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Home My WebLink About2019-11-14 Memo to Designated Department Heads re FY 2020-2021 Capital Improvement Program (CIP) Budget rtY,os ti ' , . Wil Okabe " ��' ''• Managing Director Harry Kim • • .,l'„ 111 i•.' Mayor 't' _ ' Barbara J.Kossow ?'•: +: ►`�.' Deputy Managing Director County of Hawai`i Office of the Mayor 25 Aupuni Street,Suite 2603 • Hilo,Hawai'i 96720 • (808)961-8211 • Fax(808)961-6553 KONA: 74-5044 Ane Keohokalole Hwy.,Bldg C • Kailua-Kona,Hawaii 96740 (808)323-4444 • Fax(808)323-4440 MEMORANDUM DATE: November 14, 2019 TO: TALMADGE MAGNO, Civil Defense Administrator BILL KUCHARSKI, Director of Environmental Management DEANNA SAKO, Director of Finance DARREN J. ROSARIO, Fire Chief DUANE T. HOSAKA, Housing Administrator BRENDA CARREIRA, Mass Transit Administrator ROXCIE WALTJEN, Director of Parks and Recreation MICHAEL YEE, Director of Planning PAUL FERREIRA, Police Chief DAVID YAMAMOTO, Director of Public Works FROM: HARRY KIM f Mayor, Count of Hawai SUBJECT: FY 2020-2021 Capital Improvement Program (CIP) Budget I am writing with guidance for preparing the FY 2020-2021 capital budget. 1. Timeline. The FY 2020-2021 capital budget timeline is attached for your reference. Since the budget development process is driven by Charter-mandated deadlines, we ask that - you support your staff in preparing and submitting CIP project materials on schedule. 2. This FY Budget List. Given the County's current debt burden, it is estimated that only$30- 40 million will be bonded for projects in FY 2020-2021. Please take a hard look at your priorities for this coming fiscal year and limit your list to the highest priorities. County of Hawai`i is an Equal Opportunity Provider and Employer. November 14,2019 Page 2 3. Priorities. In assessing your priorities, strategize your projects within the context of the six-year timeframe as required by Charter. Phase your projects as necessary over the six- year period to cover as much of the full project as possible from planning, land acquisition as applicable, design, and construction. When prioritizing, consider the following: a. Protects public health and/or safety; b. Equalizes services among districts by addressing a deficiency; c. Reduces deferred maintenance issues; d. Provides matching funds to leverage Non-County funding sources; e. Prioritized in the General Plan or a Community Development Plan; f. Mandated by law or court action. 4. Funding Sources. The early phases of a regional project (e.g., planning, design) are good candidates for fair share funding to position the projects for shovel-ready funding sources. The Planning Department can advise on the availability of fair share funding. Funding sources that do not rely on bond funding are good candidates to prioritize (e.g., CDBG, revolving loans). 5. Submittal. The Planning Director will hold meetings to meet with agencies and distribute instructions and forms for your budget submittal. We ask that all departments submit your complete set of projects no later than January 2, 2019. The Planning Director will meet with agencies during the week of January 13th to 17th to discuss your CIP projects and strategic six-year outlook in order to compile a draft CIP budget for my review. We would like to avoid significant changes between the March and May budget submittals, so let us spend the time now to try to get it right the first time. As necessary, the Managing Director, Finance Director, Planning Director, and I are available to discuss your projects and prioritization prior to your January submittal. Please schedule a meeting if you would like to discuss your projects and/or priorities. County of Hawaii is an Equal Opportunity Provider and Employer. November 14,2019 Page 3 Recommended FY 2020-2021 CIP Budget Development Timeline CIP Budget Submittal November 2019 Mayor distributes memo to agency heads outlining 2019-2020 CIP budget expectations. November 14, At cabinet meeting, Mayor reinforces messages in CIP memos, instructions, and 2019 orientation. November 18-22, Planning Dept. distributes memo to agency heads outlining CIP budget process. 2019 Planning Dept. distributes OP forms and instructions to CIP liaisons. November 27, Planning Dept. orients CIP liaisons to the CIP budget process. 2019 January 2, 2020 Deadline for agencies and CDPs to submit all Financial Impact Statements (FIS) and supporting documents to the Mayor via the Planning Department. January 6-10, 2020 Planning Dept. compiles and preps FIS sheets for agency discussion, highlighting necessary corrections and preparing clarifying questions. January 13-17, Planning Director meets with agencies to discuss the agency's priorities. 2020 January 20-31, Planning Director compiles CIP budget document for submittal to Mayor. 2020 January 31, 2020 Planning sends recommended list (summary) as well as a draft message to the Mayor, Managing Director, and Finance requesting review/edits February 3-7, 2020 Managing Director recommends to Mayor the annual CIP budget. Mayor confirms and approves CIP list. February 7 14, Planning Department compiles the submittal package. 2020 February 17, 2020 Planning Dept.finalizes the Mayor's message, secures the Mayor's signature, and gets the signed letter to the Machine Room. February 28, 2020 The Mayor submits the capital projects package to Council CIP Budget Amendment March 2020 Agencies discuss March to May changes with Mayor and Managing Director April 2, 2020 Deadline for agencies to submit all new or revised FIS forms and supporting documents to the Mayor via the Planning Department April 2-8, 2020 Planning Director reviews the lists of agency proposed additions to budget and recommends the order of their priority. Planning Department sends summary of submitted changes as well as a draft April 8-10, 2020 message to the Mayor and Managing Director Mayor confirms and approves CIP list. April 10 17, 2020 Planning Dept. revises and compiles CIP budget document for submittal to Mayor. April 20 23, 2020 Planning Department finalizes the Mayor's message, secures the Mayor's signature, and gets the signed letter to the Machine Room. May 5, 2020 The Mayor submits the amended capital projects package to Council County of Hawaii is an Equal Opportunity Provider and Employer.