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HomeMy WebLinkAbout2011-04-27 Cost of Government Commission Agenda (2) COST OF GOVERNMENT COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325, Hilo, Hawai‘i 96720 AGENDA Wednesday,April 27, 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 (April 8, 2011) 4.DISCUSSION, AND QUESTION AND ANSWER SESSION WITH MAYOR WILLIAM P. KENOI REGARDING HIS SUGGESTIONS TO PROMOTE ECONOMY, EFFICIENCY AND IMPROVED SERVICE IN THE TRANSACTION OF THE PUBLIC BUSINESS IN THE COUNTY 5.QUESTION AND ANSWER SESSION WITH RESEARCH AND DEVELOPMENT DIRECTOR RANDY KUROHARA ON THE CONSOLIDATION OF BOARDS AND COMMISSIONS (AGRICULTURAL AND ENERGY) 6.DISCUSSION, AND QUESTION AND ANSWER SESSION WITH PLANNING DEPARTMENT DIRECTOR BOBBY JEAN LEITHEAD-TODD REGARDING RESPONSES TO QUESTIONS IN THE COST OF GOVERNMENT’S MARCH 2, 2011 LETTER, IMPACT FEES, FAIR SHARE, AND PAY AS YOU THROW PROGRAM 7.CORRESPONDENCE A.Comm. 2011-006: Letter from Darryl Oliveira, Re: Consolidation of Fire Board of Appeals and Fire Commission. B.Comm. 2011-007: Letter from Bobby Jean Leithead-Todd, Re: Termination of all Community Development Plan Steering Committees. C.Comm. 2011-008; Letter from William Brilhante Jr. on behalf of the Fire Commission, Re: Consolidation of Fire Board of Appeals and Fire Commission. 8.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) Hawai‘i County is an Equal Opportunity Provider and Employer 9.DISCUSSION REGARDING ITEMS PREVIOUSLY RECOMMENDED TO BE PLACED IN DRAFT REPORT/FORMAT OF DRAFT REPORT See attached 10.DISCUSSION REGARDING DRAFT OF “ESSENTIAL SERVICES PROVIDED BY THE COUNTY” PROVIDED BY COMMISSIONER WONG 11.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. 2011-008), or subcommittee report or presentation given at any prior meeting. 12.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 b)Police Commission and Fire Board of Appeals c)Fire Board of Appeals and Fire Commission d) Committee on Aging and Committee on People with Disabilities 2)Termination of Board/Commission: a)Cost of Government Commission b) All Community Development Plan Action Committees and All Community Development Plan Steering Committees 13.DISCUSSION ON IMPACT FEES AND FAIR SHARE 14.DISCUSSION ON E-WASTE AND PAY ASYOU THROW PROGRAMS 15.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. 16.DISCUSSION REGARDING FUTURE MEETING DATES 17.ITEMS TO BE PLACED ON NEXT AGENDA 2 18. ANNOUNCEMENTS The next meeting of the Cost of Government Commission will be held on Friday, May 13, 2011, at 10:00 a.m., at the Liquor Control Conference Room, Hilo Lagoon Centre, 101 Aupuni Street, Suite 230, Hilo, HI 96720. 19. 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 ecarvalho@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. 3 DRAFT REPORT Part 1 –Overarching Cost and Revenue Concerns for the County of Hawai‘i A.Changing the Way We Do Business As the Commission investigated how our County government could reduce costs and enhance revenues, we found that changing the way we do business as a County is imperative if we are st to move fully into the 21century. Just as innovation and adaptability are the action words for private enterprise, these same concepts must motivate the public sector if we are to contain the costs of County government yet still provide essential services to support the quality of life its citizen’s desire. As the Commission gathered input from departments, legislators and County employees, we found that many excellent suggestions to save costs and enhance revenues were not being taken into consideration. The lack of flexibility in the negotiation of union contracts prevents the application of reasonable and efficient cost saving measures. The absence of a county-wide technology plan reduces the efficiencies of operations. A resistance to adoption of simple cost saving measures such as online approvals and electronic signatures makes the County’s contracting process slow and unresponsive. Continuing practices such as extending homeowner exemptions to unpermitted buildings not only short changes the County coffers, but encourages unsafe and unsanitary living conditions while forcing all the County’s residents to pay higher tax rates to fund this practice. The Commission decided to tackle its mandate by looking not only at ways to reduce the costs of government, but also by identifying ways to enhance revenues. Are building permit fees too low? Could the County charge user fees for services that are currently offered for free? We looked at what services really are the responsibility of the County to provide and how we can continue to support the needs of the island’s population and visitors without being forced to