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Home My WebLink AboutCOM 0978.000 2014-2016 William P.Kenoi o+?�°i........... Deanna S. Sako �' Director Mayor **k_ -f';\�//;• •� � Lisa K. Miura —_i Deputy Director qT!OF• :', • County of Hawaii Finance Department 25 Aupuni Street,Suite 2103 • Hilo,Hawaii 96720 (808)961-8234 • Fax(808)961-8569 r-a C ' C--"' - tU July 29, 2016 Dru Kanuha, Council Chair and (? - Members of the Hawai`i County Council R) o-. Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 Re: Resolution for multi-year lease Enclosed is a resolution authorizing the payment of funds for more than one fiscal year, for a new multi-year lease agreement for a cashiering system to be used by the Finance Department's Vehicle Registration and Licensing division. This system will improve on both the efficiency and security of the divisions' cash handling procedures and will allow for improved auditing controls to be implemented. We are requesting that this resolution be waived from the Finance Committee and be placed on the August 17, 2016 Council agenda. If there are any questions, please do not hesitate to call Naomi O'Dell of the Finance Department's Vehicle Registration and Licensing division at 961-8021. LQa...._.r-,p44-- Deanna S. Sako Director of Finance Enc. cc: VRL <Res. S-91- Ito) Comm. No. �� "l12 CU Ref. To: L_(.t.4 FC) Ref. Date JUL 2 9 2016 Hawaii County is an Equal Opportunity Employer and Provider Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Finance/Vehicle Registration & Licensing DATE: 07/26/2016 STAFF CONTACT: Naomi O'Dell / Esther Domian PHONE: 961-8021 / 961-8040 A. REQUEST: The Vehicle Registration & Licensing Division is requesting a resolution authorizing the payment of funds for more than one fiscal year for a multi-year lease to purchase a Cashiering System. The Cashiering System will be used throughout the Divison to improve efficiency, reporting and recording. The lease will be for a term of five (5) years. The estimated lease cost is $45,000 for the first year, and $60,000 each susbsequent year for a purchase total of$285,000. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): Currently, all Vehicle Registration and Licensing transaction collections are processed manually by various Clerks and Examiners. Daily balancing and reconcilliation are completed using a combination of computer generated reporting, cash register journals and manual record keeping. A Cashiering System will increase the efficiency of VRL's auditing capabilities divisionwide. All transactions will be processed through the system, printing a receipt for the customer's record and retaining an audit trail: payments will be recorded to transaction files with the ability to be viewed in detail and allocated to one or more accounts automatically. For the MVR section, this will eliminate manual clerical entry into the Posting Program in Access, freeing one MVR Clerk for approximately four (4) hours a day. Clerical errors due to manual recordkeeping will be reduced drastically, increasing efficiency and reducing cash balancing times. The reduced risk of misappropriation is another added benefit as detailed reporting and stricter auditing controls will be in effect. The estimated FY 2016-2017 payments are currently budgeted in our FY 2016-2017 operating budget and lease payments for subsequent years will be budgeted accordingly. The leased amount of$285,000 will cover the initial start up, including all necessary equipment, software, training and installation. Vehicle Registration & Licensing is requesting the Finance Committee hearing be waived to expedite the purchasing process. O)i'V(J lw`� — it XJ20Ily SIGNED: DATE: Department Head KAREN EOFF JNtV OF AARON S.Y. CHUNG o. ................... Chairperson ` - - MAILE"MEDEIROS"DAVID GREGGOR ILAGAN mss.. VALERIE T. POINDEXTER _'~ DRU MAMO KANUHA Vice Chair • '".° �� DENNIS"FRESH" ONISHI �� DANNY PALEKA MARGARET WILLE HAWAI`I COUNTY COUNCIL County of Hawai`i Hawaii County Building 25 Aupuni Street Hilo, Hawaii 96720 July 29, 2016 Dru Mamo Kanuha, Chairperson Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 RE: Resolution No. 591-16 : RESOLUTION AUTHORIZING THE PAYMENT OF FUNDS OF A LATER FISCAL YEAR AND OF MORE THAN ONE FISCAL YEAR FOR A MULTI-YEAR AGREEMENT FOR A CASHIERING SYSTEM. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawai`i, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, Karen off, Chairperson Committee on Finance Approved/D to/Waive to Council: Disapproved/Date/Refer to FC: "DIOV u a -9 2016 Dru Mamo Kana, Chairperson Dru Mamo Kanuha, Chairperson Hawai`i County Council Hawai`i County Council KE/wb Hawai`i County is an Equal Opportunity Provider and Employer