HomeMy WebLinkAbout2011-03-11 Cost of Government Commission Agenda
COST OF GOVERNMENT COMMISSION
c/o Office of the Corporation Counsel, 101 Aupuni Street,
Suite 325, Hilo, Hawai‘i 96720
AGENDA
Friday,March 11, 2011 –10:00 a.m.
Liquor Control Conference Room
Hilo Lagoon Centre
101Aupuni Street, Suite 230
Hilo, Hawai‘i 96720
1.CALL TO ORDER
2.STATEMENTS FROM THE PUBLIC
3.APPROVAL OF MINUTES (February 25, 2011)
4.DISCUSSION, AND QUESTION AND ANSWER SESSION WITH ERIC
TANOUYE, AGRICULTURAL ADVISORY COMMISSION REGARDING HIS
RESPONSE DATED DECEMBER 9, 2010 TO QUESTIONS IN THE COST OF
GOVERNMENT’S AUGUST 5, 2010 LETTER.
5.QUESTION AND ANSWER SESSION WITH DIRECTOR RANDALL
KUROHARA, RESEARCH AND DEVELOPMENT ON THE CONSOLIDATION
OF BOARDSAND COMMISSIONS (AGRICULTURAL AND ENERGY).
6.CORRESPONDENCE
A.Comm. 2011-002:Letter from Lincoln Ashida, Re: Consolidation of Police
and Fire Commission.
B.Comm. 2011-003: Memo from Alan Parker, Re: Consolidation of
Committee on Aging and Mayor’s Committee on People with Disabilities.
C.Comm. 2011-004: Letter from Cost of Government to Fire, Re:
Consolidation of Police Commission and Fire Board of Appeals; and Fire
Board of Appeals and Fire Commission.
D.Comm. 2011-005: Letter from Cost of Government to Planning, Re:
Termination of all Community Development Plan Steering Committees.
7.REPORTS FROM SUBCOMMITTEES
A.Operations, Budget, and Consolidation (G. Wong, G. Matsuda)
1) Report From Gloria Wong Dated September 2010.
B.Revenue Enhancement and Collections (K. Armour, P. Provalenko)
C.Technology Recommendations and Adoption (E. O’Hara, M. Nicholson)
Hawai‘i County is an Equal Opportunity Provider and Employer
8.DISCUSSION REGARDING ITEMS PREVIOUSLY RECOMMENDED TO BE
PLACED IN DRAFT REPORT
Review of the complete compensation package for employees
A.
1)Allow employees to work 10 hours/4 days per week.
Potential impacts: save on electricity, reduce overtime costs for staff
required to attend evening public meetings.(January 14, 2011
meeting)
2)Institute performance-based reward program. Rewards might be a
bonus, time off, raise, etc.(January 14, 2011 meeting)
3)Set the work week at 40-hours a week rather than eight hours a day,
and allow an employee to flex their work schedules and reduce
overtime. (January 14, 2011 meeting)
4)Link pay cuts to an economic index that would restore cuts as the
economy improves. (January 14, 2011 meeting)
5)Focus work-hour cuts or shift personnel in departments that have less
demand for their services in a slow economy to department or tasks
acquiring additional man hours. (January 14, 2011 meeting)
6)Establish a ‘voluntary temporary furlough’ program. Suggested format
is:
a)Department head decides which positions or whether any
positions can accommodate the personnel time reduction on a
temporary basis only.
b)Any employee may apply.
c)Maximum of one day per week (two days per pay period) per
full-time employee.
d)Minimum of one day per month (one day per pay period) per
full-time employee.
e)90-day commitment period per agreement, renewal by application
at least 20 days prior to expiration (for accounting management
needs). Manager may require reduction to minimum (one day per
month) or deny, based on personnel needs.
7)Review and reduce number of paid holidays. (January 14, 2011
meeting)
8)Reduce monthly accrual of vacation or sick leave from 14 hours per
month (4.5 weeks per year for each) to 10 hours per month
(three weeks per year).(January 14, 2011 meeting)
9)Consider consolidating vacation and sick time into personal time off.