reduce public services to an unacceptable level. This Commission served during an especially difficult economic downturn as reflected by furlough days and implementation of other drastic measures to contain costs, yet the recommendations provided herein should be guiding principles for our County government even when the economy is expanding. We organized our efforts to address a theme which was to identify the essential services of County government. We then identified three overarching issues that the County must address: Technology, Contracting, Collections and Fees. The Commission organized into subcommittees and solicited input from all of the County’s workforce, its elected and appointed officials, and members of other Boards and Commission. We used the information and feedback to develop the recommendations in this report. The specific recommendations of the Commission are presented in a top down manner. First we present county-wide actions that need to be addressed. Then we provide recommendations specific to some of the County’s departments. Lastly we address changes that impact the rank and file workers of the County. The bottom line for our findings is that the way we do business as a local government has to change. 1 Summary of COGC FY 2011 Efforts (July 2010  June 2011) THEME: Identify What Services the County is Responsible to Provide Analysis provided by Commissioner Wong relative to Discussions of County Charter and County Code Overarching Policy Issues: Contracting Process * Collection & Fees * County Technology Plan * * County Technology PlanCounty Technology Plan Collection & Fees Invited Department Heads, Corporation Counsel, and personnel who Invited Department Heads, Corporation Counsel, and personnel whoInvited Department Heads, Corporation Counsel, and personnel who processes and procedures to speak with COGC rocesses and procedures to speak with COGC Focus Areas (3 Subcommittees) Focus Areas (3 Subcommittees) Operations/Budget Revenue Enhancement Technology Adoption Revenue Enhancement Revenue Enhancement Technology Adoption Technology Adoption Recommendations and Collections and Collections Collections and Consolidation Analyzed Responses to Questionnaires and Conducted Interviews wi Analyzed Responses to Questionnaires and Conducted Interviews wiAnalyzed Responses to Questionnaires and Conducted Interviews wi and Personnel nd Personnel Actions Taken by Commission: Taken by CommissionTaken by Commission : Provided a Questionnaire to County Agencies, Departments and Com Provided a Questionnaire to County Agencies, Departments and ComProvided a Questionnaire to County Agencies, Departments and Com Letter Letter Letter Provided a Questionnaire to County Employees via Payroll Notice Provided a Questionnaire to County Employees via Payroll Notice Provided a Questionnaire to County Employees via Payroll Notice Logged and Categorized Responses to Questionnaires Logged and Categorized Responses to QuestionnaireLogged and Categorized Responses to Questionnaire Received Presentation from County Green Team Received Presentation from County Green Team Received Presentation from County Green Team Analyzed Responses Regarding the Implementation Status & Adoptio Analyzed Responses Regarding the Implementation Status & AdoptioAnalyzed Responses Regarding the Implementation Status & Adoptio COGC Recommendations COGC Recommendations COGC Recommendations Requested and Received Results from an Employee Survey that Domi Requested and Received Results from an Employee Survey that DomiRequested and Received Results from an Employee Survey that Domi Conducted Received Presentations and Conducted Q&A with Specific Departments and County Administration Offices Received and Incorporated Feedback on Draft COGC 2011 Report 2 B.Essential Services Provided by the County Identification of the Essential Services of County Government, Specifically the Hawaii County Government. At one of the first COGC meetings it was determined that a principle that was required to study and investigate the organizations and methods of operations of all departments, commissions, boards, offices and other instrumentalities of all branches of the county government would be to identify the essential services of Hawaii County government. Therefore a narrow online survey was conducted for discussion between the Commissioners. In Wikipedia, local government functions were summarized as: Though cities differ in the division of responsibility, the typical arrangement is to have the following departments handle the following roles: 1. Urban planning/zoning 2. Economic development/tourism 3. Public works -construction and maintenance of all city-owned or operated assets, including the water supply system, sewer, streets, storm water, snow removal,street cleaning,street signs, vehicles, buildings, land, etc. 4. Parks andrecreation -construction and maintenance of city parks, common areas, parkways, publicly-owned land, operation of various recreation programs and facilities 5. Police 6. Fire 7. Emergency medical services 8. Emergency management 9. Accounting/finance -often tax collection,audits 10.Human resources -for city workers 11.General counsel/city attorney/risk management -legal matters such as writing municipal bonds, ensuring city compliance with state andfederal law, responding to citizen lawsuits stemming from city actions or inactions. 