HomeMy WebLinkAbout2011-01-28 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,January 28, 2011 –10:00 a.m.
Liquor Control Conference Room
Hilo Lagoon Centre
101 Aupuni Street, Suite 230
Hilo, Hawai‘i 96720
1.CALL TO ORDER
2.STATEMENTS FROM THE PUBLIC
3.APPROVAL OF MINUTES (January 14, 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.CORRESPONDENCE
A.Comm.2010-150:Letter to Fred Blas, Council Member requesting
responses.
B.Comm. 2010-151: Letter to Brenda Ford, Council Member requesting
responses.
C.Comm. 2010-152: Letter to Pete Hoffmann, Council Member requesting
responses.
D.Comm. 2010-153: Letter to Donald Ikeda, Council Member requesting
responses.
E.Comm. 2010-154: Letter to Dennis Ohishi, Council Member requesting
responses.
F.Comm. 2010-155: Letter to Angel Pilago, Council Member requesting
responses.
G.Comm. 2010-156: Letter to Brittany Smart, Council Member requesting
responses.
H.Comm. 2010-157: Letter to Dominic Yagong, Council Member requesting
responses.
I.Comm. 2010-158: Letter to J Yoshimoto, Council Member requesting
responses.
Hawai‘i County is an Equal Opportunity Provider and Employer
6.REPORTS FROM SUBCOMMITTEES
A.Operations, Budget, and Consolidation (G. Wong, G. Matsuda)
B.Revenue Enhancement and Collections (K. Armour, P. Provalenko)
C.Technology Recommendations and Adoption (E. O’Hara, M. Nicholson)
7.DISCUSSION REGARDING ITEMS PREVIOUSLY RECOMMENDED TO BE
PLACED IN DRAFT REPORT
A.Work Hours/Benefits Pay
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)Use flex time to reduce overtime costs.(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 (2 days per pay period) per
full-time employee.
d)Minimum of one day per month (1 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 (1 day per month) or deny, based on personnel
needs.
f)No reduction in vacation or sick leave accruals or other
benefits. (January 14, 2011 meeting)
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 hoursper month
(3 weeks year).(January 14, 2011 meeting)
9)Establish an early retirement incentive plan. (January 14, 2011
meeting)
10)In place of current furlough system, require all employees to take
oneday off per month, but allow an optional three days for
employees who want to work less.(January 14, 2011 meeting)
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11)Change overtime so that it is triggered after working 40 hours per
week, not after 8 hours per day. (January 14, 2011 meeting)
12)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)
13)Four-day work week.(January 14, 2011 meeting Hoffman)
B.Reimbursements/Per Diem
1)Eliminate meal reimbursement when travel is in more than two
districts. (January 14, 2011 meeting)
2)Replace set per diem with actual expenses, capped at per diem
amount. (January 14, 2011 meeting)
C.Travel/Vehicle Use
1)Limit attendance at off-island conferences and/or hold off-island
conferences via Skype or video conferencing. (January 14, 2011
meeting)
2) Eliminate County take-home vehicles. Replace with vehicle pool
that would allow employees to check out a vehicle if needed.
(January 14, 2011 meeting)
3) Hold department and division meetings via video conferencing
when appropriate.(January 14, 2011 meeting)
D.Department-Specific Suggestions
1)Review the process for qualifying agricultural property tax
exemptions and consider including financial documentation to show
agricultural activity.(November 3, 2010 Minutes, page 25;
December 10, 2010 Minutes, page 34)
2)Implement software solutions to coordinate collection of tipping fees
at the scale house and insure accounting systems are able to read
the data.(November 3, 2010 Minutes, page 25; December 10,
2010 Minutes, page 34)
3)Department of Environmental Management regulate septic and
grease haulers and collect an annual fee for registration
commensurate with fees of other counties in Hawai‘i. (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.
(November 3, 2010 Minutes, page 27)
5)Eliminate Homeowner’s Real Property Exemption for Unpermitted
Dwellings.(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 comply with trade-in
program.(November 17, 2010 meeting and Comm. 2010-105;
December 10, 2010 Minutes, page 38)
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7)Recommend that the first time a vehicle is registered in the county
an auto salvage fee is assessed.(November 17, 2010 meeting and
Comm. 2010-105; December 10, 2010 Minutes, page 38)
8)The County of Hawai‘i allow standardized modular housing that
meets the minimum health and safety requirements and may
include such things as minimum square footage, composting toilets
and water catchments.(November 17, 2010 meeting and Comm.