Potential impacts would allow employees more flexibility to schedule
personal time off, would reduce abuse of sick time. (January 14, 2011
meeting)
10)Establish an early retirement incentive plan. (January 14, 2011
meeting)
Suggest a review of reimbursements and per diem policy
B.
1)Eliminate on-island meal reimbursements. (January 14, 2011 meeting)
2)Replace set per diem with actual expenses, capped at per diem
amount. (January 14, 2011 meeting)
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County examine their policies on travel and vehicle use
C.
1)Limit attendance at off-island conferences and/or hold off-island
conferences via Skype or video conferencing.Hold department and
division meetings via video conferencing, multimedia communication in
lieu of a face-to-face meetings to reduce on and off-island travel.
(January 14, 2011 meeting)
2)Restrict the use of county take home vehicles. (January 14, 2011
meeting)
Review current staffing and explore opportunities for staff
D.
consolidation
1)Recommend that the enforcement responsibilities of Planning
Department, Building Department, Real Property Tax, Environmental
Management and the Department of Health (as contracted effort from
the state to the county since this is a state function) be consolidated
into an Enforcement Division (November 17, 2010 meeting and
Comm. 210-105)
2)Recommend creating a position dedicated to focusing on health care
and education industries.(Operation, Budget and Consolidation
subcommittee report on October 8, 2010; and Comm. 2010-123;
December 10, 2010 Minutes, page 43)
3)Centralize grant writing efforts by creating a Grant Specialist position to
work with all departments in the county to improve the county’s ability
to receive funds from various sources.(Operation, Budget and
Consolidation subcommittee report on October 8, 2010; December 10,
2010 Minutes, page 45)
4)Review and streamline the procedures for disciplining and releasing
employees. (January 14, 2011 meeting)
5)Cross train employees to perform multiple functions.(January 14, 2011
meeting)
6)Pool clerical staff where possible. (January 14, 2011 meeting)
7)Encourage the recruitment and use of volunteers and volunteer groups
at all levels of County operations. (January 14, 2011 meeting)
8)Eliminate vacant funded positions.(January 14, 2011 meeting
Hoffman)
9)Introduce a hiring freeze for six months and then review that hiring
freeze to see if it should be lifted. (January 14, 2011 meeting Hoffman)
10)Try to identify all those jobs and tasks that are mandated by state and
federal governments as well as in the County Charter and consider
eliminating positions that don’t fall within those mandates.(January 14,
2011 meeting Hoffman)
11)The county propose a resolution to the state allowing each county to
negotiate collective bargaining contracts on behalf of the county.
(January 14, 2011 meeting Hoffman)
12)Consolidate similar functions such as project managers, engineers,
maintenance personnel from various departments. (January 14, 2011
meeting Hoffman)
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Miscellaneous
E.
1)Recommend the county establish a schedule for reviewing and
updating the County Code.(November 17, 2010 meeting and
Comm. 2010-105; December 10, 2010 Minutes, page 39)
2)Boards and commissions evaluate the frequency of their meeting to
reduce the number of meetings to the minimum required. (Operation,
Budget and Consolidation subcommittee report on October 8, 2010
and February 25 meeting)
3)Implement a county-wide technology management plan.
(November 17, 2010 meeting)
4)Continue to update and enforce the county’s internet use policy for all
employees. (December 10, 2010 meeting, Comm. 2010-144; page 27)
5)Implement the use ofLaserfiche for all departments when and where
practical. (Operation, Budget and Consolidation subcommittee report
on October 8, 2010)
6) Solicit employees suggestions and recommendations on a regular
basis including cost saving suggestions. (January 14, 2011 meeting)
7)Request the department heads to do three different budget scenarios.
One based on continuing with the current budget. Another budget
would be reflecting five percent increase. And the other would be a
10% decrease. (January 14, 2011 meeting Hoffman)
8)Do budget reviews either semi-annually or quarterly to make needed
adjustments. (January 14, 2011 meeting Hoffman)
Department-specific suggestions
F.
1)Review the process for qualifying agricultural property tax exemptions
and consider including financial documentation to show agricultural
activity.Fine and/or revoke exemptions for violators. (RP)
(November 3, 2010 Minutes, page 25; December 10, 2010 Minutes,
page 34,and February 11, 2011 meeting)
2)Implement software solutions to coordinate collection of tipping fees at
the scale house and insure accounting systems are able to read the
data.(DEM) (November 3, 2010 Minutes,page25; December 10,
2010 Minutes, page 34)
3)Regulate septic and grease haulers and collect an annual fee for
registration commensurate with fees of other counties in Hawai‘i.