12.Transportation (varies widely) -if the city has a municipal busorlight rail service, this function may be its own department or it may be folded into the another of the above departments. 13.Information technology -supports computer systems used by city employees; may be also responsible for a city website, phones and other systems. 14.Housing department 15.Municipal court Hawaii is the only U.S. state that has no incorporated municipalities. Instead it has four counties plus the "consolidated city-county" of Honolulu. All communities are considered to be census- designated places, with the exact boundaries being decided upon by co-operative agreement between the Governor's office and the U.S. Census Bureau. Kalawao County is the second smallest county in the United States, and is often considered part of Maui County. In other resources, the consensus was that the general services and facilities that counties are responsible for providing are listed below. It is evident that Hawaii county is dissimilar for several reasons including jurisdictions within state law; however, the reasons why the dissimilarities are not a matter for this summary. 3 1.General Government 2.Public Safety 3.Public Works 4.Health 5.Education 6.Community Colleges 7.Libraries 8.Recreation and Parks 9.Land Planning and Development 10.Debt Service The County of Hawaii is organized as follows: GENERAL GOVERNMENT County Council Executive Auditing Elections Finance Information Technology Law Planning & Zoning Personnel Administration Research & Investigation Public Works PUBLIC SAFETY Police Fire Construction/Building Inspection Animal Control Civil Defense Liquor Control Flood Control Traffic Services Prosecuting Attorney HIGHWAYS Roadway Maintenance Public Transportation SANITATION & WASTE REMOVAL Environmental Management Sewer & Sewage Disposal Vehicle & Parts Disposal Waste Disposal HEALTH, WELFARE, & EDUCATION County Physicians Aging Services Non-profit Grants 4 Housing Cemeteries Cooperative Education Program CULTURE-RECREATION Community Music Organized Recreation Park Development and Maintenance DEBT SERVICE PENSION PAYMENTS & RETIREMENT SYSTEM CONTRICUTIONS HEALTH FUND MISCELLANEOUS Debt Service Worker’s Compensation Unemployment Compensation Contributions/Transfers to Other Funds Other One study published online minimalized counties’ scope of purpose as: welfare, social and economic development services. The services most provided by US county governments are: law enforcement, 911 service, and health clinic services. The two other more prominent services are economic development and land use planning. In some other US counties’ statements and studies it was stated that local governments needed to acknowledge a new paradigm to operate efficiently and responsibly, establish priorities, and that core functions and priorities should be properly funded and well managed. Programs that are ineffective or no longer necessary and could be eliminated should be phased out. The new paradigm is for County governments to provide human services and various assistance programs (a facilitative role), rather than developing programs to solve problems. The evolution, it is said, is due to the devolution and economic changes of the times. We understand that the policy of the county is to promote economy, efficiency and improved service in the transaction of the public business in the legislative and executive branches of the county by: 1. Limiting expenditures to the lowest amount consistent with the efficient performance of essential services, activities, and functions. 2. Eliminating duplication and overlapping of services, activities, and functions. 3. Consolidating services, activities, and functions of a similar nature. 4. Abolishing services, activities, and functions not necessary to the efficient conduct of government. 5 The COGC considered the essential functions and the statements from various sources, together with our objective points of view, to make recommendations for efficiency, improved services, and to promote economy in the Hawaii County. 