action for eight bridges island -wide. 7. Comply with the Federal Highway Administration (FHWA) requirements by conducting structural analyses to determine the load ratings (Inventory and Operating) capacity of 52 in-service bridges, registered in the National Bridge Inventory (NBI). Load ratings for ten bridges are either complete or under contract. Another 42 bridges will be contracted to engineering consultant by December, 2015. 8. Comply with the Code of Federal Regulations' (CFR) mandate by conducting underwater inspections to 2 NBI registered in-service bridges: Bridge 423-1 Keawe- Wailuku Bridge and Bridge #29-3 I lakalau Stream Bridge. We have not yet formally awarded, but are actively pursuing execution of a contract. Final Status Report on Program Objectives for FY 2014-15 PUBLIC WORKS BUILDING I_ Process first round permit / plan review application submissions within 20 calendar days The Building Division initiative of processing first round permit / plan review application submissions within the calendar day goals was attained 75% of the time. This due to primarily insufficient plan review personnel absences/ vacancies, sustained increase in permit submissions during FY 2014 - 15 and submissions of improperly prepared plans. Records indicated that of the 14,646 permit applications reviewed, 10,933 (75%) were processed and issued within 14 days; 1,776 (12%) were process and issued between 14 — 28 days; 669 (4.5%) between 28 — 42 days; and 1,268 (8.6%) required more than 42 days to process and issue. Building plan reviews have taken longer to process than that of electrical and plumbing plans. This is primarily attributed to having insufficient building plan review staff and a high volume of improperly prepared building plan documents (13.9% or 2,041 of 14,646 building plans required greater than a single review) that were returned for corrections or additional information. Of the total number of reviews (17,629), over 28.5% were reviewed more than one time. Additional plan review personnel are needed to accomplish this program initiative. Despite providing and continuously updating instructional guidelines/checklists and utilizing opportunities for conducting training on preparing plan submissions, the volume of improperly prepared plan submissions remained elevated. Alternative measures to reduce the number of improperly prepared plans will need further consideration. Adding an electronic plan review module will further contribute toward reducing the time it takes to process a permit by eliminating the physical routing of plans and enabling agencies remote desktop and simultaneous review capabilities. 2. Provide inspection services within 48 -hours of contractor request. The building division did not achieve the initiative of providing inspection services within 48 -hours of contract request. Currently, inspection schedules were varied one, two, three or five time(s) per week in reflection of the geographic area construction activity. Insufficient inspection personnel contributed to the division's inability to consistently provide inspection services within the 48-hour initiative. Complaint/violation investigation and resolution are particularly impacted for same attributes. Adding inspection personnel are needed to accomplish this program initiative. Final Status Report on Program Objectives for FY 2014-15 PUBLIC WORKS BUILDING 3. Schedule and complete 90% of routine (noncritical) maintenance and repair requests within 30 calendar days of receipt of request. Maintenance personnel achieved the goal. Of the 1,410 maintenance and repair work request, 1,320 (93%) are completed within a week or less. The remaining work requests were typically deferred due to equipment/materials/supplies availability and procurement time required. 4. Improve the processing of building, electrical, plumbing and sign permits, and the public's access to information. The building division launched the phase-in of its new permit software (Magnet) that has evidence permit processing and public access to information were improved. Features such as on-line application, web portal permit status review, and on-line payment have been implemented. Features such as contractor accounts, historic data migration, real property data links, permit placard issuance by email and a host of other features are still scheduled to be implemented. Work continues on features that will improve the processing of permits. Final Status Report on Program Objectives for FY 2014-15 PUBLIC WORKS ENGINEERING Participate in the State/FHWA Statewide Transportation Improvement Program (STIP). The $12 million Kamehameha Avenue Reconstruction Project, the $16.9 million Kaiminani Drive Reconstruction Phase II Project and the $5 million Manono Street Improvement Project are being constructed. Working on the design for the Kawailani/lwalani Intersection Improvement Project and the AIN Drive Culvert Replacement Project. Working on the planning phase for the Kuakini Highway Phase 2 Project, Upper Waianuenue Ave Improvement Project and Mamalahoa Highway (Waimea) Widening Project. 2. Complete County CIP drainage and Roadway projects in a timely manner. Some projects have fallen behind schedule due to manpower shortages resulting from unfunded vacancies. Currently, we do not have an adequate engineering, drafting and inspection staff causing project delays and a shift toward consultant design contracts. Completed construction of the Analio Culvert Replacement Project, Ponahawai Resurfacing Project, Mauna Loa Drive Storm Damage Repair Project and the La'aloa Avenue Extension Project. On-going construction projects include the Mamalahoa Bypass Project, Kapi'olani Street Extension Project and the South Kona Drainage Improvement Project. On- going planning and design projects include Kalaniana`ole Ave Reconstruction Project, West Hawaii Traffic Signals Project, Kamehameha Avenue Reconstruction Phase 11 Project, Mamalahoa Highway (Waimea) Improvements Project, Nand Kailua Extension Project, AIN Drive Shoulder Improvements Project, Komohana Street Reconstruction Project, Henry Street Reconstruction Project and Lako Street Extension Project. 3. Prepare parcel maps in three months and process subdivision applications in three months. Achieved goal. 4. Provide in-house construction management for all projects. Goal not achieved due to unfunded vacancies and the volume of projects in construction. We supplemented our inspection staff with contract employees. Final Status Report on Proa am Objectives for FY 2014-15 PUBLIC WORKS ENGINEERING 5. Respond to or process 80% of all time -sensitive documents, such as subdivision, change of zone, and variance applications, by stipulated deadlines. Achieved goal at 85%. 6. Respond to or process 70% of all materials that do not have a stipulated deadline, such as construction and grading plans, complaints, and environmental matters within two weeks. Achieved goal at 70%. 7. Provide same day service for 75% of all permits issued by the Division, including building permits. Achieved goal at 75°%. Final Status Report on Program Objectives for FY 2014-15 PUBLIC WORKS AUTOMOTIVE I. Support the various County departments/agencies island -wide with repair, maintenance and welding services, and by performing at least 90% of these services by staff (versus contract). Received by staff 3,614 work orders, of which 3,337 were completed, or 92%. Contracted out 277 work orders or 8%. 2. Reduce the average monthly repair backlog for the Construction section from previous fiscal year. The average monthly backlog for repairs was 36, as compared to 43 in FY 2013- 14, decreased by seven. 3. Reduce the average monthly repair backlog for the Automotive section by from previous fiscal year. The backlog for repairs was 22, as compared to 18 in FY 2013-14, increased by four. Final Status Report on Program Objectives for FY 2014-15 PUBLIC WORKS FLOOD CONTROL 1. Continue to conduct semi-annual inspections of flood control system. This goal is currently being met. For July 2014 to June 2015, the U.S. Army Corps of Engineers inspected various flood control systems, including those in the district of South Hilo. 2. Continue to maintain flood control systems. a. Prevent deterioration of structures by repairing within six months. b. Clear debris such as mud, rocks, branches, etc. from channel within three months. c. Control weed and brush growth by using herbicides and mowing quarterly For July 2014 to June 2015, we continued the maintenance and repair work of various flood control systems, including those in the districts of South Hilo, North HilofflAm3kua, North/South Kohala, North/South Kona and Ka'ii. Work also included maintenance work at the Pu`ukapu Watershed in Waimea. Final Status Report on Program Objectives for FY 2014-15 22 RESEARCH DDE'V/ETL0P1 ']NfT RESEARCH & DEVELOPMENT AGRICULTURE 1. Develop and support opportunities to expand the market for Hawai'i Island products and facilitate private -public partnerships for extension programs, agricultural research and infrastructure. By June, 2016: a. Support at least three projects promoting agricultural products. Support has been provided and funds awarded to the following agricultural projects which promote agricultural products: • Hawaii Export Nursery Association - "2015 HENA Sustainable Education & Promotional Marketing Program". Hawai'i Export Nursery Association (HENA), in partnership with 2 other agricultural associations, supported the MIDPAC Horticultural Conference and updated their Buyers Guide and Membership Directory for their clientele. • Hawai'i Tropical Flower Council - "Maximizing Hawaii's Flowers and Foliage Opportunities". Hawai'i Tropical Flower Council (HTFC) promoted the Flowers and foliage of Hawai'i at the Philadelphia Flower Show, at other local shows, through its website, and with international designers to use local products. • Big Island Association of Nurserymen - "2015-2016 Continuing Community Education and Product Promotion Program": Showcased nursery products to the public along with educational topics. • Taste of the Hawaiian Range - "Marketing and Promotion of Locally Raised Meats, Fruits, and Vegetables through Taste of the Hawaiian Range": The event showcased ways to use the different cuts of beef and other livestock acceptable by the public. • Hawai'i Tropical Fruit Growers - "25th Annual Hawaii International Tropical Fruit Conference": Conference highlighted fruits grown in Hawai'i and provided the opportunity for attendees to taste them. • Hamakua Harvest, Inc. - "Promoting Regional Farm Products thru the 1st Annual Hamakua Ag Festival". Festival held to highlight local products. Six Month Progess Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT AGRICULTURE b. Support at least two agriculture research projects that have strong industry based support. • Hawai'i Papaya Industry Association - "Expand Market for Rainbow Papaya through Export". Hawai'i Papaya Industry Association (HPIA) held inbound missions to promote the Rainbow papaya in the Japanese market as 85% of Hawaii's- papaya industry raises the Rainbow papaya. The project also supported an effort to research and gain clearance from China to market the Rainbow papaya. c. Support at least three agriculture extension programs to support the development of farmer skills and/or business management. Support has been provided and funds awarded to the following agricultural extension programs involving the development of farmer skills and/or business management: • The Kohala Center - "Technical assistance and trainingfor beginning farmers on Hawaii Island". Students were provided educational classes, as well as hands-on experience of farming. • Boys & Girls Club of the Big Island - "The "Green -to -Green " Sustainable Futures Project": A project that works with youth to build financial literacy and entrepreneurial savvy by marketing local agricultural products that they leam to produce. • University of Hawaii - "Fostering the Growth of a Hawaii Tea Industry With tea a strong potential as a new crop for Hawaii Island, this project educated new producers on the basics of the propagation, growing, harvesting and processing of tea. • Big Island Resource Conservation and Development Council (Inc.) - "4-11 Livestock and Agricultural Education": Educated youth on best practices for raising livestock. d. Support County participation at two trade shows/trade missions. Supported County participation at the following: • Hawai'i Papaya Industry Association -"Expand Market for Rainbow Papaya through Export": Hawaii Papaya Industry Association (HPIA) held inbound missions to promote the Rainbow papaya in the Japanese market. Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT AGRICULTURE • Hawai`i Tropical Flower Council - "Maximizing Hawai`i's Flowers and Foliage Opportunities": Hawai`i Tropical Flower Council (HTFQ promoted the flowers and foliage of Hawaii at the Philadelphia Flower Show and at other local shows. e. Support at least two aquaculture research projects to develop anew economic industry or to increase seafood production in Hawaii. No project has met the qualifications for funding at this time. 2. Support at least one marketing initiative to buy locally grown or value added/post- harvest agriculture -based products. Support has been provided and funds awarded to the following agricultural programs: • Taste of the Hawaiian Range - "Marketing and Promotion of Locally Raised Meats. Fruits. and Vegetables through Taste of the thawaiian Range" • Boys & Girls Club ojthe Big Island - "The "Green-to-Green"Sustainable Futures Project" • Hamakua Harvest, Inc. - "Promoting Regional Farm Products thru the 1st Annual Hamakua Ag Festival" • Big Island Association of Nurserymen - "2015-2016 Continuing Community Education and Product Promotion Program" 3. Support at least one Little Fire Ant research or extension project. No project has yet been accepted for funding at this time. 4. Develop a system of support to keep the County's agricultural website up to date and useful for a wide range of agricultural interests. Contractor has been selected for the website update. Six Month Progress Report on Program Objectives for FY 2015-10 RESEARCH & DEVELOPMENT TOURISM I_ Increase the reach of the annual Hawaii Island Tourism Marketing Plan through advertising and promoting direct air service to flawai`i Island, increasing Conventions, Meetings and Incentives (CMI) bookings, and increasing outreach to kama`aina visitors and targeted international and niche markets by June 2016. The contract with the Big Island Visitors Bureau (BIVB) commenced on August 17, 2015. As of December 31, 2015, BIVB was fully staffed and had presented a strong promotions and marketing plan to address all of the required areas. To date, targeted marketing occurred at the Ironman Championship Race and National Association of Career Travel Agents' Annual Conference. 2. Support island -wide economic development, community driven activities through support of twenty festivals, ongoing tourism activities, sporting events and projects that improve the visitor arrival experience through the annual HTA County Product Enrichment Program (CPEP) and R&D Supplemental Awards Request for Proposals by June 2016. Monitored fifteen 2015 Hawaii Tourism Authority (HTA) County Product Enrichment Program (CPEP) contracts, five 2015-16 R&D Economic Development contracts, and conducted seven event evaluations during this time period. 3. Support at least five opportunities, by June 2016, for: • capacity building of visitor industry employers/employees and grantees; • connecting and bridging Hawaii communities with the visitor industry. Coordinated the 2015 HTA CPEP Ho`ike event, and provided five one-on-one consultation sessions to contractors regarding marketing, event management and expansion, as well as other capacity building issues. 4. Attend or facilitate at least five meetings to develop the new Tourism Strategic Plan (State and Hawaii Island) and to support visitor safety efforts. Convened and facilitated two meetings to discuss the process on updating the new Tourism Strategic Plan, and identifying key stakeholders to participate in the oversight committee. Six Month Progress Report on Program Objectives for FY 2015-I6 RESEARCH & DEVELOPMENT TOURISM 5. Support at least two Native Hawaiian cultural events and work with their host nonprofit organizations to build their organizational capacity. Convened and facilitated meetings to discuss funding opportunities and organizational assessments with one community based organization that have Native Hawaiian cultural events planned for 2016. 