2010-105; December 10, 2010 Minutes, page 41)
9)Have the Fire Department investigate implementing a jet ski
program with our Ocean Safety Division, including the cost
effectiveness of implementing a jet ski program.(December 10,
2010 meeting, Comm. 2010-144, page 29)
10)Streamline the re-contracting process for continuing, part-time
temporary staff. (P&R) (January 14, 2011 meeting)
11)Eliminate the yearly physical exam requirement for continuing,
re-contracted temporary employees. (P&R) (January 14, 2011
meeting)
12)Consolidate at least one DEM divisions’ administrative offices with
the primary DEM Administrative and Business Services section.
(DEM) (January 14, 2011 meeting)
13)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)
14)Eliminate the Personnel Officer position for smaller departments
and centralize this task with a specialist in Human Resources.
(HR) (January 14, 2011 meeting)
15)Reorganize the Human Resources Department to decrease staffing
needs. (HR) (January 14, 2011 meeting)
16)Base fuel reimbursement for all Police Department personnel on
actual mileage rather than an open mileage for higher ranking
officers. (PD) (January 14, 2011 meeting)
17)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)
18)Cut the monthly car allowance for police officers and replace it with
a yearly servicing and maintenance allowance. (PD) (January 14,
2011 meeting)
19)Use a hiring agency to staff temporary election clerk positions.
(Clerk) (January 14, 2011 meeting)
20)Examine overtime policies within the Fire Department to determine
if the policies are fair, unambiguous, and effective in reducing
overtime. (Fire) (January 14, 2011 meeting)
21)Consolidate enforcement functions for zoning, subdivision, SMA
and building code violations. (PL) (January 14, 2011 meeting)
22)Do a top to bottom review of the property tax base. (January 14,
2011 meeting Hoffman)
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E. Staffing/Consolidations
1)Consolidate Enforcement.(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)Work with the unions to make it easier to release non-productive
workers. (January 14, 2011 meeting)
5)Cross train employees to improve efficiencies. (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)Review all mandated jobs rather than positions and consider
eliminating non-mandated jobs even if those are valuable. (January
14, 2011 meeting Hoffman)
11)Put forward a resolution allowing the counties to negotiate
collective bargaining contracts instead of doing all those on a
statewide basis, and if that’s not possible maybe give the counties
more flexibility. (January 14, 2011 meeting Hoffman)
12)A review of like consolidation of functions from different
departments. (January 14, 2011 meeting Hoffman)
F.Miscellaneous
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 scheduling of their meetings
monthly to quarterly or otherwise.(Operation, Budget and
Consolidation subcommittee report on October 8, 2010)
3)Implement a county-wide technology management plan.
(November 17, 2010 meeting)
4)The County continue to update and enforce its internet use policy
for all county employees.(December 10, 2010 meeting,
Comm. 2010-144; page 27)
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5)County implementation of Laser fiche, video conferencing,
multimedia communication in lieu of face-to-face meetings
where/when practical.(Operation, Budget and Consolidation
subcommittee report on October 8, 2010)
6)Human Resources and/or Management should solicit employee
input on a regular basis. Encouraging input on finding ways to save
money should be part of the solicitation.(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)
8.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. 2010-158),
or subcommittee report or presentation given at any prior meeting (see previous
Agendas and Minutes).
9.DISCUSSION REGARDING CONSOLIDATION OF BOARDS AND
COMMISSIONS
10.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.
11.DISCUSSION REGARDING FUTURE MEETING DATES
12.ITEMS TO BE PLACED ON NEXT AGENDA
13.ANNOUNCEMENTS
The next meeting of the Cost of Government Commission will be held on Friday,
February 11, 2011, at 10:00 a.m., at the Liquor Control Conference Room, Hilo
Lagoon Centre, 101 Aupuni Street, Suite 230, Hilo, HI 96720.
14.ADJOURNMENT
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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 bringten (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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