6 C.County Level Specific Recommendations to Save Costs and Increase Revenues 1.Employee benefits and compensation a.Compensation Package/Review of the complete compensation package for employees 1) Allow employees to work 10 hours/4 days per week. Potential savings: lower utility cost, reduction in overtime costs for staff required to attend evening public meetings, reduction in travel time/mileage, and increased employee morale. (January 14, 2011 meeting) 2) Institute a performance-based reward program. Rewards might be a bonus, time rd program. Rewards might be a bonus, time rd program. Rewards might be a bonus, time off, increase in compensation, etc. (January 14, 2011 meeting) off, increase in compensation, etc. (January 14, 2011 meeting) off, increase in compensation, etc. (January 14, 2011 meeting) 3) Set the work week at 40-hours a week rather than eight hours a day, and allow an hours a week rather than eight hours a day, and allow an hours a week rather than eight hours a day, and allow an employee to flex their work schedules during the 40-hour work week to reduce employee to flex their work schedules during the 40employee to flex their work schedules during the 40hour work wehour work we ek to reduce - overtime. (January 14, 2011 meeting) 4) Link pay cuts to an economic index that would restore cuts as the economy Link pay cuts to an economic index that would restore cuts as the economyLink pay cuts to an economic index that would restore cuts as the economy Improves. (January 14, 2011 meeting) Improves. (January 14, 2011 meeting) 5) Focus work-hour cuts or shift personnel in departments that have less demand hour cuts or shift personnel in departments that have less demand hour cuts or shift personnel in departments that have less demand for their services in a slow economy to department or tasks acquiring additional for their services in a slow economy to department or tasks acquiring additional for their services in a slow economy to department or tasks acquiring additional man hours. (January 14, 2011 meeting) man hours. (January 14, 2011 meeting) man hours. (January 14, 2011 meeting) 6) Establish a ‘voluntary furlough’ program. Suggested format is: Establish a ‘voluntary furlough’ program. Suggested format is: Establish a ‘voluntary furlough’ program. Suggested format is: a)Department head decides which positions or whether any positions can Department head decides which positions or whether any positions can Department head decides which positions or whether any positions can accommodate the personnel time reduction on a temporary basis only. odate the personnel time reduction on a temporary basis only. odate the personnel time reduction on a temporary basis only. b)Any employee may apply. Any employee may apply. c)Each eligible full-time employee may take a maximum of one day per week Each eligible fulltime employee may take a maximum of one day per week time employee may take a maximum of one day per week - (two days per pay period) without pay. o days per pay period) without pay. o days per pay period) without pay. d) Eligible employees agree to a 90-day commitment to the voluntary furlough Eligible employees agree to a 90Eligible employees agree to a 90day commitment to the voluntary furlough day commitment to the voluntary furlough -- program, which may be renewed by application at least 20 days prior to program, which may be renewed by application at least 20 days prior to program, which may be renewed by application at least 20 days prior to expiration (for accounting management needs). Manager may require expiration (for accounting management needs). Manager may require expiration (for accounting management needs). Manager may require reduction to minimum (one day per month) or deny, based on personnel reduction to minimum (one day per month) or deny, based on personnel reduction to minimum (one day per month) or deny, based on personnel needs. needs. needs. 7) Review and reduce number of paid holidays. (January 14, 2011 meeting) Review and reduce number of paid holidays. (January 14, 2011 Review and reduce number of paid holidays. (January 14, 2011 7) 8) Reduce monthly accrual of vacation or sick leave from 14 hours per month (4.5 8)Reduce monthly accrual of vacation or sick leave from 14 hours per month (4.5 Reduce monthly accrual of vacation or sick leave from 14 hours per month (4.5 8) weeks per year for each) to 10 hours per month (three weeks per year). (January weeks per year for each) to 10 hours per month (three weeks per year). (January weeks per year for each) to 10 hours per month (three weeks per year). (January 14, 2011 meeting) 14, 2011 meeting) 14, 2011 