6. Share the Hawaii Tourism Authority's (HTA) Mae'mae Guide and cultural resources websites with all sponsored programs, festivals and events to ensure Hawaiian place names are correctly spelled and diacritical marks are used appropriately. The Ma`ema`e Style Guide is being shared with all contractors and promoted at annual festivals and events seminars, including the State Tourism conference in August 2015. Six Month Progress Repan on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT 1. Administer the joint State/County Enterprise Zone program and increase business participation by ten percent by June 2016. • As of December 31, 2015, a total of 73 Hawaii Island businesses participated in the Enterprise Zone Program. • Hawai'i County has recommended that the Governor designate three new Enterprise Zones, as well as expand the boundaries, and rename the South Kona Enterprise Zone. 2. Provide funding or technical assistance to three projects to build Hawai'i Island's science and tech sector, including research, education and businesses by June 2016. Support and/or funding provided to the following: • Multipurpose Manufacturing Advanced Development Enterprise (MMade in Hawai'i): Hawai'i State Legislature in 2015 appropriated $8.5 million dollars for a facility. Participated in planning discussions regarding the facility and its contents to pave the way for Hawaii County's future technology development. • Hawai'i County Economic Opportunity Council — Mauna Kea Astronomy Business Development and Innovation Project. Funding provided to begin the formation of cornerstone businesses and industries with the capacity to generate additional spin-off innovation ventures and activities. 3. Provide funding and/or technical assistance to two organizations for business economic development projects by June 2016. Support and/or funding provided to the following: • Hawai'i AgriTourism Association— Project to Establish Global Presencefor AgriTourism on Hawaii Island: Funding provided to create an International AgriTourism Study, which will be used as ground work for a proposed AgriTourism Symposium. • Hawai'i Food Manufacturers Association —International Food & Beverage Exhibition: Funding provided to assist four to five companies participate in the 2016 show being held March 8-11 in Tokyo. • Hawai'i County Economic Opportunity Council — GVS Transmedia Accelerator Program: Promoted the development of innovative companies in multiple innovative technology platforms (transmedia), as well as expand and strengthen the film and multimedia industry. • Hospice of Hilo — Hawai'i Palliative Care Center (HPCC) Capacity Building Project: Funding provided to restructure the business model, service process, team structure and rebranding of the program. Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT Downtown Improvement Association —Downtown Hilo Holiday Experience: Funding provided to assist DIA with its holiday beautification project to increase visitor and resident attendance to patronize Downtown Hilo small businesses. University of Hawai `i Office of Research Services CTAHR — The Annual Big Island Natural Farming Symposium 2015: Funding was provided for the first symposium which allowed researchers and farmers to share information to the group so people could network and collaborate to build a healthy food shed from seed to plate. 4. Partner with or fund two organizations on workforce development initiatives or projects by June 2016. Partnered and/or funding provided to the following: • Pacific International Space Center for Exploration Systems— Moon Riders Project: Funding provided for the integration cost of sending the MoonRIDERS flight program to the Moon. • Lfawai`i Council on Economic Education —Multi -phase Economics and Financial Literacy Teacher Training Program: Funding was provided for this two phase program of Advocating for Economic Education in the Classroom and Integrating Personal Finances and the Stock Market in the Classroom through a `train the trainer' program. 5. Support activities that maximize existing industries. Support provided to the following: • Kona Brewery— Provided technical assistance, introduction and information to assist business in the expansion of the brewery here on Hawaii Island • Soil and Water Conservation Districts on Hawaii Island - Funding to provide technical assistance and conservation planning to ranchers and farmers with grubbing and/or grading activities, and assistance relating to soil and water issues. Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT ENERGY 1. Develop a master Request for Proposals (RFP) for Civil Defense energy projects for Hawaii County by June 2016. The County of Hawaii Energy Program has reviewed the past 10 years of Energy Emergency Preparedness Plans for the County that were available. The Energy Coordinator has reviewed the State of Hawaii Civil Defense plans coordinated by the Department of Business Economic Development, and Tourism (DBEDT) — Strategic Industries Division (SID). The County of Hawaii has hired a consultant to assist in updating the County plan and developing the draft RFP. 2. Complete centralized energy monitoring system to coordinate large energy use of County facilities by June 2016. The County of Hawaii Energy Program continued to monitor its energy usage at the large energy use facilities within County government, and identified facilities that could benefit from energy retrofits. The energy retrofits targeted involve interior lighting; specifically replacing existing lights with Light - Emitting -Diode (LED) technology that has a potential of 50% annual savings. Continued collaboration with Hawaii Energy (State Energy Efficiency Contractor administered by Hawaii Public Utilities Commission) in creating a program to provide the best available lighting options that qualify for energy efficiency rebates. 3. Provide support to the Department of Water Supply for completion of Lalamilo Wind Farm project by June 2016. The groundbreaking of the Lalamilo Wind Farm Project was held on September 30, 2015; project is on -schedule for completion by late, 2016. Environmental Assessments, lengthy lease negotiations with the Department of Land and Natural Resources (DLNR), and federal requirements needing rectifying were all factors in the delay of the estimated completion date, in addition to the requirement of all processes meeting Department of Water Supply Board approval. New estimated completion date is set for November, 2016. 4. Facilitate 50 % of Mayor's top ten projects in research, development and deployment by June 2016. Most of the Hawaii Public Utilities Commission Dockets are comprising of the top ten projects required by the Administration: Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT ENERGY Hawaii Public Utilities Commission Docket involving a Merger between NextEra Energy and Hawaiian Electric Industries (PUC Docket No. 2015- 0022) is at the mid point with a PUC Decision expected June. 2016. The Long -Range Electric Utility Planning Docket called Power Supply Improvement Plans (PUC Docket No. 2014-0183) had just opened and will be worked concurrently with the Merger Docket (mentioned above). Decoupling Docket (PUC Docket No. 2013-0141) is currently open and expected to be completed by June, 2016. 5. Facilitate and support the complete LED Street Lamp energy efficiency project by .lune 2016. The County of Hawaii Energy Program continued work with the Department of Public Works — Traffic Division and has retrofitted 30% of the approximately 10,000 lamps island -wide with the light -emitting -diode (LED) Street Lamp retrofits. The conversion is from the existing Low -Pressure Sodium Lamps to the LED technology. The LED lamps show savings of approximately 50% per installation and last longer with less required maintenance. The installation process required additional capital and manpower approval, all which required additional time, therefore the schedule has been extended to have project fully complete by November 2016. Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER Information Resources Program 1. Provide timely and thorough response to statistical information requests. The Integrated Resource Center staff provided data research services for County departments and the public as requested. 2. Collect statistical information for the County of Hawaii Data Book. The department has contracted with the Hawaii Small Business Development Center (SBDC) Network Business Research Library to compile and produce an updated County of Hawai'i Data Book. 3. Acquire and maintain research and resource materials pertinent to County needs. Developed, produced, and distributed the informational book, How to Start a Business in Hawai'i County. This publication will be updated periodically and is posted on the department's web page. Collected relevant business guides and forms to distribute to clients of the two new Business Resource Centers in Hilo and Kona. 4. Maintain and update the Department's web pages and public documents. The Integrated Resource Center staff updated the department's web pages, public documents, and calendar items as needed. 5. Disseminate industry economic data via website and social media. Monthly economic statistics and other relevant reports are collected and posted online regularly. 6. Provide industry community support. • The Integrated Resource Center partnered with the Hawai'i Island Chamber of Commerce and the Kona-Kohala Chamber of Commerce to host two Hawai'i Export Seminars conducted by John Holman, Director of the U.S. Foreign Commercial Service for the Pacific Islands. Six Month Progress Report on Program Objectives for FY 2015-16 10 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER • The Integrated Resource Center conducted stakeholder research on the market feasibility for breadfruit. Research culminated in a working group meeting of growers to find out what kind of assistance the County can provide that would be most helpful to local farmers. Two themes were identified: site studies for breadfruit varieties, and processing and certified kitchen infrastructure. The Integrated Resource Center is working with nonprofit, industry, and funding partners to respond to this need. • The Integrated Resource Center researched agricultural labor alternatives in response to a current critical need among macadamia nut and coffee growers. Discussions with Hawaii Correctional Industries ensued and the first private labor contracts in the State are in development. • In November 2015, the Integrated Resource Center opened two one-stop Business Resource Centers in the department's Hilo and Kailua-Kona offices. Each office is equipped with a public -use computer and staff on hand to assist anyone who wishes to start a business. This initiative serves as a clearinghouse of regulatory and resource information for all industries and stages of business development. The Integrated Resource Center staff has met with over 120 clients representing a variety of industries including agriculture, hospitality, personal services, tourism, and manufacturing. Staff provide referrals to partners including the Small Business Development Center (SBDC), Chambers of Commerce, Department of Commerce and Consumer Affairs (DCCA), Department of Taxation, Department of Labor, and the County, Departments of Liquor Control and Planning. • The department has partnered with the Department of Commerce and Consumer Affairs (DCCA) to host a Business Action Center Resource Day once per month in the West Hawaii office. Grant Information Program 1. Manage ongoing subscription requests for access to the eCivis Grants Network Grants Research and Knowledgebase Program. During the first half of FY 2015-16, eCivis users viewed 3,534 grant opportunities, saved 113 opportunities for consideration, and routed 158 opportunities to friends and colleagues. Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER 2. Conduct at least two grant writing seminars or workshops. • The department hosted a two-day Grant Writing USA grant writing workshop attended by 32 people representing County, State, and nonprofit agencies. • In partnership with USDA Rural Development, the department supported two information sessions about the USDA's Rural Energy for America Program, which is a unique grant and loan program available to for-profit businesses to install energy-efficient and renewable energy generating equipment. 3. Maintain and update the Department's Grants and Funding Resources web page. The Grants and Funding Resources web page was discontinued when the Integrated Resource Center's mission shifted from its nonprofit focus to a small business focus. The department's eCivis subscription remains as the Grant Resource for the County. 4. Coordinate the Department's annual Economic Development Grant Program The Integrated Resource Center has started developing content and procedures for the Fiscal Year 2016-2017 Economic Development Grant Program. Community Building Program 1. Economic Development Planning a) Convene at least three meetings with economic development partners to review and/or revise existing economic development plans. In partnership with the Hawaii Island Economic Development Board, the Integrated Resource Center hosted two Comprehensive Economic Development Strategy stakeholder meetings and participated in one related focus group organized to inform the next five-year update of the Hawaii Island Comprehensive Economic Development Strategy (CEDS). An updated CEDS is a prerequisite to obtain grant funding from the U.S. Department of Commerce Economic Development Administration, and also supports the County's eligibility for other federal grant programs. Six Month Progress Report on Program Objectives for FV 2015-I6 1Z RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER b) Fund economic development planning projects island -wide. Supported the Hawaii Green Growth: Aloha+ Challenge Measures Project by providing $25,000 through fiscal sponsor Enterprise Honolulu and by participating on the HGG Measures Team. The Aloha+ Challenge is a statewide commitment to achieve six sustainability, targets by 2030 in the areas of clean energy, local food production, natural resource management, solid waste reduction, smart growth and climate resilience, green jobs and education. Statewide sustainability indicators are a tool to evaluate strategies; identify critical gaps needing action; highlight achievements; and guide funding and policy change. 2. Healthcare a) Increase cross -sector communication: • Convene, support, and participate in at least 15 working group meetings of County, State, public and private healthcare and social service organizations for information sharing, collaborative problem solving, and delivery inte,ration by June 2016. Due to a shift in priorities for the Integrated Resource Center early in the fiscal year, its focus on the Healthcare Industry was changed to Entrepreneurial Development. As a result, this objective will not be met. However, the department continues to participate as time and resources allow, particularly through the Hawaii Island Rural Health Association. b) Increase awareness and/or access to healthcare services: • Develop, promote and support public-private efforts to increase access to healthcare, by providing technical assistance to at least four programs by June 2016. While the Integrated Resource Center has changed its program focus, work continues on supporting any public-private effort to increase access to healthcare. The Integrated Resource Center staff participates on the Hawaii Island Rural Healthcare Association, and provided in-depth technical assistance to a private -sector entrepreneur looking at innovative business models that can quickly increase the number of healthcare providers. Six Month Progress Report on Program Objectives for FY 2015-16 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER • Fund three healthcare industry projects aligned with the program goal to increase access to healthcare by in the areas of behavioral healthcare, innovative healthcare service delivery models, and non -emergency healthcare transportation system development. Provided $11,000 to the Hospice of Hilo to conduct a capacity building project for its Hawaii Palliative Care Center. In this project the Hospice of Hilo was to launch a comprehensive public education campaign to positively shift how people in East Hawaii choose to be cared for when seriously ill, leading to more patients accessing palliative care and reduced suffering among the seriously -ill population. Provided $25,000 to the Ka`u Rural Health Community Association, Inc., to establish a unique pilot "Community Health Worker" education program in the Ka`u Rural Health Academy. This project serves to increase local access to health care and also increase the number of employment opportunities in Ka`o. Provided $25,000 to Community First, Inc. for its Regional Health Improvement Collaborative (RHIC). The RHIC will provide a neutral forum for stakeholders in the community to work together to address the issues and opportunities affecting health, healthcare services, and healthcare costs in the East Hawaii community. The RHIC was to explore ways to restructure the healthcare system in East Hawaii with fundamental changes in payment models, information integration, and care coordination. RHIC stakeholders include representatives of the Hawaii Healthcare System Corporation, East Hawaii IPA, HMSA, employer groups and community members. A $25,000 grant award to Five Mountains Hawaii for its Klpuka o ke Ola (KOKO) program, helped KOKO onboard a physician dual board certified in pediatrics and psychiatry to