(DEM) (November 3, 2010 Minutes, page 25; December 10, 2010
Minutes, page 35)
4)Explore annual renewal fee for solid waste haulers and require all
haulers to be current on solid waste bills to reduce delinquencies.
(DEM) (November 3, 2010 Minutes, page 27)
5)Eliminate Homeowner’s Real Property Exemption for Unpermitted
Dwellings.(RP) (November 17, 2010 meeting and Comm. 2010-105)
6)Require that all commercial buses that accommodate 40 passengers
or more when registered in the County of Hawai‘i for use are required
to demonstrate that they have a disposal plan that meets all
government requirements. (DEM) (November 17, 2010 meeting and
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Comm. 2010-105;December 10, 2010 Minutes, page 38 and
February 11, 2011 meeting)
7)Recommend that when a vehicle is registered in the county, a one time
auto salvage fee is assessed.(Finance) (November 17, 2010 meeting
andComm. 2010-105; December 10, 2010 Minutes, page 38, and
February 11, 2011 meeting)
8)The County of Hawai‘i allow standardized housing that meets the
minimum health and safety requirements and may include such things
as minimum square footage, composting toilets and water catchments.
This will save on enforcement fees. (Planning and DPW) (November
17, 2010 meeting and Comm. 2010-105; December 10, 2010 Minutes,
page 41, and February 11, 2011 meeting)
9)Investigate implementing a jet ski program with our Ocean Safety
Division, including the cost effectiveness of implementing a jet ski
program. (Fire) (December 10, 2010 meeting, Comm. 2010-144,
page 29, and February 11 meeting)
10)Streamline the re-contracting process for continuing, part-time
temporary staff including eliminating yearly physical exam requirement.
(P&R) (January 14, 2011 meeting and February 25, 2011 meeting)
11)In the Solid Waste Division, create separate position for heavy
equipment operators who work only at landfills and don’t need a CDL
license from those who drive off-site and do need a CDL license.(this
recommendation carried forward from prior COG report). (DEM)
(January 14, 2011 meeting and February 11, 2011 meeting)
12)Eliminate the Personnel Officer position for smaller departments and
centralize this task with a specialist in Human Resources. (HR)
(January 14, 2011 meeting)
13)Reorganize the Human Resources Department to decrease staffing
needs. (HR) (January 14, 2011 meeting)
14)Base fuel reimbursement for all Police Department personnel on actual
mileage.(PD) (January 14, 2011 meeting and February 11, 2011
meeting)
15)Develop a notification system for police officers who have been
subpoenaed for court hearings to let them know if the hearing has
been cancelled or postponed, thus avoiding unnecessary travel and
overtime pay. (PD) (January 14, 2011 meeting.)
16)Cut the monthly car allowance for police officers and replace it with a
yearly servicing and maintenance allowance. (PD) (January 14, 2011
meeting and February 11, 2011 meeting)
17)Use a hiring agency to staff temporary election clerk positions. (Clerk)
(January 14, 2011 meeting)
18)Examine overtime policies within the Fire Department to determine if
the policies are fair, unambiguous, and effective in reducing overtime.
To be examined by Human Resources. (Fire) (January 14, 2011
meeting and February 11, 2011 meeting)
19)Review the property tax base for all categories and identify collections
by district and category.(RP)(January 14, 2011 meeting Hoffmann and
February 11, 2011 meeting)
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9.DISCUSSION REGARDING ITEMS TO BE ADDED TO THE LIST OF
RECOMMENDATIONS TO BE PLACED IN DRAFT REPORT
Discussion and recommendations may encompass anyitem contained or
discussed in any communication (Comm. 2010-001 through Comm. 2011-001),
or subcommittee report or presentation given at any prior meeting (see previous
Agendas and Minutes).
Contracting
A.
1)Strategic plan
a.Review internal processes that are currently in use to reduce
change orders, renewals and processing in a timely manner.