meeting) 9) Consider consolidating vacation and sick time into personal time off. Potential Consider consolidating vacation and sick time into personal time off. Potential Consider consolidating vacation and sick time into personal time off. Potential impacts would allow employees more flexibility to schedule personal time off, impacts would allow employees more flexibility to schedule personal time off, impacts would allow employees more flexibility to schedule personal time off, would reduce abuse of sick time. (January 14, 2011 meeting) would reduce abuse of sick time. (January 14, 2011 meeting) would reduce abuse of sick time. (January 14, 2011 meeting) 10) Establish an early retirement incentive plan. (January 14, 2011 meeting) Establish an early retirement incentive plan. (January 14, 2011 Establish an early retirement incentive plan. (January 14, 2011 b.Reimbursement for Expenses/Review policies on reimbursements and per diem sement for Expenses/Review policies on reimbursements and per diem sement for Expenses/Review policies on reimbursements and per diem payments 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) c.Travel Policy/Examine county policies on travel and vehicle use 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 7 conferencing. Utilize multimedia communication in lieu of 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) 3) Implement a vehicle pool that would be accessible to all county departments to limit vehicle purchases by individual departments. (Suggestion by Marilyn) d.Consolidation or Elimination of Positions/Review current staffing and explore opportunities for staff consolidation 1) Recommend that the enforcement responsibilities of Planning Department, Building that the enforcement responsibilities of Planning Department, Building Department, Real Property Tax, Environmental Management and the Department of Department, Real Property Tax, Environmental Management and the Department of 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 Health (as contracted effort from the state to the county since this is a state 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 into an Enforcement Division (November 17, 2010 into an Enforcement Division (November 17, 2010 meeting and Comm. 210-105) 2) Review and streamline the procedures for disciplining and terminating employees. Review and streamline the procedures for disciplining and terminating employees. Review and streamline the procedures for disciplining and terminating employees. (January 14, 2011 meeting) 3) Cross train employees to perform multiple functions within a department. (January Cross train employees to perform multiple functions within a department. (January Cross train employees to perform multiple functions within a department. (January 14, 2011 meeting) 4)Pool clerical staff among departments where possible. (January 14, 2011 meeting) Pool clerical staff among departments where possible. (January 14, 2011 meeting) Pool clerical staff among departments where possible. (January 14, 2011 meeting) 5)Encourage the recruitment and use of volunteers and volunteer groups at all levels Encourage the recruitment and use of volunteers and volunteer groups at all levels Encourage the recruitment and use of volunteers and volunteer groups at all levels of County operations. (January 14, 2011 meeting) meeting) meeting) County operations. (January 14, 2011 County operations. (January 14, 2011 6) Eliminate vacant funded positions. (January 14, 2011 meeting Hoffman) Eliminate vacant funded positions. (January 14, 2011 meeting Eliminate vacant funded positions. (January 14, 2011 meeting HoffmanHoffman 7) Introduce a hiring freeze for six months and then review that hiring freeze to see if it Introduce a hiring freeze for six months and then review that hiring freeze to see if it 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) HoffmanHoffman)) d be lifted. (January 14, 2011 meeting d be lifted. (January 14, 2011 meeting 8) Identify all those jobs and tasks that are mandated by state and federal Identify all those jobs and tasks that are mandated by state and federal 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 governments as well as in the County Charter and consider eliminating positions governments as well as in the County Charter and consider eliminating positions that don’t fall within those mandates. (January 14, 2011 meeting Hoffman) that don’t fall within those mandates. (January 14, 2011 meeting that don’t fall within those mandates. (January 14, 2011 meeting 9) Propose a resolution to the state allowing each county to negotiate collective Propose a resolution to the state allowing each county to negotiate collective Propose a