provide services to over 600 primarily native Hawaiian, low-income, and Medicaid/Medicare-insured patients. Without KOKO's unique blend of Psychological and Psychiatric Services, Primary Care Services, and Traditional Indigenous Healing Services, many of these patients' only healthcare resource is the hospital emergency room. Six Month Progress Report on Program Objectives for FY 2015-16 14 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER Managed three District Contingency Fund Grants: $2,500 to Kokolulu Farm and Cancer Retreats, Inc. for a three day healing workshop. • $35,000 to West Hawaii Community Health Center, Inc., to furnish its new Kealakehe Medical Site. • $10,000 to the Puna Community Medical Center to obtain new diagnostic equipment, provide continuing medical education for providers, assist with new provider credentialing expenses, and to support a prescription voucher program. • Maintain and update the Department's Healthcare Webpage. An informational web page containing links to data sources and reports was created and posted. This site was decommissioned following a shift in focus within the department and within the Integrated Resource Center in particular. Six Month Progress Report on Program Objectives for FV 2015-16 15 RESEARCH & DEVELOPMENT FILM 1. Build the reputation of Hawaii Island locally, nationally, and internationally as a uniquely outstanding location for media production: a. Maintain a comprehensive and up-to-date directory of media industry contacts and local production resources. Updated various resource linked networks, including but not limited to crew directory, support and resource services. Revisited and crafted new layout for the County of Hawaii Film permit process. b. Create and deliver a quarterly newsletter, marketing, or communications piece to share production related information to industry database. An article for HV&T magazine has been outlined and drafted involving Hawaii Island film and scouting. c. Maintain a social media presence for promotion and networking. Film related activities were shared on social media through the Facebook platform. d. Schedule at least two meetings per month with experts in the industry to explore ways to raise the profile of the island and attract additional production. Scheduled and met with numerous experts in the film industry, showcasing our island's unique attractions on a monthly basis. e. Update existing photo albums of local locations and create at least ten new albums of location photos. Ongoing updates continue in order to create an accurate location digital directory. I, Attend at least two events to promote production on Hawaii Island. • Participated in the Mayor's Creative Industries Task Force W'hiteboard Event wherein numerous industry stakeholders and experts were present to discuss efforts to position Hawaii Island as a premier film and transmedia production and post -production destination. Six Month Progress Report on Program Objectives for FY 2015-16 16 RESEARCH & DEVELOPMENT FILM • Represented the County at the GVS "Hawai`i is Connected" event in Los Angeles at Warner Brothers wherein a demonstration was made on the use of private fiber connecting Kona, Honolulu, Los Angeles and London to further encourage production for Hawaii. 2. Empower local emerging media makers to pursue their passion and produce their products right here at home: a. Support the GVS Transmedia Accelerator to help local media businesses develop their projects and market them to the world. Worked collaboratively with GVS on various projects, including but not limited to the revision of the County Film web page. b. By June 2016, increase local productions by 40% from FY 2013-14. Continued efforts were made to increase local productions, and much traction has been seen through networking opportunities. 3. Engage the local media community and other Research & Development program areas to best support productions: a. Collaborate with the Film Offices of the Hawaiian Islands (FOHI), the Hawaii Film and Entertainment Board (HFEB), the Hawaii International Film Association (HIFA), the Association of Film Commissioners International (AFCI), the Big Island Visitors Bureau (BIVB), Hawaii Island Chambers of Commerce, etc. to participate in and support efforts to provide support programs and initiatives consistent with the direction outlined and supported by the key statewide industry film groups. Collaborated with the Big Island Visitors Bureau (BIVB) and the Film Offices of the Hawaiian Islands (FOHI) in updating our collective efforts to promote the Film industry on Hawaii Island. b. Support services to 80 productions in partnership with other R&D program areas. From July 1, 2015 to December 31, 2015, the Film Office permitted and supported 54 productions, with reported expenditures of over SI million. c. Facilitate and/or participate in four scouting tours or meetings with location scouts, producers, studio executives, or independent filmmakers. Six Month Progress Report on Program Objectives for FY 2015-16 17 RESEARCH & DEVELOPMENT FILM Facilitated and participated in ten location scouts island -wide. d. Provide four presentations to local high schools or colleges, businesses or community groups to share information about the production industry on this island. No presentations made during this time period, however four presentations are scheduled for 2016. e. Support and/or attend four film festivals, conferences, or trade shows to promote our own location production capabilities and provide network opportunities for filmmakers. Attended, networked and represented the County of Hawaii at the G VS "Hawai`i is Connected" event in Los Angeles at Warner Brothers, wherein the use of private fiber connecting Kona, Honolulu, Los Angeles and London was demonstrated to further encourage production for Hawaii. Six Month Progress Report on Program Objectives for FY 2015-16 Is RESEARCH & DEVELOPMENT AGRICULTURE 1. Advocate for at least two infrastructure improvement projects to aid new and existing farm operations in the State's biennium budget by June 2015. No information to report at this time. 2. Support value added, post-harvest processing projects to add value and variety to Hawaii County's agricultural produce by June 2015. Although there are no additional projects to add, the following represents the list that we have supported through the value-added scope. All final reports have been received and approved, and projects have been successful. Unfortunately, due to the June 271" lava event, The Malama O Puna project was forced to be cancelled due to the displacement of the desired location, thus not allowing project to move forward as planned. • Kamuela Vacuum Cooling Plant: The Kohala Center is serving as a consultant to assist with an energy assessment and a food safety certification audit for this facility. • HawaPi Cattle Producers: A study was undertaken on value-added options for cull cow and bull meat. • Hamakua Harvest: Assistance provided to complete the design for a farmers market and prepare for a Special Permit Application to support their plans. • Malama O Puna: Conversion of home in Pahaa into a commercial kitchen; funds assisted in drawings to be stamped for permitting, and to prepare website. NOTE: Due to the loss of the desired site, this project has been cancelled. 3. Develop and support opportunities to expand the market for Hawai'i Island products and facilitate private -public partnerships for extension programs, agricultural research and infrastructure a. Support at least three projects promoting agricultural products by June 2015. Support provided and funds awarded to six industry groups to assist agriculture promotion programs including papaya, orchids, Flower growers, tropical fruits and foliage. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT AGRICULTURE b. Support at least two agriculture research projects that have strong industry based support and three agriculture extension programs to support the development of farmer skills and business management by June 2015. Support has been provided and funds awarded to the following agricultural projects which have developed farmer skills and farmer business management: • Evaluation of Native Hawaiian Plants for the Ornamental Industry: A project by UH Manua, College of Tropical Agriculture and Human Resources (CTAHR) is utilizing valuable Hawaiian plants to diversify the product line and minimize accidental introduction of invasive species. This project has been extended to accommodate the propagation of the material. • Innovative Agricultural Research on Olive Oil Production in Ilawai`i: A research project by UH Manoa, College of Tropical Agriculture and Human Resources (CTAHR) on olive oil production at different elevations, the environmental effects on flowering and fruit set, and evaluation of the quality of oil pressed from different varieties. • On Farm Plant Nurseries as a Technique for Improving the Market Characteristics of Sweet Potato in Hawaii: A project by UH Manua, College of Tropical Agriculture and Human Resources (CTAHR), where farmers will be selecting uniform, high value root characteristics from sweet potato to produce on their own nursery. Growers will be able to maintain desired cultivars, reduce genetic deterioration in their fields, and economically introduce new varieties into farm operation. • Enabling Hawaii Island to become an International Supplier of Oyster Seed: A research project by the University of Hawaii at Hilo on oyster seed production and cultivation; with potential for Hawaii being a major supplier of oyster seed and spat to the West Coast and foreign countries' nurseries. Research has been slowed by budget constraints, however project expected to be done by ,lune, 2015. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT AGRICULTURE The Kohala Center. Ku i ka Mana - Beginning Farmer Training Program and the Waimea Hawaiian Homesteaders' Association, Inc.: A project to train new farmers in conventional farming practices and teaching how to run an agricultural business. Ho'oulu Lahui, Inc. and the Cooperative Extension Service: Training of youth on raising vegetables and poultry using the Natural Farming methodology. NOTE: This project has been cancelled. Big Island Resource Conservation and Development Council: A project overseeing the 4-H Youth Development Mission to train youth on raising livestock and calculating the cost of production. c. Support County participation to two trade shows/trade missions by June 2015. Funds provided to the Hawaii Export Nursery Association, and the Hawaii Papaya Industry Association allowed for their participation in several trade shows showcasing Hawai'i agriculture that has been matched by other industry and State/County resources. 4. Support at least one marketing initiative to buy locally grown or value added/post- harvest agriculture -based products. North Kohala Eat Local: Increased the market for North Kohala produce and value- added products by increasing direct Farm -to -Consumer sales, which is run by the North Kohala Community Resource Center. 5. Develop a system of support to keep the county's agricultural website up to date and useful for a wide range of agricultural interests by December 2014. System of support developed through collaboration with various entities and information -sharing on our website. A professional services contractor is currently working on an update of the website. 6. Participate in discussions related to the agricultural tax exemption program by June 2015. Participated in various discussions on agricultural dedication classes and agricultural tax exemption rates. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT TOURISM 1. Partner with the Big Island Visitors Bureau and other visitor industry and business associations to implement an annual tourism marketing plan aimed at target visitor markets worldwide by June 2015. The contract with the Big Island Visitor's Bureau (BIVB) commenced on 09/03/14. As of 06/30/15, BIVB has presented a strong promotions and marketing plan to address all the required areas. Highlights include the Hawaii Island Showcase in four locations on the West Coast, and promotion of the Alaska Airlines inaugural Bight from San Diego to Kona. The "Mahalo Money" resulted in an estimated return on investment (ROI) of 25,873 room nights ($6.6 million in room revenue and $3.4 million in food and beverage revenue). 2. Support island -wide economic development activities through support of twenty festivals, ongoing tourism activities, and sporting events through the annual MPA CPEP and R&D Supplemental Awards Request for Proposals by June 2015. Monitored fifteen 2015 CPEP contracts and three 2014-15 R&D Supplemental funding contracts during this time period. Conducted fifteen event evaluations and ten site visits. 3. Increase communication, interaction, and understanding between stakeholder groups, especially between residents and the visitor industry by June 2015: a) Serve on the Advisory Council creating the new statewide Tourism Strategic Plan and the island -specific Hawaii Island Tourism Strategic Plan, Hawaii Tourism Authority (PITA) decided to focus on their internal strategic plan update, having the Counties be responsible for updating their own Tourism Strategic Plan (TSP). The defining process has begun and shall be implemented in October 2015. b) Serve on advisory councils including: Konz-Kohala Chamber of Commerce's Tourism Task Force and Employment Resource Committee; Big Island Visitors Bureau; the Hawaii Island Visitors Bureau; and the Hawaii Agritourism Association. The former Tourism Specialist, who used to serve on various industry councils, resigned on July 31, 2014. The current Tourism Specialist was hired on September 15, 2014 and presently serves on the Big Island Visitor's Bureau Advisory Board. Outreach and connections have been made to the other industry stakeholders. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT TOURISM 4. Maintain and improve the visitor experience on Hawaii Island by June 2015: a) Support the development of consistent corridor management plans, signage and related activities at our island's four scenic byways. Meet at least once a year with each of the existing byways committees. Outreach has been made to local Scenic Byway contacts for Mamalahoa Kona Heritage Corridor, Royal Footsteps along the Kona Coast, and Ka`u — the Slopes of Mauna Loa, to identify how County support can continue. b) Encourage new byway applications through service on the Hawaii Department of Transportation's State Scenic Byways Advisory Committee. Coordinated and facilitated meeting with the Hawaii Scenic Byways Coordinator to indicate County's continued support and encouragement of new byway applications. c) Attend at least five meetings to support efforts to increase safety for visitors in partnership with Civil Defense, Visitor Aloha Society of Hawaii (VASH), HPD, HPD and the Big Island Visitors Security Association (BIVSA). Attended the VASH Celebration of Aloha event in December, 2014 and was invited to join the VASH Board of Directors. For the period of January, 2015 through June 30, 2015, Tourism Specialist has attended four meetings with the following: • Big Island Visitors Security Association • Kona International Airport Improvement Project (to address the distressed passenger issue) • Hawai`i Fire Department (to discuss safety issues at festivals and events), and • Civil Defense (regarding visitor impacts of natural disasters). Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT TOURISM .. d) Support at least two projects to improve the arrival experience at our harbors in partnership with the State Department of Transportation — Harbors Division, Destination Hilo and Destination Kona Coast. Supported three projects: • Aloha Pier Greeting Program - Destination Kona Coast; • Hilo Gateway and Cultural Program; and • Hilo Pier Greeting Program - Destination Hilo/Hilo Hawaii Visitor Industry Association. 5. Reinforce authentic Hawaiian culture ensuring the foundation of our unique sense of place and appropriate recognition of our host culture by June 2015: a) Share 1-lawai`i Tourism Authority's (HTA) Mae'mae Guide and cultural resources websites with all sponsored programs, festivals and events to ensure Hawaiian place names are correctly spelled and diacritical marks are used appropriately. The Ma`ema`e Style Guide continues to be shared with all contractors and promoted at annual festivals and events seminars, including the State of Hawaii Tourism Conference held August 28-29,2014. Through this effort we have seen more appropriately used diacritical marks and proper spelling for our Hawaiian place names island -wide. b) Support two Hawaiian cultural events in the development stage to become self- supporting and work with their host nonprofit organizations to build their organizational capacity. Meetings with four community-based organizations have been coordinated and facilitated within this fiscal year to support the planning efforts of various Native Hawaiian cultural events with a focus on funding opportunities and organizational assessments geared toward self - sustainability. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT 1. Administer the joint State/County Enterprise Zone program and increase business participation by ten percent by June 2015. A total of 84 Hawaii Island businesses participated in the Enterprise Zone Program, of which three businesses were new participating businesses. Five of the six zones have reached their 20 year designations and the process to designate these zones has been initiated. 2. Provide funding and/or technical assistance to five organizations for economic development projects by June 2015. Support and/or funding has been provided to the following economic development projects: • Downtown Improvement Association: Experience Aloha • Hawai`i Business Roundtable: Hawaii Innovation Assets Study • Hawai`i Food Hanufacturer'.s Association: Tokyo International Gift Show • IEG Federal Credit Union: Microemerprise Loans for Businesses • The Rohala Center: Professional Services contract through DB EDT funds on broadband. • Pacific International Center for Exploration Systems (PISCES): Sustainable Concrete • UH Office Research Services: The First Annual Natural Farming Symposium 3. Partner with or fund four organizations on workforce development initiatives or projects by June 2015. • Astronomy Workforce Pipeline Program: Collaborated in working toward creating additional employment opportunities in the Astronomy industry. • Science and Tech Working Group: Continued discussions on having local, high school students become familiar with the University of Hawaii at Hilo campus, aka the Science Factory Project. • American Culinary Federation Program: A successful program which provided support, scholarships, mentorship and opportunities in the development of future chefs for food establishments, especially in the Kona area. • Hawai`i Council on Economic Education Workshops: Classroom Economic Education is a multi -phase economics and financial literacy teacher training program to enable teachers to advocate and implement programs. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT BUSINESS DEVELOPMENT 4. Provide funding or technical assistance to three organizations to build I-lawai`i Island's science and tech sector, including research, education and STEM (Science, Technology, Engineering, and Mathematics) careers by June 2015. University ofHawai`i at Hilo: Science Factory HCEOC: Science and Tech Business Development Project Multi-purpose Manufacturing Advance Development Enterprise (MMADE in Hawai`i): A coordinated group of business leaders, government, PISCES and astronomy is working on plans and development, utilizing the $8.5M awarded by the State Legislature, for a manufacturing facility to support the establishment of new business opportunities in the Science and Technology field. 5. Continue the student career preparedness program by identifying job opportunities within the local technology industries and businesses by June 2015. • HIWEDO: Spawning a High Tech Community — Educational Pipeline • Astronomy Workforce Pipeline Program: Worked with Jim Kennedy in collaboration with a working group from the Astronomy community and Hawaii Community College to restructure the Electronics and Computer Software programs to more closely train future workers for current positions. • Astronomy Workforce Pipeline Program: Collaborated with the University of Hawaii at Hilo to develop and offer an Applied Engineering Program. • Aeronautical Training Center: Continued assistance with the University of Hawaii at Hilo and the Hawaii Community College in developing this educational center in Hilo. 6. Participate in the planning of one project to support business providing goods and/or services to the Science and Technology community by June 2015. A study was conducted for the TMT Astronomy Working Group to identify the types of jobs and services the Astronomy industry would contract for or would need to purchase from Hawaii Island businesses. Two focus group sessions were held to explore and encourage businesses to begin to provide goods and/or services to the Astronomy industry. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT ENERGY 1. Coordinate with Department of Public Works to determine most appropriate areas for solar rooftop applications. Develop a master Request for Proposals (RFP) for solar rooftop projects for Hawaii County by June 2015. A Memorandum from the Energy Program was sent out by Deputy Managing Director requesting information from all departments for solar rooftop applicability. Information has been collected from Fire, Police and Civil Defense and a Master Request for Proposals for Photovoltaic Projects was established. 2. Research centralized energy monitoring system to coordinate large energy use county facilities by June 2015. Reviewed several Energy Monitoring Systems (EMS) to see what the cost and effectiveness of those products would be for the County of Hawaii. Since most EMS require a long-term contract involving procurement concerns, Hawaii Energy has been sought for energy rebates to make certain that said procurement will be cost-efficient. However, additional options have been reviewed, including having EMS be applied on the County's identified top energy -consuming facilities, then moved to other locations after analysis complete. It appears to be most efficient to include the EMS with the Request for Proposals for solar rooftop applications. In addition, an Energy Monitoring Study has been conducted on the Department of Water Supply pumps. 3. Provide support to the Department of Water Supply for implementation/construction of Lalamilo Wind Farm project by June 2015. Final consultations with the Department of Water Supply on this project is complete, with significant milestones accomplished such as: • Financing of 3.0 MWs — 5 Vesta Turbines by Site Constructors; Negotiation of Long -Term Lease with Department of Land and Natural Resources; and • Delivery of the Accelerated Interconnect Reliability Study. The Lalamilo Wind Farm project is scheduled for operation by September 2016. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT ENERGY 4. Continue support of the County of Hawai`i's Energy Sustainability Plan and 5 -Year Roadmap by obtaining the following by June 2015: a) Assist in the development of a fleet management system Worked with the Mayor's Energy Advisory Commission —Transportation Committee to pilot a Telemetry System to help with fleet management. Presentations were conducted by several groups and budget for the Fleet Management Program was given to the Mayor for review and approval. Through these efforts, the County's plug-in Hybrid Electric Vehicles now has Telemetry as a pilot project, and Mass Transit has had GPS systems installed into some of their fleet. b) Initiate two renewable and two transportation projects • A Transportation Fuels Request for Bids was modified to accept biodiesel at County facility pumping stations for use in our Mass Transit and other diesel vehicles. Through this effort, Department of Public Works diesel vehicles and Mass Transit vehicles are now using the biodiesel regularly. • Continued collaboration between the Mayor's Energy Advisory Commission Transportation Committee and HCEOC to determine if more transit routes can be developed —whether through County's Mass Transit service or through other transportation avenues — to service a wider range of our island residents. Additionally, transportation studies have been completed by the University of Michigan and The Kohala Center. c) Facilitate and/or implement one clean fuel pilot project Worked with Hawaii Natural Energy Institute, Natural Energy Laboratory of Hawaii Authority (NELHA), and Blue Planet to site the first Hydrogen Fueling Stations on the Island of Hawaii. Through collaboration, NELHA has been selected as the island's first hydrogen fueling station. Final Status Report on Program Objectives for FY 2014-I5 10 RESEARCH & DEVELOPMENT ENERGY 5. Facilitate two projects in research, development and deployment by June 2015. Memorandum of Understanding (MOU) between NELHA, HELCO and the County of Hawaii has been prepared and executed to deploy storage systems to the NELHA compound for testing and verification. County continued to work with NELHA and Friends of NELHA on research, and the development and deployment of educational displays at the NELHA Gateway facility. Initial contract has been extended until June, 2016 due to change in Friends of NELHA Executive Director. 6. Coordinate with llawai'i Energy to initiate two residential energy efficiency projects to ensure fair island -equity metric by June 2015. • At County's request, Hawaii Energy (HE) now attends every meeting of the Mayor's Energy Advisory Commission and has collaborated with the Commissioners to provide island -equity deliverables as expected. • HE has worked with the Mayor's Energy Advisory Commission Community, Outreach and Education Committee to ensure hard -to -reach, low-income residents are aware of funds available through Energy Efficiency rebates and other HE programs, and that such are deployed to the residents most in need. • At the County's request, HE has provided low-income families with free solar water heaters to reduce their energy bill and increase their disposable income. • At County's request, HE has also worked with the University of Hawaii at Hilo to develop an Energy Education curriculum within its Sustainability Program. Through such collaboration, the County has awarded the University of Hawaii at Hilo a contract to start an "Energy Sciences" program on campus. Discussions continue between HE, County and UH - Hilo to see this project to fruition. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER Information Resources Program 1. Provide at least twenty statistical information requests to key partners in the business community to assist in the improvement of their performance goals by June 2015. Assisted with 22 requests for information, including providing a detailed zip code income level and demographic statistics for the Energy Program's PUC Docket analysis, and updating the Monthly Statistics for 2013-2015, which is posted online. 2. Continue to collect statistical information for future County of Hawaii Data Book. Statistical data collection has continued. An Information Resources page was inserted into the department's County webpage that contains links to useful data such as the State Data Book. Provided funding to the Small Business Development Center to publish the Hawaii County Data Book for 2015. 3. Acquire and maintain research and resource materials pertinent to county needs by June 2015. Continued to acquire materials and information. 4. Classify and catalog library materials to maintain the Online Library Application (OLA) database. Continue to work with Department of Information Technology with the conversion of the library system by June 2015. Articles acquired and in file to index. 5. Provide research assistance to fulfill the data requirements of grant proposals averaging at least ten requests per month by June 2015. In addition to providing on average eight or more requests per month, additional specific data and narratives were compiled and provided for the following requests: • County's FEMA appeal following Hurricane Iselle • The Kohala Center's successful $2,000,000 U.S. Department of Commerce Economic Development Administration grant application. Final Status Report on Progrmn Objectives for FY 2014-15 12 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER Community Building Program Support and connect Hawaii Island's healthcare industry through partnerships, communication and education. a) Increase cross -sector communication: • Convene, support, and participate in at least 12 working group meetings of county, state, public and private healthcare and social service organizations for information sharing, collaborative problem solving, and delivery integration by June 2015. During the Fiscal Year 2014-2015 there were 27 working group meetings centered on the following subject areas: • Behavioral health/primary care integration: A Behavioral Health Services Gap Analysis was conducted in collaboration with Hilo Medical Center Administration, Hilo Medical Center Psychiatric Services, the new Primary Care Training Program, and the Hawaii Island Healthcare Alliance. • Homelessness and co-occurring disorders: Participated in monthly East Hawaii Homeless Task Force meetings in response to Downtown Hilo resident and business owner complaints. • SNAP/EBT: Convened a cross -sector group with members from Department of Health SNAP -ED and Health Education, Rural Health, The Food Basket, The Kohala Center, CTAHR, and Hope Services to expand SNAP outreach with the primary goal to increase SNAP usage. • Community Health: Participated in Community First initiatives to educate the public about taking personal responsibility for ones own health and healthcare. Most recently Community First promoted the "Hawai`i Island Well -Being Challenge". • Substance use during pregnancy: Worked with the Department of Health Maternal and Child Support Services (Hawai`i District); BISAC Lokahi and other agencies to develop outreach materials informing women of the effects that using alcohol and drugs during pregnancy has on an infant and throughout the child's life into adulthood. • Coordinated community engagement: Collaborated with the HHSC East I lawai`i Regional Board of Directors to develop a community outreach program to highlight Hilo Medical Center's role in the community and provide healthcare related education. Final Status Report on Program Objectives for FY 2014-15 13 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER b) Increase awareness and/or access to healthcare services: Develop, promote and support public-private efforts, to increase access to healthcare by providing technical assistance to at least four programs by June 2015. — Five Mountains Hawaii - Kfpuka o ke Ola Physician Recruitment Project: Funding provided to onboard a new primary cue physician with a specialty in child psychiatry in its Waimea office. — Hilo Medical Center Foundation: Funding provided for public outreach initiatives to highlight the high quality care by our local healthcare system and to promote "buying local" for routine, elective medical procedures. — Medical Home Initiative: Two concurrent projects are underway to implement one of the three recommendations made by the Mayor's Healthcare Sustainability Task Force; an initiative to measure and map the provider shortage, conduct public outreach on the importance of a medical home, and support provider recruitment efforts. — Hmvai`i Island Healthcare Alliance and the Ka`a Rural Health Community Association: Provided organizational and technical assistance in various areas of need. 2. Encourage the development of Sustainable Communities a. Fund two community development projects by June 2015. Efforts continued in sourcing and/or developing community development projects. Provided funding for two workshops on developing strategies for Local Food Promotion and Farmer's Market Promotion. b. Coordinate with at least five county and state agencies and community-based and private sector organizations to facilitate the implementation of various community plans by June 2015. Collaboration between various agencies and organizations continued. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT INTEGRATED RESOURCE CENTER c. Fund one green economic development project by June 2015. • The Hawaii Forest Institute - Mahalo 'Aina Hawaii Public Radio Educational Radio Series: Funding provided for this series that will educate the public on forest preservation, watershed protection, and the forest industry's career path opportunities. • The Hawaii Green Growth Initiative: Funded project on its continued work in green growth measures development and to conduct a three-day program on Hawai'i Island in November 2014. d. Coordinate with at least five county and state agencies and community-based and private sector organizations to promote sustainable strategies by June 2015. This department participated in Hawai'i Green Growth Measures Meetings. Partners in this initiative include: NOAA; Hawai'i Green Growth & Global Island Partnership; UH Manua; DLNR; Ulupono; Hau`oli Mau Loa Foundation; Kokua Hawai'i Foundation; Malama Maunalua; National Tropical Botanical Garden; Coordinating Group on Alien Pest Species; Pacific Islands Climate Change Cooperative; Harold K.L. Castle Foundation; Department of Health; Office of the Deputy Assistant Secretary for the Army; Kyo-ya; Hawai'i Fish Trust; Blue Planet Foundation; Hawaii Invasive Species Council; World Conservation Congress 2016; Office of Hawaiian Affairs; Department of Agriculture; Hawaiian Electric Company; Sustain Hawai'i; Sustainability Partners, Inc.; Slow Food Hawaii; Hawaii Conservation Alliance; College of Tropical Agriculture and Human Resources; The Nature Conservancy; DBEDT Office of Planning; Polynesian Voyaging Society; Hawai'i Presidential Center; Malama Hawai'i; Hawai'i Energy Policy Forum; KSBE; Kano Hawai'i; Malama Learning Center; Agricultural Leadership Foundation of Hawaii; Enterprise Honolulu; UH Public Policy Center, and'Fhe Kohala Center. Additionally, this department hosted a USDA Rural Energy Program for America workshop. This program provides loans and grant to small businesses to purchase and install energy-efficient equipment and facilities. Final Status Report on Program Objectives for FY 2014-15 RESEARCH & DEVELOPMENT FILM 1. Market and promote Hawaii Island internationally as a desirable and cost effective location for filming by June 2015: a. Maintain a comprehensive and up-to-date directory of world-wide film industry contacts and local production resources including the Ohana database contact information on the Film Office website. Maintenance on the directory continued, adding in new members of the `Ghana and updating contact info on existing members. b. Create and deliver a quarterly newsletter, marketing, or communications piece to share production related information to industry database. Efforts continued as the Film Office email master list has been compiled, and test email blasts in early December (promoting the Hawaii Island -shot episode of Hawaii Five -0) have revealed addresses that need updating or removal. This list maintenance will facilitate the future deployment of an electronic newsletter. c. Update photos and other production information on social media platforms. Since upgrading and realigning platforms in early 2014, the Film Office social media presences on Facebook, Instagram, and Twitter have been updated at least twice a week with more frequent updates as warranted. A professional services contractor is currently working on a revamp of our web page which will ultimately redesign the social media platforms as well. d. Schedule at least two meetings per month with film industry producers or scouts to explore ways to bring additional production to the island. Discussions were had and are ongoing with a number of local, off -island and international stakeholders for future initiatives. e. Update existing photo albums of local locations and create at least ten new albums of location photos. Location library photos were being updated as specific requests come in from productions. A professional services contractor is currently working on a revamp of our web page which will ultimately redesign the Location Library system as well. Final Status Report on Program Objectives for FY 2014-15 16 RESEARCH & DEVELOPMENT FILM f. Attend at least two events to promote production on Hawaii Island. Presented at the Hawaiian Media Makers Conference and met with filmmakers at the Hawaii International Film Festival in October, 2014 in Honolulu to promote production on Hawai'i Island. Promoted Hawaii Island production to filmmakers at the Big Island Film Festival in May, 2015. Assisted in hosting the Mayor's Welcome Reception at the Big Island Film Festival in May, 2015 to a capacity -filled room of film executives on island for the week long film festival. 2. Collaborate with the Film Offices of the Hawaiian Islands (FOHI), the Hawaii Film and Entertainment Board (HFEB), the Hawaii International Film Association (HIFA), the Association of Film Commissioners International (AFCI), and Hawai'i Island Chambers of Commerce, etc. to: a. Participate in and support legislative efforts to provide support programs and initiatives consistent with the direction outlined and supported by the key statewide industry film groups. Collaborated with the Hawaii Film and Entertainment Board (including the Film Offices of the Hawaiian Islands) to meet with legislators on the opening day of the 2015 Legislative Session to elicit support for the industry and industry -related initiatives. b. Participate in at least two meetings to collaborate with other film offices related to industry marketing and promotional initiatives. • Attended a Hawaii Film and Entertainment Board meeting in Honolulu in August, 2014, to meet with industry representatives face-to-face on marketing and promotional initiatives. • Collaborated with the Film Offices of the Hawaiian Islands on a presence at the AFCI Locations Trade Show in Los Angeles in March, 2015. Final Status Report on Program Objectives for FY 2014-15 17 RESEARCH & DEVELOPMENT FILM .. 3. Plan, coordinate or support the following activities by June 2015: a. Support services to 80 productions. • From July 1, 2014 to June 30, 2015, the Film Office permitted and supported 82 productions, with reported expenditures of over $13 million. • Notable productions that required support were: — The $6 million "Wheel of Fortune" remote at the Hilton Waikoloa Village (20 shows, avg. 12 million viewers); — Two days of shooting "Hawai`i Five -0" at Mauna Loa, Kalapana, and the Hilo Airport worth $350,000 (avg. 9 million viewers); — An entire season of the MTV reality show "Are You the One?" in Kona which spent S5 million. b. Four scouting tours or meetings with location scouts, producers, studio executives, or independent filmmakers. • Scouted with "Ilawai`i Five -0" locations department on multiple occasions on Mauna Loa and in Puna for an episode that aired in December. • Assisted "Are You The One?" extensively with locations through the run of the shoot, including County parks facilities being featured prominently in the show. • Assisted "House Hunters Off the Grid" in locating hard -to -find spots to feature sustainable island living. c. Four presentations to local high schools or colleges, businesses or community groups to share information about the Film Office and film industry on this island. • Presented to community members assembled at the GVS Transmedia Accelerator Showcase in November on the exciting latest developments in the island's industry. • Facilitated local schools visiting the "Wheel of Fortune" set to learn about television production. • Presented to media production students at both Waiakea Intermediate and Waiakea High schools. • Two Waiakea High school interns completed their Senior Projects about their experience in the Film Office. Final Status Report on Program Objectives for FY 2014-15 18 RESEARCH & DEVELOPMENT FILM it. Four film festivals, conferences, or trade shows to promote our own location production capabilities and provide network opportunities for filmmakers. In promoting Hawaii Island's production capabilities, the following were attended providing additional networking opportunities: • Hawaiian Media Makers Conference: The inaugural gathering of Native Hawaiian media makers in Honolulu. • Hawai`i International Film Festivals: Both Honolulu and in Hilo at the Palace Theatre. • GIB Transmedia Accelerator Showcase: Held in November, which included workshops by Creative Lab and a showcase of accelerator cohort projects. • AFCI Locations Trade Show: The premiere annual gathering of location representatives for the industry, held in Los Angeles, California in March, 2015. • Big Island Film Festival. Held in May, 2015, a celebration of independent filmmaking and storytelling. Final Status Report on Program Objectives for FY 2014-15 19 This page intentionally left blank 23 HIGHWAY FUND PUBLIC WORKS TRAFFIC DIVISION Existing Maintenance Signals & Streetlights 1. Maintain 5% or less signal light failure rate. o Performance measurement: actual against 5% goal. • Actual: 0.02% failure rate or 99.98% operational. 2. Improve upon street light failure rate of 30%. o Performance measurement: actual against 30% goal. • Actual: 11 % failure rate on reported street lights or 89% operational. Traffic Signs & Markings 1. Restripe or install 250 line miles per year (total of 1,000 line miles over 4 year maintenance cycle) to address retro reflectivity. o Performance measurement: actual against 250 line miles per year goal. • Actual: 36 of 125 miles striped or 29%. 2. Fabricate 3,150 signs for sign retro reflectivity maintenance program. o Performance measurement: actual against 3,150 signs fabricated per year goal. • Actual: 1,460 of 1,575 signs fabricated or 93%. 3. Maintain or install 2,900 signs for retro reflectivity maintenance program. o Performance measurement: actual against 2,900 signs maintained or installed per year goal. • Actual: 1,673 of 1,450 signs replaced or installed or 115%. Improvements Signals & Streetlights Connect 15 signals per year to Traffic Command Center. o Performance measurement: actual against 15 signals installs per year. • Actual: 15 new intersections connected. Six Month Progress Report on Program Objectives for FY 2015-16 PUBLIC WORKS TRAFFIC DIVISION 2. Convert 3,000 LPS units per year with LED lightings (total of approx. 9,600 lights). o Performance measurement: actual against 1,000 unit goal. • Actual: 2359 units this year. 3. Upgrade 5 crosswalks per year. o Performance measurement: actual against 5 crosswalks per year goal. • Actual: 0 total. Six month goal was not met due to one crosswalk being under construction and the others are in the planning and design stages. Sa e 1. Investigate and process complaints and requests (not including projects) within 30 calendar days. o Performance Measurement: 100% completion. • Actual: 54 out of 60 or 90°/ 2. 'transportation Asset Management Program o Acquire new photo log every two years of all public roadways in Hawaii County, a full traffic sign inventory of all County owned/maintained signs, and road ratings of all County owned/maintained roads. Performance measurement: 100% completion. • Actual: 100%. Photo log project in -progress. Sign inventory to include all signs added on newly dedicated County roads since last update. Road ratings to include a total update to all County roads. Will pursue continuing this 2 -year updates in the future. o Update GIS (Geographic Information System) inventory management to include annual goals for signs at 4800 each and striping 250 line miles. Performance measurement: 100% completion. • Actual: 100%. GIS system update complete. Siz Month Progress Report on Program Objectives for FV 2015-16 PUBLIC WORKS HIGHWAY MAINTENANCE DIVISION 1. Continue island -wide in-house resurfacing program and resurface a total of 20 miles. For July to December 2015, we resurfaced 9.10 miles* of various County roads: *Includes Roads In Limbo and shoulder improvements 2. Evaluate the grass cutting operation and maintain the standard of six miles (12 total) per operator/equipment per workday and the goal of a five-week cycle per district. For July to December 2015, our grass cutting cycles were completed as follows: South Hilo 3 to 6 weeks Resurfaced Shoulders 1. South Hilo 2.60 miles .60 miles 2. North Hilo/Hamakua 1.00 miles 2 to 6 weeks 3. North/South Kohala 2.20 miles 4. North/South Kona 0.00 miles 1.20 miles 5. Ka`u 1.10 miles 6. Puna 2.20 miles *Includes Roads In Limbo and shoulder improvements 2. Evaluate the grass cutting operation and maintain the standard of six miles (12 total) per operator/equipment per workday and the goal of a five-week cycle per district. For July to December 2015, our grass cutting cycles were completed as follows: South Hilo 3 to 6 weeks North Hilo/Hamakua 3 to 6 weeks North/South Kohala 3 to 6 weeks North/South Kona 3 to 6 weeks Ka`u 5 to 6 weeks Puna 2 to 6 weeks Sr, Month Progress Report on Program Objectives for FY 2015-I6 This page intentionally left blank PUBLIC WORKS TRAFFIC DIVISION Existing Maintenance Signals & Streetlights 1. Maintain 5% or less signal light failure rate. o Performance measurement: actual against 5% goal. • Actual: 0.03% failure rate or 99.97% operational. 2. Improve upon street light failure rate of 30%. o Performance measurement: actual against 30% goal. • Actual: 24% failure rate on reported street lights or 76% operational. Traffic Signs & Markings 1. Restripe or install 250 line miles per year (total of 1,000 line miles over four- year ouryear maintenance cycle) to address retro rellectivity. o Performance measurement: actual against 250 line miles per year goal. • Actual: 110.5 of 250 miles striped or 44%. Goal was not met as we continue to improve our installation method, including pursuing installation equipment to make the process more efficient.. 2. Fabricate 3,150 signs for sign retro reflectivity maintenance program. o Performance measurement: actual against 3,150 signs fabricated per year goal. • Actual: 3,901 of 3,150 signs fabricated or 124%. 3. Maintain or install 4,200 signs for retro reflectivity maintenance program. o Performance measurement actual against 4,200 signs maintained or installed per year goal. • Actual: 5,191 of 4,200 signs replaced or installed or 124%. Improvements Signals & Streetlights 1. Connect 15 signals per year to Traffic Command Center. o Performance measurement: actual against 15 signals installs per year. • Actual: 12 new intersections connected. Final Status Report on Program Objectives for FY 2014-15 Sa e PUBLIC WORKS TRAFFIC DIVISION 2. Convert 3,000 UPS units per year with LED lightings (total of approx. 9,600 lights). o Performance measurement: actual against 1,000 unit goal. • Actual: 642 units this year. • Anticipate delivery and installation of 3,000 LED units next fiscal year. 3. Upgrade five crosswalks per year. o Performance measurement: actual against five crosswalks per year goal. • Actual: 2 total. Goal was not met due to price term contractor taking a year to finish two locations as part of the Waimea Safety Project at Waimea Longs/CVS/Parker School. 1. Investigate and process complaints and requests (not including projects) within 30 calendar days. o Performance Measurement: 100% completion. o Actual: 104 out of 110 or 95% 2. Transportation Asset Management Program o Acquire new photo log every two years of all public roadways in Hawaii County, a full traffic sign inventory of all County owned/maintained signs, and road ratings of all County owned/maintained roads. Performance measurement: 100% completion. • Actual: 100%. Photo log project in -progress. Sign inventory to include all signs added on newly dedicated County roads since last update. Road ratings to include a total update to all County roads. Will pursue continuing with two-year updates in the future. o Update GIS (Geographic Information System) inventory management to include annual goal of 4,800 signs and striping 250 line miles. Performance measurement: 100% completion. • Actual: 100%. GIS system update complete. Final Status Repon on Program Objectives for FY 2014-15 PUBLIC WORKS HIGHWAY MAINTENANCE DIVISION 1. Continue island -wide in-house resurfacing program and resurface a total often miles. For July 2014 to June 2015, we resurfaced 5.94 miles* of various County roads: South Hilo 0.25 miles North Hilo/Hamakua 1.11 miles North/South Kohala 1.18 miles North/South Kona 2.00 miles Kau 0.00 miles Puna 1.40 miles *Includes Roads -in -Limbo and shoulder improvements 2. Evaluate the grass cutting operation and maintain the standard of six miles (12 total) per operator/equipment per workday and the goal of a five-week cycle per district. For July 2014 to June 2015, our grass cutting cycles were completed as follows: South Hilo 5 to 6 weeks North Hilo/Hamakua 8 to 12 weeks North/South Kohala 5 to 6 weeks North/South Kona 5 to 6 weeks Ka' u 5 to 6 weeks Puna 5 to 6 weeks Recently, roadside maintenance has been hampered by the shortage of laborers, caused by the enforcement of OSHA requirements. Each grass cutter along the roadway, must be escorted by two additional vehicles for traffic control purposes. The larger districts have been able to compensate by shifting workers from other core maintenance work to grass cutting. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 24 SE El /�R FUND ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION I. Continue repairs to the Hilo Wastewater Treatment Plant (W WTP) Outfall. Following a number of permit application re -submittals at the request of the responsible agencies, the State Department of Health issued the Section 401 Water Quality Certification Permit on December 3, 2015. The project awaits the issuance of the U.S. Department of Army Section 404 Nationwide Permit before planned construction activities can begin. 2. Continue efforts on upgrade of the Pua Sewage Pump Station (SPS) and Force Main. Project is at 80% design. Construction work is estimated to begin sometime in mid -2016. 3. Continue efforts on replacement of the Papa'ikou and Kula'imano Dewatering Systems. As of December 2015, project was shifted to design by a Consultant in order to qualify for SRF funding. After contract execution, estimated in first quarter 2016, design work will commence. 4. Continue towards construction of the Na'atehu Large Capacity Cesspool (LCC) Replacement project. Collection system design is nearly complete. Construction work on the collection system was delayed due to the EPA's determination that the NEPA environmental permit process needs to cover both the collection and treatment systems prior to start of construction. Treatment/disposal facility design is at approximately 20% completion. Design completion will proceed after location of the facility site has been determined. Collection system construction is estimated to begin in late 2016 or early 2017. 