(January 14, 2011 meeting, page 9and February 11, 2011
meeting)
b.Require each that department have an annual strategic planning
session to identify their needs for outside contracting services
over the next two to five years such that they can commence with
drafting the bid documents. (January 14, 2011 meeting, page 9
and February 11, 2011 meeting)
Videotaping of County Council meetings
B.
1)Assess the value of videotaping, the cost of videotaping and the value
given to the residents of the county and the availability of it to the
county. (January 14, 2010 Minutes, page 11 and February 11, 2011
meeting)
Suggestions from the Operations, Budget, Consolidation Committee
C.
1)Executive Assistant/Volunteer Coordinator
a)Volunteer Program
i.Volunteer Benefits Coordinator –(inside)
iiVolunteer Coordinator –(outside, financed by corporate
sponsors)
b)Community Workshop for Volunteer Action Projects
2)Combination/consolidate/modification of Commissioners into less
Boards and/or less meetings.
a)Work toward terminating Cost of Government Commission within
three years.
b)If Commissions and Boards decrease, Corporation Counsel’s time
decreases; budget decreases.
3)County Council return to four year term.
10.DISCUSSION REGARDING CONSOLIDATION OF BOARDS AND
COMMISSIONS
A.Review summary of the Hawai‘i County Boards and Commissions provided
by Operations, Budget, and Consolidation Committee, including but not
limited to:
1)Consolidation of Board/Commission:
a)Agricultural and Energy Commission
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b)Police Commission and Fire Board of Appeals
c)Police Commission and Fire Commission
d) Fire Board of Appeals and Fire Commission
e) Keep the Action Committees as needed
2)Termination of Board/Commission:
a)Cost of Government Commission
b) Family Violence Advisory Commission (inactive)
c)All Community Development Plan Action Committees and All
Community Development Plan Steering Committees
11.DISCUSSION REGARDING APPROACH TO TAKE TO TIMELY ACCOMPLISH
MANDATE OF THE COST OF GOVERNMENT COMMISSION
A.Subcommittee progress, problems, further definition of subcommittee
needed, further information needed, etc.
B.Community Workshop for Cost of Government recommendations and action
projects or article in Hawaii Tribune-Herald inviting mail or e-mail.
C.Recommendation for next Cost of Government Commission.
12.DISCUSSION REGARDING FUTURE MEETING DATES
13.ITEMS TO BE PLACED ON NEXT AGENDA
14.ANNOUNCEMENTS
The next meeting of the Cost of Government Commission will be held on
Wednesday,March 23, 2011, at 10:00 a.m., at the Liquor Control Conference
Room, Hilo Lagoon Centre, 101 Aupuni Street, Suite 230, Hilo, HI 96720.
15.ADJOURNMENT
NOTE: If you require an accommodation or auxiliary aid and/or services to
participate in this meeting (i.e., sign language interpreter, large print, etc.)
please call 961-8251.
SUBMITTING TESTIMONY
Those wishing to testify in person must register with the Commission Secretary at the meeting.
Those submitting written testimony at the meeting should bring ten (10) copies for distribution. Testimony
may also be submitted (1) by mail to Sandy Arriola c/o Corporation Counsel, 101 Aupuni Street, Suite 325,
Hilo HI 96720; (2) by facsimile to (808) 961-8622; or (3) by e-mail to sarriola@co.hawaii.hi.us.Please
submit separate testimony for each item. Copies will be distributed by the Commission Secretary at the
meeting only if they are received before 12:00 noon on the business day prior to the meeting. All oral
and written testimony will be public record.
NOTICE TO LOBBYISTS
If you are a lobbyist, you must register with the Hawai‘i County Clerk within five days of becoming a
lobbyist (Article 15, Section 2-91.3(b), Hawai‘i County Code).
A lobbyist means “any individual engaged for pay or other consideration who spends more than five hours
in any month or $275 in any six-month period for the purpose of attempting to influence legislative or
administrative action by communicating or urging others to communicate with public officials.” (Article 15,
Section 2-91.3(a)(6), Hawai‘i County Code.)
Registration forms and expenditure report documents are available at the Office of the County Clerk-
Council, 25 Aupuni Street, Hilo, Hawai‘i 96720.
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