resolution to the state allowing each county to negotiate collective bargaining contracts on behalf of the county. This would allow the county to be bargaining contracts on behalf of the county. This would allow the county to be bargaining contracts on behalf of the county. This would allow the county to be more responsive to the economic conditions and demographics of the areas served. more responsive to the economic conditions and demographics of the areas served. more responsive to the economic conditions and demographics of the areas served. (January 14, 2011 meeting Hoffman) HoffmanHoffman) (January 14, 2011 meeting (January 14, 2011 meeting ) 10)Consolidate similar functions such as project managers, engineers, maintenance Consolidate similar functions such as project managers, engineers, maintenance Consolidate similar functions such as project managers, engineers, maintenance 10) 10) personnel from various departments into a county-wide pool that all departments personnel from various departments into a countypersonnel from various departments into a county can draw from. (January 14, 2011 meeting Hoffman) can draw from. can draw from. (January 14, 2011 meeting (January 14, 2011 meeting e.Creation of Positions to Enhance Revenues ion of Positions to Enhance Revenues ion of Positions to Enhance Revenues 1) Recommend creating a position dedicated to focusing on health care and education Recommend creating a position dedicated to focusing on health care and education Recommend creating a position dedicated to focusing on health care and education industries. (Operation, Budget and Consolidation subcommittee report on October industries. (Operation, Budget and Consolidation subcommittee report on October industries. (Operation, Budget and Consolidation subcommittee report on October 8, 2010; and Comm. 2010-123; December 10, 2010 Minutes, page 43) 8, 2010; and Comm. 20108, 2010; and Comm. 2010 2) Centralize grant writing efforts by creating a Grant Specialist position to work with all Centralize grant writing efforts by creating a Grant Specialist position to work with all 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, page45) 2.Technology Adoption 1) Investigate county employee videotaping of council and committee meetings that would be available online through streaming or via ordering a DVD in lieu of the current contracted videotaping services. This would require timely posting of transcriptions online. This will increase availability to all county residences. 8 (January 14, 2011 meeting, page 9, February 11, 2011 meeting, and March 23, 2011 meeting) 2) Develop and implement a county-wide technology management plan. (November 17, 2010 meeting) 3) Implement the use of Laserfiche for all departments when and where practical. (Operation, Budget and Consolidation subcommittee report on October 8, 2010) 3.Contracting Process 1) To facilitate long term planning and budgeting require each department have an To facilitate long term planning and budgeting require each department have an annual planning session to identify their needs for outside contracting services over annual planning session to identify their needs for outside contracting services over annual planning session to identify their needs for outside contracting services over the next two to five years. This will allow each department to commence with the next two to five years. This will allow each department to commence with the next two to five years. This will allow each department to commence with drafting bid documents. (January 14, 2011 meeting, page 9, February 11, 2011 drafting bid documents. (January 14, 2011 meeting, page 9, Febrdrafting bid documents. (January 14, 2011 meeting, page 9, Febr uary 11, 2011 meeting, and March 23, 2011 meeting) 2) Review internal processes that are currently in use to reduce change orders, Review internal processes that are currently in use to reduce change orders, Review internal processes that are currently in use to reduce change orders, renewals and processing in a timely manner. Utilize technology such as electronic renewals and processing in a timely manner. Utilize technology such as electronic renewals and processing in a timely manner. Utilize technology such as electronic signatures in each department, electronic distribution, and online approvals to signatures in each department, electronic distribution, and online approvals to signatures in each department, electronic distribution, and online approvals to increase efficiency. (January 14, 2011 meeting, page 9, February 11, 2011 increase efficiency. (January 14, 2011 meeting, page 9, February 11, 2011 increase efficiency. (January 14, 2011 meeting, page 9, February 11, 2011 