5. Initiate design of the Pahala LCC Replacement Project. Project (collection system and treatment/disposal facility) in the pre -design phase. Archaeological investigation resulted in a determination that the intended site should not be utilized due to the potential of encountering large lava tubes containing archaeological remains. Six Month Progress Report on Program Objectives for FY 2015-16 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION F\ 1701lei F.10111 1X11 6. Continue construction of the Kealakehe Sludge Removal and Aeration Upgrade Project. Construction in progress. T Initiate design of the Lono Kona Sewer Improvement District Project. The project is to be funded by USDA grant/loan. Design services must be carried out through a contract between the County and USDA. Preparation of the contract continues and is expected to be finalized in first quarter of 2016. 8. Continue construction of the North Kona Sewer and Reuse project in conjunction with the State DOT's Queen Ka'ahumanu Highway Widening Project— Phase 2. The State's Construction contract was issued in late 2015. The MOU (Memorandum of Understanding) was revised to include sewer/effluent reuse piping re -design costs and construction cost escalation. Currently, awaiting a response from State DOT on MOU. 9. Implement Sewer Rate Increase to adequately support Wastewater facilities including sewer mains, sewage pump stations and wastewater treatment plants. Anticipated implementation has been re -scheduled to sometime in year 2016. 10. Initiate Pre -design for establishment of an Effluent Reuse system to service Maka`eo (Old Kona Airport). Conceptual planning began in late 2015. Pre -design contract to include scope of work for public education/outreach and environmental documents is expected to be finalized in 1" quarter 2016. Six Month Progress Report on Program Objectives for FY 2015-16 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 1. Strive for acceptable ratings from Department of Health during inspections of the wastewater treatment facilities by exercising proper plant process control, health and safety procedures and laboratory quality control. There were no DOH inspections performed during this period. The Kealakehe Aeration Upgrade and Sludge Removal project progress has resulted in removal of sludge from one of three lagoons so far. A portion of the system to improve airflow to the lagoons had been upgraded so far. 2. Continue to implement an inflow and infiltration (I/1) program for the Hilo Sewer System in order to reduce influent flow to the I Iilo W WTP. Mitigation of I/1 conditions continue. 3. Continue to implement an inflow and infiltration (UI) program for the Kona Sewer System in order to reduce chloride concentrations as the W WD Administration continues to establish an effluent reuse program in Kona. Mitigation of III conditions continue. Six Month Progress Report on Program Objectives for FV 2015-I6 This page intentionally left blank ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 1. Complete repairs to the I Lilo Wastewater Treatment Plant (W WTP) Outfall. Project continues to he delayed because the U.S. Arm, Corp of Engineer has not yet issued the Department of Army permit. This permit is required before work of addressing joint exfiltration and undermining along the discharge/outfall pipe can begin within navigable waters of the U.S. The delay has resulted in an Administrative Order of Consent issued to the County by the EPA for violating the NPDES permit by discharging at unauthorized locations. 2. Complete upgrade of the Pua Sewage Pump Station (SPS) and Force Main. Project is at 80% design. Construction work completion estimated to occur in early 2016. 3. Complete replacement of the Papa`ikou and Kula`imano Dewatering Systems. Project is at 80% design. Construction work completion estimated in mid -2016. 4. Initiate construction of the Na`alahu Large Capacity Cesspool (LCC) Replacement project. Collection system design nearly complete. Construction work on the collection system was delayed due to the EPA's determination that the NEPA environmental permit process needs to cover both the collection and treatment systems prior to start of construction. Treatment/disposal facility design is at approximately 20% completion. Design completion will proceed after location of the facility site has been determined. Collection system construction estimated to begin sometime in 2016. 5. Initiate design of the Pahala LCC Replacement Project. Project (collection system and treatment/disposal facility) is currently still in the pre -design phase. Archaeological investigation resulted in a determination that the intended site should not be utilized due to the potential of encountering large lava tubes with archaeological remains. Final Status Report on Program Miectives for FY 2014-15 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION ADMINISTRATION 6. Continue construction of the Kealakehe Sludge Removal and Aeration Upgrade Projoct. Construction work commenced in January 2015 and progress continues. 7. Initiate construction of the Lono Kona Sewer Improvement District Project. Construction start date is estimated in late 2016. S. Continue construction of the North Kona Sewer and Reuse project in conjunction with the State DOT's Oueen Ka`ahumanu Hiehwav Widcnin< Project— Phase 2, The MOU was revised to include additional design costs as determined by the State DOT and submitted by the County to the State DOT for review in October 2013. Currently awaiting response from State DOT. The State DOT estimates construction to begin in late 2015. 9. Implement Sewer Rate Increase to adequately support Wastewater facilities including sewer mains, sewage pump stations and wastewater treatment plants. Anticipated implementation has been re -scheduled to sometime in year 2016. 10. Initiate Planning for establishment of an Effluent Reuse system to service Mak'aeo (Old Kona Airport). Conceptual planning began in Tate 2014. The pre -design including public education/outreach and environmental documents is the next step in 2016. Final Status Report on Program Objectives for FY 2014-15 ENVIRONMENTAL MANAGEMENT WASTEWATER DIVISION OPERATIONS 1. Strive for acceptable ratings from Department of Health during inspections of the wastewater treatment facilities by exercising proper plant process control, health and safety procedures and laborator}- quality control. The Kealakehe WWTP (KW WTP) received an Unacceptable rating for an inspection conducted in October 2014. The unacceptable rating was for the following reasons: a. Although the County submitted an SRF loan application for the design of a reuse system upgrade, transmission system and alternative disposal system, KW WTP continues to dispose wastewater effluent into the infiltration basin. .A proposal for the pre -design tasks was submitted to the County by the Consultant in early 2015. b. Although the County issued a notice to proceed in September 2014 for the Aeration Upgrade & Sludge Removal Project, the aeration system for the treatment lagoons remains at the same treatment capacity. Construction work began in early 2015. c. Although the County issued a notice to proceed in September 2014 for the Aeration Upgrade & Sludge Removal Project, the sludge has not been removed. Construction work began in the I" calendar quarter of 2015. it. Inadequate sewer service charge. 2. Continue to implement an inflow and infiltration (1/1) program for the Hilo Sewer System in order to reduce influent flow to the Hilo WW FP. III efforts continue. 3. Continue to implement an inflow and infiltration (1/1) program for the Kona Sewer System in order to reduce chloride concentrations as the W WD Administration continues to establish an effluent reuse program in Kona. III efforts continue. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 25 CEMEETEE.RY FUND PARKS & RECREATION CEMETERY FUND 1. Conduct maintenance and repair activities. Conducted maintenance through the mosquito abatement program. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank PARKS & RECREATION CEMETERY FUND 1. Conduct maintenance and repair activities. Maintenance and repairs have been conducted daily. Final Status Report on Program Objectives for FY 2014-15 '!'his page intentionally left blank 26 BIKEWAY FUND PARKS & RECREATION BIKEWAY FUND 1. Conduct one recreational bike activity in each of 5 recreational districts by June 30, 2016. 7/1/15 S. Kohala - Youth Bike Program at 2015 Waimea Community Center Summer Fun program in partnership with P.A.T.11. (People, Advocacy for Trails Hawai'i). 7/9/15 Hamdkua - Youth Bike Program at 2015 Papa'aloa Gym Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 7/15/15 HatnuAtta - Youth Bike Program at 2015 llonoka'a Gptn Summer Fun program in partnership with P.A. C.H. (Peoples Advocacy for Trails Hawai'i). Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank PARKS & RECREATION BIKEWAY FUND I. Conduct one recreational bike activity in each of five recreational districts by June 30, 2015. Objective achieved. 7/1/14 Hilo -Youth Bike Program at 2014 Stanley Costales Waiakca Uka Gym Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 7/3/14 Pnmt - Youth Bike Prngram at 2014 Kea'au Shipman Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 7/9/14 West Hawaii - Youth Bike Program at 2014 Kekaaokalani Gym Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 7/14/14 N. Kohala - Youth Bike Program at 2014 Hisaoka Gym Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 7/15/14 Hamakua - Youth Bike Program at 2014 Papa'ikou Gym Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 6/23/15 Hilo -Youth Bike Program at 2015 Pana'ewa Park Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). 6/24/15 Ka'0 - Youth Bike Program at 2015 Pahala Community Center Summer Fun program in partnership with P.A.T.H. (Peoples Advocacy for Trails Hawai'i). Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 27 BEAUTIFICATION FUND PUBLIC WORKS BEAUTIFICATION FUND 1. Continue to initiate two roadside planting projects every year. A beautification project took place along the roadside at Reed's Bay. 2. Continue to plant or replant a minimum of 10 trees each year. A total of five Milo Trees were planted as part of roadside beautification project at Reed's Bay. 3. Enhance and continue the existing Litter Pick-up along County Roads Program with the Highways Division of the Department of Public Works. Highway Maintenance Division continued trash collection services for Downtown Hilo and Kailua Village Business Improvement District receptacles in addition to trash pick-up as part of the Division's Roadside Maintenance Program. When requested by volunteer groups, the Districts provide trash bags for the volunteer's use during their trash pick-up projects at other County roadsides. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank PUBLIC WORKS BEAUTIFICATION FUND 1. Continue to initiate two roadside planting projects every year. Only one project was done. A beautification project took place along the roadside at Walter Victor Baseball Complex. 2. Continue to plant or replant a minimum of ten trees each year. A total of 23 foxtail palms were planted as part of roadside beautification project at Walter Victor Baseball Complex. 3. Enhance and continue the existing Litter Pick-up along County Roads Program with the Highways Division of the Department of Public Works. Highway Maintenance Division continued trash collection services for Downtown Hilo and Kailua Village Business Improvement District receptacles in addition to trash pick-up as part of the Division's Roadside Maintenance Program. When requested by volunteer groups, the Districts provide trash bags for the volunteer's use during their trash pick-up projects at other County roadsides. Additional litter receptacles received and scheduled as replacements or new location installations. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 26 V1E ICLE DISPOSAL FUND ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND I. Coordinate removal from public access roadways those vehicles classified as abandoned/derelict. Received 323 vehicle incident reports forwarded from the County Police Department, of which 78 vehicles could not be found at reported locations. A total of 245 vehicles were towed to a salvage facility or impounded as necessary. 170 vehicles were removed from West Hawaii, and 75 vehicles were removed from East Hawaii. 2. Monitor the program and contracts to ensure that all derelict/abandoned vehicles are being processed and recycled in compliance with Department of Health requirements. All vehicles were taken to salvage facilities that are permitted by DOH. No violations have been reported for these facilities. 3. Begin remediation of the former Kona scrap metal yard to provide for proper closure of the site. Work plan for the remediation of this site has been finalized and has received approval from State of Hawaii DOH. Consultant is finalizing bid package for this project for submission to procurement. DEM has received commitment from DOH for a State Revolving Loan for this project. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank ENVIRONMENTAL MANAGEMENT VEHICLE DISPOSAL FUND 1. Coordinate removal from public access roadways those vehicles classified as abandoncd/derelict. Received 480 vehicle incident reports forwarded from the County Police Department, of which 104 vehicles could not be found at reported locations. A total of 370 vehicles were towed to a salvage facility or impounded as necessary. 300 vehicles were removed from West Hawaii, and 76 vehicles were removed from East Hawaii. 2. Process and recycle all derelict/abandoned vehicles in compliance with Department of Health requirements. All vehicles were taken to salvage facilities that are permitted by DOH. No violations have been reported for these facilities. 3. Monitor salvage facility operations contract for the processing of derelict vehicles. The Solid Waste Division no longer accepts scrap metal from commercial entities. The current Abandoned Vehicle towing contract requires that the tow vendor deal directly with a permitted scrap metal operator to process abandoned vehicles as scrap. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 29 SOIJD WA STE FUND ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 1. Implement proposed actions identified in the Update to the Integrated Solid Waste Management Plan for the County of Hawaii. The 2009 Integrated Resources and Solid Waste Management Plan identified three major alternatives for solid waste management in the County: a.) Implement a series of programs to reduce the volume of waste entering the land ills: i) Solicited new bids for scrap metal, white goods, and propane tanks. ii) Hosted field trips of the solid waste facilities and sponsored various events around the island to educate and promote recycling. iii) Updated our permits with State of Hawai'i DOH which includes additional materials which will be recycled at many of the Transfer Stations. iv) Certified Redemption Centers were added at the Oceanview and Volcano Transfer Station. b.) Make improvements to exisling infrastructure to accommodate new waste reduction programs: Construction for the Glenwood Transfer Station has been completed and has reopened in full capacity which includes easier access to recycling containers. c.) Conduct more in-depth evaluations of two options to address the need for lone term capacity for residuals needing disposal. i) The County is continuing to evaluate the options for solid waste disposal in East Hawai'i. The North facing slope of the existing South Hilo Sanitary Landfill (SHSL) is currently being utilized and will be developed according to the previously utilized sliver fill pattern. 2. Continue repairs and enhancement services at all County transfer stations. Repairs and enhancements to the Glenwood Transfer Station were completed. The Division will issue a design build request for construction of a facility in Wai'ohinu. The Division will begin making improvements to the Oceanview Convenience Center when the Wai`ohinu project is completed. The first phase of construction at the Oceanview site will be the installation of fencing around the perimeter of the site. Six Month Progress Report on Program Objectives for FY 2015-16 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 3. Fleet Maintenance - Continue a daily maintenance checklist and recurring replacement schedule on our heavy equipment based on age and repair costs. The County renewed a contract to utilize a vendor to provide limited night maintenance service for the truck tractors and the compactor trucks on an "as needed" basis. Repair work is performed through the Automotive Division of the Department of Public Works when staff is available. Otherwise, it is contracted out to local vendors. The Solid Waste Division (SWD) is responsible for operating and maintaining two active landfills, one refuse sorting facility, twenty-two transfer stations, three base yards and two inactive landfills in addition to performing island -wide transportation of municipal solid waste 362 days a year. Emergency repairs are being performed through the Automotive Division when space and staff are available. Upon recommendation from the Automotive Division, emergency repairs are contracted out. 4. Comply with Department of Health Chapter 58.1 Hawaii Administrative Rules to ban or require source separation of green waste from entering County disposal facilities. A new Request for Proposals has been issued for a Compost Contract which is expected to be issued in 2016. This will be a ten year contract which will allow the County to begin accepting additional materials such as food waste and contaminated paper. The Division will implement additional green waste collection sites at the Volcano and Waimea Transfer Stations and intends to add additional sites in FY 2016-17. Work plans have been submitted to DOH and we are awaiting approvals by DOH to begin accepting green waste at the Volcano and Waimea transfer stations. 