meeting, and March 23, 2011 meeting) meeting, and March 23, 2011 meeting) 4.Budget and Code Review Process 1) Review and update the entire County Code at least every ten years, rather than Review and update the entire County Code at least every ten years, rather than Review and update the entire County Code at least every ten years, rather than making changes on a piecemeal basis or not at all). (November 17, 2010 meeting making changes on a piecemeal basis or not at all). (November 17, 2010 meeting making changes on a piecemeal basis or not at all). (November 17, 2010 meeting and Comm. 2010-105; December 10, 2010 Minutes, page 39) 105; December 10, 2010 Minutes, page 105; December 10, 2010 Minutes, page 39)39) 2010 - 2) Develop three different budget scenarios for each department as part of the annual Develop three different budget scenarios for each department as part of the annual Develop three different budget scenarios for each department as part of the annual budgeting process. One version would be based on the current budget allocation, budgeting process. One version would be based on the current budget allocation, budgeting process. One version would be based on the current budget allocation, another version would reflect a five percent increase in funding, and the third would another version would reflect a five percent increase in funding, and the third would another version would reflect a five percent increase in funding, and the third would be based on a 10% decrease from the current budget. (January 14, 2011 meeting be based on a 10% decrease from the current budget. (January 14, 2011 meeting be based on a 10% decrease from the current budget. (January 14, 2011 meeting Hoffman) )) HoffmanHoffman 3) Review the county’s operating budget semi-annually or quarterly to make needed Review the county’s operaReview the county’s operating budget semiting budget semiannually or quarterly to make needed - adjustments. (January 14, 2011 meeting Hoffman) adjustments. (January 14, 2011 meeting adjustments. (January 14, 2011 meeting Hoffman 5.Boards and Commissions and Commissions and Commissions BoardsBoards 1) Evaluate the frequency of Board and Commission meetings to reduce the number Evaluate the frequency of Board and Commission meetings to reduce the number Evaluate the frequency of Board and Commission meetings to reduce the number of meetings to the minimum required. In addition, eliminate inactive boards and of meetings to the minimum required. In addition, eliminate inactive boards and of meetings to the minimum required. In addition, eliminate inactive boards and commissions and review existing boards and commissions on a regular basis for commissions and review existing boards and commissions on a regular basis for commissions and review existing boards and commissions on a regular basis for potential consolidations to limit their number. Reducing the number of boards and potential consolidations to limit their number. Reducing the number of boards and potential consolidations to limit their number. Reducing the number of boards and commissions and/or the frequency of meetings would result in staff time cost commissions and/or the frequency of meetings would result in stacommissions and/or the frequency of meetings would result in sta savings. (Operation, Budget and Consolidation subcommittee report on October 8, (Operation, Budget and Consolidation subcommittee report on October 8, (Operation, Budget and Consolidation subcommittee report on October 8, 2010 and February 25 meeting) 6.Miscellaneous 1) Continue to update and enforce the county’s internet use policy for all employees. (December 10, 2010 meeting, Comm.2010-144; page 27) 2) Solicit employee suggestions and recommendations on a regular basis including cost saving suggestions. (January 14, 2011 meeting) 9 Part 2 –Department Specific Recommendations to Save Costs and Increase Revenues A.County Clerk 1) Use a hiring agency to staff temporary election clerk positions. (Clerk) (January 14, 2011 meeting) B.Environmental Management 1) Implement software solutions to coordinate collection of tipping fees at the scale 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 house and insure accounting systems are able to read the data. (DEM) (November house and insure accounting systems are able to read the data. (DEM) (November 3, 2010 Minutes, page 25; December 10, 2010 Minutes, page 34) 3, 2010 Minutes, page 25; December 10, 2010 Minutes, page 3, 2010 Minutes, page 25; December 10, 2010 Minutes, page 34) 34) 2) Regulate septic and grease haulers and collect an annual fee for registration Regulate septic and grease haulers and collect an annual fee for registration 