5. Expand the Counties green waste collection to additional Transfer Stations Island wide. The SWD has ordered 40 cubic yard collection bins that will be used for the collection of greenwaste at the Volcano and Waimea Transfer Stations. SWD is awaiting modifications to the permits that were issued for these sites which will allow for collection of greenwaste. Six Month Progress Report on Program Objectives for FV 2015-16 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 6. Communicate with tire vendors island -wide regarding the Counties ban on disposal of tires within solid waste facilities. A professional service selection has taken place for assistance with this service. The Contractor will be responsible for developing a communication program that will be used for all of the tire vendors island -wide. This program is designed to make the vendors aware of their responsibilities in accepting used tires after they have sold new tires. 7. Continue post -closure maintenance and monitoring of Kailua and old Waimea landfills. The County continues to contract services to provide quarterly monitoring, limited maintenance and subsurface fire suppression activities at the Kailua and the Waimea Landfills. The remedial action plan to address the ongoing subsurface fires at the closed Kailua Landfill, as well as to insure compliance with DOH/US EPA regulations, has been approved by the State Department of Health (DOH). A continuing effort has been made at the Kailua Landfill site to add a significant quantity of soil materials to the various sinkholes and problematic areas of the site. It appears that progress is being made with this approach to the ongoing landfill fire issue. 8. Expand recycling education, glass recycling, e -waste collections and household hazardous waste collections. a) Recycling Education Program — Public education efforts have continued to increase awareness of the 2 -bin recycling program at most transfer stations. The HI -5 Program continues to offer HI -5 recycling bins for use at community and special events. The Department also encourages businesses and community groups to start recycling initiatives and provides information to those interested in establishing new recycling ventures on -island. b) The Department also sets up display booths at various community events to promote recycling and to educate the public on recycling opportunities and how they affect our environment. c) Glass Recycling - Non HI -5 glass bins have been operating at 19 of the island's 22 transfer stations/convenience centers. Six Month Progress Report on Program Objectives for FY 2015-16 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND d) E -Waste Program - Residential a -waste collections continue at four of the County transfer stations. Events are held at the Wai`ohinu, Waimea, Kcalakehe and Hilo Transfer Stations on a rotating basis. One privately operated a -waste collection location was established through a bid that was put out by the Division. This will allow for the daily collection of both residential and commercial e -waste. A new bid was put out to for a contractor to remove a -waste from the County facilities. Award of the new contract is forthcoming. e) Household Hazardous Waste (HHW) Program — During the first six months of FY 2015-16 two HHW collection events have been held, one in Hilo and one in Kealakehe. f) Reuse - reuse centers continue to operate at the Haws, Kea`au, Kealakehe, Keauhou, Pahoa & Waimea Recycling & Transfer Stations. We intend to open an additional reuse station at the Milo Transfer Stations in the coming fiscal year. The County will close the Center in Bawl due to the current contractor choosing not to extend this service at the HawT location. g) Mixed Recyclables - mixed recyclables collection and diversion is available at nineteen of our twenty-two transfer stations/convenience centers. Segregated paper recycling (mainly separate cardboard bins) are located at the Hilo, Kea`au and Kealakehe transfer stations. h) The County Recycling website is continually updated and maintained in order to increase the methods by which the public can access convenient 24 hour up-to-date information about recycling on the Big Island. The website, www.hawaiizerowaste.org, provides the public with detailed information on the Department's SWD and County -sponsored recycling programs as well as other relevant recycling events and information. i) Other Recycling Programs: The Department continues to offer its Do -It - Yourself Used Motor Oil (UMO) Recycling Program contracted with Recycle Hawaii and participating drop-off vendors. The State notified the County that there is no funding in FY 2016. The UMO program will be funded by the County. Six Month Progress Report on Program Objectives for FY 2015-I6 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 9. Support the State DOH HI5 programs and redemption centers for the public There are currently 21 certified redemption center (CRC) locations on Hawaii Island which include 20 permanent sites and one mobile site. HMP Inc., dba Business Services Hawaii, is currently operating redemption centers at eight of the County's rural transfer stations. Atlas Recycling LLC is operating at four. In addition, Atlas Recycling LLC offers redemption services at six permanent locations. HMP Inc., dba Business Services Hawaii, also operates two permanent locations. Mr. K's Recycling and Redemption operates one permanent redemption center. a) County HI -5 recycling staff conduct regular compliance inspections at all CRCs. Inspection reports are filed with DOH on a monthly basis. b) County HI -5 recycling staff also conducts regular retail inspections for retailer compliance with the HI -5 Bottle Bill law. Monthly inspection reports are filed with DOH. 10. Provide for the proper closure of former Kona and Hilo scrap metal yards. The Solid Waste Division (SWD) has been working with a consultant for the remediation of the Hilo and Kailua scrap metal sites. A work plan was submitted to DOH and approval has been given for the remediation plan. Six Month Progress Report on Program Objectives for FY 2015-16 This page in[emionally left blank ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND I. Implement proposed actions identified in the Update to the Integrated Solid Waste Management Plan for the County of Hawaii. The 2009 Integrated Resources and Solid Waste Management Plan identified three major alternatives for solid waste management in the County: a.) Implement a series ofproerams to reduce the volume of waste enterine the landfills: i) Awarded new contracts for acceptance of mixed scrap metal, white goods, car batteries and propane tanks from the various transfer stations around the island. ii) Hosted field trips of the solid waste facilities and sponsored various events around the island to educate and promote recycling. iii) Awarded a contract for the removal of stockpiled tires and for the continuous acceptance of waste tires which were illegally dumped at the County baseyards, transfer stations and landfills. iv) Updated our permits with State of Hawaii DOH which includes additional materials which will be recycled at many of the Transfer Stations. b.) Make improvements to existine infrastructure to accommodate new waste reduction programs: i) Construction for the Volcano Transfer Station was completed and has reopened in full capacity which includes easier access to recycling containers and will include green waste drop off once the permit is renewed. Glenwood Transfer Station is currently under construction and is expected to be completed in December 2015, c.) Conduct more in-depth evaluations of two options to address file need for lone term capacity for residuals needing disposal. i) The County is continuing to evaluate the options for solid waste disposal in East Hawaii. The North facing slope of the existing South Hilo Sanitary Landfill (SHSL) will be developed according to the previously utilized sliver fill pattern. Final Status Report on Program Objectives for FY 2014-15 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 2. Continue repairs and enhancement services at all County transfer stations Repairs and enhancements to the Volcano Transfer Station were completed and are underway for the Glenwood Transfer Station. The Division will issue a design build request for construction of a facility in Wai'ohinu. The Division will begin making improvements to the Oceanview Convenience Center when the Wai'ohinu project is completed. The Potion Transfer Station had to be unexpectedly closed due to lava from Kilauea Volcano which ultimately entered the site. An alternate site was established near the Potion community center which required the Division to make improvements to the site in order to begin offering services. The alternate site in Pahoa was closed and operations resumed at the Pahoa Transfer Station on Cemetery Road in March 2015 after lava was removed from the service road. 3. Ftect Maintenance - Continue a daily maintenance checklist and recurring replacement schedule on our heavy equipment based on age and repair costs. The County rebid a contract to utilize a vendor to provide limited night maintenance service for the truck tractors and the compactor trucks on an "as needed" basis. Repair work is performed through the Automotive Division of the Department of Public Works when staff is available. Otherwise, it is contracted out to local vendors. The Solid Waste Division (SWD) is responsible for operating and maintaining two active landfills, one refuse sorting facility, 22 transfer stations, three base yards and two inactive landfills in addition to performing island -wide transportation of municipal solid waste 362 days a year. Emergency repairs are being performed through the Automotive Division when space and staff are available. Upon recommendation from the Automotive Division, emergency repairs are contracted out. 4. Comply with Department of Health Chapter 58.1 Hawaii Administrative Rules to ban or require source separation of green waste from entering County disposal facilities. Final Status Report on Program Objectives for FY 2014-15 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND Contracts are in place for the grinding of greenwaste on both the East and West sides of the County. A new Request for Proposals has been issued for a Compost Contract which is expected to be awarded in December 2015. This will be a ten year contract which will allow the County to begin accepting additional materials such as food waste and contaminated paper. The Division will implement additional green waste collection sites at the Volcano and Waimea Transfer Stations and intends to add additional sites in FY 2016-17. 5. Continue post -closure maintenance and monitoring of Kailua and old Waimea landfills. The County continues to contract services to provide quarterly monitoring, limited maintenance and subsurface fire suppression activities at the Kailua and the Waimea Landfills. The remedial action plan to address the ongoing subsurface fires at the closed Kailua Landfill, as well as to insure compliance with DOH/US EPA regulations, has been approved by the State Department of Health (DOH). A continuing effort has been made at the Kailua Landfill site to add a significant quantity of soil materials to the various sinkholes and problematic areas of the site. It appears that progress is being made with this approach to the ongoing landfill fire issue. 6. Expand recycling education, glass recycling, e -waste collections and household hazardous waste collections. a) Recycling Education Program — Public education efforts have continued to increase awareness of the 2 -bin recycling program at most transfer stations. The HI -5 Program continues to offer HI -5 recycling bins for use at community and special events. The Department also encourages businesses and community groups to start recycling initiatives and provides information to those interested in establishing new recycling ventures on -island. b) The Department also sets up display booths at various community events to promote recycling and to educate the public on recycling opportunities and how they affect our environment. c) Glass Recycling - Non HI -5 glass bins have been operating at 19 of the island's 22 transfer stations/convenience centers. Final Status Report on Program Objectives for FY 2014-15 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND d) F, -Waste Program - residential a -waste collections continue at four of the County transfer stations. Events are held at the Wai`ohinu, Waimea, Kealakehe and Hilo Transfer Stations on a rotating basis. Commercial a -waste collection is done once per month at the Hilo Sort Station on a reservation basis only. One privately operated a -waste collection location was established through a bid that was put out by the Division. This will allow for the daily collection of both residential and commercial e -waste. e) Household Hazardous Waste (HHW) Program — During FY 2014-15 seven HHW collection events have been held, two in Hilo, two in Kealakehe, one in Pahoa, one in Waimea and one was held in lower Puna for the community of Kapoho which was impacted by Hurricane Iselle. f) Reuse - Reuse Centers continue to operate at the Hawy Kea`au, Kealakehe, Keauhou, Pahoa & Waimea Recycling & Transfer Stations. We intend to open an additional reuse station at the Hilo Transfer Stations in the coming fiscal year. g) Mixed Recyclables - Mixed Recyclables collection and diversion is available at 19 of our 22 transfer stations/convenience centers. Segregated paper recycling (mainly separate cardboard bins) are located at the Hilo, Kea`au and Kealakehe transfer stations. h) The County Recycling website is continually updated and maintained in order to increase the methods by which the public can access convenient 24 hour up-to-date information about recycling on the Big Island. The website, www.Hawai`izerowaste.org, provides the public with detailed information on the Department's SWD and County -sponsored recycling programs as well as other relevant recycling events and information. i) Other Recycling Programs: The Department continues to offer its Do -It - Yourself Used Motor Oil (UMO) Recycling Program funded by State of Hawaii grant and contracted with Recycle Hawaii and participating drop-off vendors. The State notified the County that there will be no funding provided in FY 2016. The UMO program will be funded by the County. Final Status Report on Program Objectives For FY 2014-15 ENVIRONMENTAL MANAGEMENT SOLID WASTE FUND 7. Support the State DOI 11115 programs and redemption centers for the public There are currently 18 permanent certified redemption center (CRC) locations on Hawaii Island. LIMP Inc., dba Business Services Hawaii, is currently operating redemption centers at five of the County's rural transfer stations and Atlas Recycling LLC is operating at four. In addition, Atlas Recycling LLC offers redemption services at six permanent locations. HMP Inc., dba Business Services Hawaii, also operates two permanent locations. Mr. K's Recycling and Redemption operates one permanent redemption center. a) County HI -5 recycling staff conduct regular compliance inspections at all CRCs. Inspection reports are filed with DOH on a monthly basis. b) County 11I-5 recycling staff also conducts regular retail inspections for retailer compliance with the HI -5 Bottle Bill law. Monthly inspection reports are filed with DOH. 8. Provide for the proper closure of former Kona and Hilo scrap metal yards. The Solid Waste Division (SWD) has been working with a consultant for the remediation of the Hilo and Kailua scrap metal sites. A work plan was submitted to DOH. Revisions to the original work plan have been resubmitted to the DOH and remediation activities are expected to begin in FY2015-16. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank Q0 QOIX COURSE, FUND PARKS & RECREATION GOLF COURSE FUND 1. Improve, beautify and maintain the greens, tees and fairways at the Hilo Municipal Golf Course by: a. aerating all golf course greens in October and May, weather permitting; Due to weather, we were not able to aerate in October. We are currently scheduled to aerate in February and June. b. vertieut and de -thatch all greens in July, October. January, and April, weather permitting, or as needed; Greens were verticutted in July, and October so far this fiscal year. c. controlling application of fertilizer and pesticide to greens, fairways and tees weekly, or as needed; Fertilizers and pesticides have been applied as needed on a weekly basis. d. controlling application of herbicide to greens, tees. stream beds. ditches and course boundaries weekly, or as needed: Herbicides have been applied weekly as needed. e. daily mowing of greens; Greens are being mowed daily. f. mowing of tee tops every Thursday, weather permitting; Tee tops have been mowed weekly. We have changed the specific day of the week pending the weather. g. mowing of fairways Monday through Friday, weather permitting: Fairways are being mowed on a daily basis. It. top dressing greens monthly, weather permitting. Greens are being top dressed monthly. Si,, Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION GOLF COURSE FUND i. rolling of greens on a weekly basis, oras needed. We experienced some mechanical problems with the greens rollers in the first several months of this fiscal year and was not able to roll greens. We have since corrected the problem and have been rolling greens weekly. 2. Schedule and assign tee times for: a. individuals and groups on a daily basis: Individual tee times have been assigned daily. b. club tournaments every six months: Club Tournaments have been scheduled for the year. c. larger fundraising tournaments on an annual basis. Targeting, but not limited to six fundraisers per fiscal year. We currently have ten large fundraising golf tournaments scheduled for this fiscal year. 3. Schedule inspection and repairs of course structures, clubhouse facilities and maintenance warehouse during the months of July, October, January, and April. Inspections have been done in July, and October. 4. Daily routine inspections and maintenance of equipment, course vehicles and safety equipment. Inspection of maintenance equipment, course vehicles, and safety equipment is don on a weekly basis 5. 80% of the service surveys received by go] Pers will be satisfactory or better. No service surveys have been turned in. 6. 50% of all employees will have at least one training course. Trainings have been scheduled. Six Month Progress Report on Program Objectives for FY 2015-16 PARKS & RECREATION GOLF COURSE FUND 7. 100% of employees will be exposed to safety talks at least once per month. Employees are exposed to safety talks individually and in groups monthly. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank PARKS & RECREATION GOLF COURSE FUND 1. Improve, beautify and maintain the greens, tees and fairways at the Hilo Municipal Golf Course by: a. aerating all golf course greens in October and May, weather permitting; All 19 greens were aerated in October and May. b. vertieut and de -thatch all greens in July, October, January, and April, weather permitting, or as needed; Due to weather, Greens were verticut in July, September, November, January, and May. c. controlling application of fertilizer and pesticide to greens, fairways and tees weekly, or as needed; All chemicals were applied as needed. d. controlling application of herbicide to greens, tees, stream beds, ditches and course boundaries weekly, or as needed; Due to inclement weather this past fiscal year, applications of fertilizers and pesticides to the greens, fairways, and tee boxes were done as needed on a monthly basis instead of weekly. e. daily mowing of greens; Greens were mowed daily f. mowing of tee tops every Thursday, weather permitting; All tee boxes were mowed once per week. g. mowing of fairways Monday through Friday, weather permitting; Fairways were moved Monday -Friday every week. Due to the growth rate of the grass, fairways were mowed occasionally on weekends as well. h. top dressing greens monthly, weather permitting. Greens were top dressed once per month. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION GOLF COURSE FUND i. rolling of greens on a weekly basis, or as needed. Greens were rolled once per week from July - May. We experienced equipment failure in May that prohibited us from rolling greens in May and June. We have since repaired the equipment and were rolling greens weekly from the beginning of July. 2. Schedule and assign tee times for: a. individuals and groups on a daily basis; Tee times were taken daily. b. club tournaments every six months; Club tournaments were scheduled twice this year. We took club reservations for six months at a time. We posted every May for the months July - December and posted in November for the months January -June. c. larger fundraising tournaments on an annual basis. 'targeting, but not limited to six fundraisers per fiscal year. There were 23 larger fundraising events were scheduled this fiscal year. 3. Schedule inspection and repairs of course structures, clubhouse facilities and maintenance warehouse during the months of July, October, January, and April. Facility inspections are done by the Golf Course Grounds Maintenance Supervisor and the Golf Course Manager once per quarter. Inspections were done in July, October, January, and April. 4. Daily routine inspections and maintenance of equipment, course vehicles and safety equipment. All maintenance equipment inspected daily by the Golf Course Grounds Maintenance Supervisor and Mechanic. 5. 80°% of the service surveys received by golfers will be satisfactory or better. No service surveys were submitted this year. Final Status Report on Program Objectives for FY 2014-15 PARKS & RECREATION GOLF COURSE FUND 6. 50% of all employees will have at least one training course. Various training courses were provided to all employees. Training varied based on the employee job duties. 7. 100% of employees will be exposed to safety talks at least once per month. Safety talks done monthly. Safety talks done individually and in small groups. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 31 GEOTHE'R', l[. RELOCATION &- COMMUNITY BEN FITS -5 FUND PLANNING GEOTHERMAL RELOCATION & COMMUNITY BENEFITS FUND The Geothermal Relocation and Community Benefits Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. The first round of relocation purchases are complete. The first eight properties were disposed of via an auction held on November 23, 2015. Revenues from this sale were credited back to the Geothermal Relocation Fund. We've started working on purchasing the second round of relocation requests; approximately six properties. Escrow should close in late February to early March 2016. We then start work on completing the rest of the relocation requests and should be completed by the end of the current fiscal year. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank PLANNING GEOTHERMAL RELOCATION & COMMUNITY BENEFITS FUND The Geothermal Relocation and Community Benefits Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. The last purchase for the fiscal year is in escrow. We're working with Property Management and Housing regarding the deposition of the acquired properties. Processing of the next 12 applicants has begun. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 32 HOUSING FUND HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Community Development Division Development Branch 1. Develop housing for homeless clients in West Hawaii. Working collaboratively with Department of Public Works on the Micro -Unit Housing project, development of the commercial kitchen at the West Hawaii Emergency Shelter and improved ventilation for the West Hawaii Emergency Shelter. 2. Sell and construct 22 for -sale housing units at the Kamakoa Not Workforce Housing project. Completing last ten homes of Phase IV and preparing for the build -out of 16 homes for Phase V at Kamakoa Nod. 3. Provide construction management oversight for affordable housing projects. Providing construction management oversight for Kamakoa Nui Workforce Development Housing, Na Kahua Hale O Ulu Wind affordable housing rentals and the West Hawad`i Emergency Shelter/Friendly Place Campus. Planning Branch 1. Execute four affordable housing agreements. Executed two affordable housing agreements. 2. Complete one housing -related study. Initiated one housing -related study. 3. Complete one Fair Housing awareness training video. Started close captioning on one Fair Housing awareness training video. 4. Provide two Fair Housing trainings for general audiences. Coordinated one Fair Housing training. Six Month Progress Report on Program Objectives for FY 2015-16 HOUSING OFFICE OF HOUSING & COMMUNITY F13A/9II101Q 5I130H 5. Provide one Fair Housing training for a non -/limited -English audience. Provided one Fair Housing training for a non -/limited -English audience. 6. Recruit four new landlords to attend the Fair Housing trainings. Conducting recruitment for four new landlords to attend the Fair Housing trainings. 7. Assist 20 clients with Fair IIousing inquiries/issues. Assisted 24 clients with Fair Housing inquiries/issues. Existing Housin¢ Division Family Self Sufficiency Branch Family Set Sufficiency Program 1. Provide services to at least 25 participants through the Section 8 Family Self - Sufficiency Program by June 30, 2016. 20 participants are actively working towards meeting their Family Self - Sufficiency Program goals. Section 8 Homeownership Option Program 1. Complete one Section 8 Homeownership Option Program transactions with an eligible program participant. There are four applicants who are working on meeting the requirements of the Section 8 Homeownership Option Program. Housing Programs Branch Residential Emergency Repair Program 1. Provide loans and complete home repairs for 15 low and moderate income home owners. Seven home repairs have been completed and six home repairs are in progress. Six Month Pro-ress Report on Program Objectives for FY 2015-16 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Rental Assistance Branch Housing Choice Voucher (.Section 8) Program 1. Maintain a 95% utilization rate of HUD provided funding for the Housing Choice Voucher (Section 8) Program. The Existing Housing Division has expended 99% of the program funding received for the period July 1, 2015 through December 31, 2015. I10.71,ff Tenant Based Rental Assistance Program 1. Maintain 95% utilization rate of funding for Tenant Based Rental Assistance Program. 65 new program participants have secured housing and are receiving monthly housing assistance. All program participants have completed Financial Education workshop and introduced to individual financial counseling offered by Hawaiian Community Assets. Grants Manaeement Division Grants Administration Branch CDBG 1. Fund, monitor, complete, and/or close approximately five CDBG projects in accordance with program regulations. Projects will benefit at least 80% low and moderate income persons. One CDBG project funded, three projects completed and one project on-going. HOME 1. Fund, administer, complete and/or close out approximately three HOME projects in accordance with program regulations. Projects will benefit 100% low and moderate income persons. Two HOME projects on-going. Six Month Progress Repon on Program Objectives for FY 201 i-16 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Workforce Development Branch WIOd 1. Provide services to: 168 adults who are 18 years of age and older and meet the income requirement. 121 dislocated workers who have recently been laid off due to company closure or who have been given notice of layoff. 152 in -school youth (ages 14-18) and out-of-school youth (ages 14-21) who we considered disadvantaged with at least 1 of the WIOA program barriers. Provided services to 155 adults who are 18 years of age or older and meet the income requirements. Provided services to 133 dislocated workers who have recently been laid off due to company closure or who have been given notice of layoff. Provided services to 130 in -school youth (ages 14-18) and out-of-school youth (ages 14-21) who are considered disadvantaged with at least 1 of the WIOA program barriers. Six Month Progress Report on Program Objectives for FV 2015-16 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Communitv Development Division Development Branch I. Complete the construction of 45 for -sale units in Phase 3 of the Kamakoa Not Workforce Housing Community. • All homes were sold, with 35 under construction and ten awaiting construction in Phase 3 of Kamakoa Nui Workforce Housing Community. 2. Develop and complete the landscaping, which includes a park and basketball court, at Na Kahua Hale O Ulu Wini. • Completed the landscaping for the last phase of Ulu Wini, and preparing for the procurement of the development of the play courts and park area. Planning Branch 1. Complete two Fair Housing trainings for the general public. • Completed two Fair Housing trainings for the general public. 2. Complete two Fair Housing trainings for persons with language barriers. • Completed one Fair Housing training for persons with language barriers. 3. Increase Fair Housing training attendance by four new landlords. • Increased Fair Housing training attendance by five new landlords. Existing Housing Division Family Self Sufficiency Branch Family Sell Sufficiency Program 1. Provide services to 30 participants through the Section 8 Family Self -Sufficiency Program by June 30, 2015. • As of June 30, 2015, provided services to 30 program participants. Final Status Report on Program Objectives for FY 2014-15 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Section 8 Homeownership Option Program I. Complete one Section 8 Homeownership Option Program transaction with an eligible program participant. • Completed one transaction through the Section S Homeownership Option Program. Housing Programs Branch Residential Emergency Repair Program 1. Provide loans and complete home repairs for 15 low and moderate income home owners. Ten rehabilitation projects are completed, seven projects are in construction phase, six eligible applicants are searching for or finalizing contracts with a licensed general contractor and two applications are being reviewed for meeting program eligibility requirements. Rental Assistance Branch Hoi"ing Choice 6bueherr (Section 8) Program 1. Maintain a 99% utilization rate of HUD provided funding for the Housing Choice Voucher (Section 8) Program. As of June 30 2015, the EHD had a 90% utilization rate of HUD providing funding for the Section 8 Program. HOME Tenant Based Rental Assistance Program 1. Maintain 99% utilization rate of funding for Tenant Based Rental Assistance Program. As of June 30, 2015, the EHD had an 84% utilization rate for the Tenant Based Rental Assistance Program. Final Status Report on Program Objectives for FY 2014-15 HOUSING OFFICE OF HOUSING & COMMUNITY DEVELOPMENT Grants Manaeement Division Grants Administration Branch Community Development Block Grant (('DBG) 1. Fund, monitor, complete, and/or close approximately five CI)BG projects in accordance with program regulations. Projects will benefit at least 80% low and moderate income persons. Five projects arc complete and four projects have been funded. HOME 1. Fund, administer, complete and/or closeout approximately four HOME projects in accordance with program regulations. Projects will benefit 100% low and moderate income persons. Three projects have been funded. Workforce Dec clopment Branch Workforce Investment Act (W/A) I. Provide services to: 185 adults who are 18 years of age and older and meet the income requirement. 143 dislocated workers who have recently been laid off due to company closure or who have been given notice of layoff. 162 in -school youth (ages 14-18) and out-of-school youth (ages 14-21) who are considered disadvantaged with at least one of the WIA program barriers. As of June 30, 2015, provided services for 154 Adults, 129 Dislocated Workers and 146 In -School and Out -of -School Youth. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank 33 EiEOTHER PLANNING GEOTHERMAL ASSET FUND The Geothermal Asset Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. Several claims against the fund have been submitted and processed through the Planning Commission. Most of these claims were for air, water and ground studies and for monitoring equipment. Per the Geothermal Asset Fund Ordinance, a claims adjuster is required but shall NOT be paid out of the Geothermal Asset Fund. This challenge required searching for funds in the General Fund Budget. That challenge was met by utilizing unused funds in the Hearing Officer account. Claims have `quieted down' since the fall of 2015. Six Month Progress Report on Program Objectives for FY 2015-16 This page intentionally left blank PLANNING GEOTHERMAL ASSET FUND The Geothermal Asset Fund shall be administered in an efficient and responsible manner complying with all applicable ordinances and rules. Several claims against the fund have been submitted and processed through the Planning Commission. Processing of these claims were in compliance with applicable ordinances and rules. Final Status Report on Program Objectives for FY 2014-15 This page intentionally left blank