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 commensurate with fees of other counties in Hawai‘i. (DEM) (November 3, 2010 commensurate with fees of other counties in Hawai‘i. (DEM) (November 3, 2010 Minutes, page 25; December 10, 2010 Minutes, page 35) 35)35) Minutes, page 25; December 10, 2010 Minutes, page Minutes, page 25; December 10, 2010 Minutes, page 3) Explore annual renewal fee for solid waste haulers and require all haulers to be Explore annual renewal fee for solid waste haulers and require all haulers to be 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 current on solid waste bills to reduce delinquencies. (DEM) (November 3, 2010 current on solid waste bills to reduce delinquencies. (DEM) (November 3, 2010 Minutes, page 27) 4) Require all commercial buses that accommodate 40 passengers or more when commercial buses that accommodate 40 passengers or more when commercial buses that accommodate 40 passengers or more when registered in the County of Hawai‘i for use are required to demonstrate that they registered in the County of Hawai‘i for use are required to demonstrate that they i for use are required to demonstrate that they have a disposal plan that meets all government requirements. (DEM) (November have a disposal plan that meets all government requirements. (DEM) (November have a disposal plan that meets all government requirements. (DEM) (November 17, 2010 meeting and Comm. 2010-105;December 10, 2010 Minutes, page 38 and 17, 2010 meeting and Comm. 2010105;105;December 10, 2010 Minutes, page 38 and December 10, 2010 Minutes, page 38 and -- February 11, 2011 5) In the Solid Waste Division, create a separate position for heavy equipment In the Solid Waste Division, create a separate position for heavy equipment In the Solid Waste Division, create a separate position for heavy equipment operators who work only at landfills and don’t need a CDL license from those who operators who work only at landfills and don’t need a CDL license from those who 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 site and do need a CDL licensite and do need a CDL license. (this recommendation carried forward from se. (this recommendation carried forward from prior COG report). (DEM) (January 14, 2011 meeting and February 11, 2011 prior COG report). (DEM) (January 14, 2011 meeting and February 11, 2011 prior COG report). (DEM) (January 14, 2011 meeting and February 11, 2011 meeting) meeting) C.Finance e 1) Recommend that a one-time auto salvage fee be assessed when a vehicle is first Recommend that a oneRecommend that a onetime auto salvage fee be assessed when a vehicle is first time auto salvage fee be assessed when a vehicle is first -- 1) registered in the county. (Finance) (November 17, 2010 meeting and Comm. 2010- registered in the county. (Finanregistered in the county. (Finance) (November 17, 2010 meeting and Comm. 2010ce) (November 17, 2010 meeting and Comm. 2010 105; December 10, 2010 Minutes, page 38, and February 11, 2011 meeting) 105; December 10, 2010 Minutes, page 38, and February 11, 2011 meeting) 105; December 10, 2010 Minutes, page 38, and February 11, 2011 meeting) D.Fire 1) Investigate the cost effectiveness of implementing a jet ski program with our Ocean Investigate the cost effectiveness of implementing a jet ski program with our Ocean Investigate the cost effectiveness of implementing a jet ski program with our Ocean Safety Division. (Fire) (December 10, 2010 meeting, Comm. 2010-144, page 29, Safety Division. (Fire) (December 10, 201Safety Division. (Fire) (December 10, 201 and February 11 meeting) and February 11 meeting) and February 11 meeting) 2) Examine overtime policies within the Fire Department to determine if the policies Examine overtime policies within the Fire Department to determine if the policies Examine overtime policies within the Fire Department to determine if the policies are fair, unambiguous, and effective in reducing overtime. Direct the Human Resources to examine overtime policies. (Fire) (January 14, 2011 meeting and February 11, 2011 meeting) E.Mayor’s Office 1) Using the RSVP program as a template expands opportunities for volunteers to work within the county and in response to county needs. Encourage expansion and use of student interns in all departments. (Mayor) (March 23, 2011 meeting) 10 F.Parks and Recreation 1) Streamline the re-contracting process for continuing, part-time temporary staff including eliminating the yearly requirement for a physical exam. (P&R) (January 14, 2011 meeting and February 25, 2011 meeting) G.Planning 1) Base the fuel reimbursement for all Police Department personnel on actual mileage. (PD) (January 14, 2011 meeting and February 11, 2011 2) Develop a notification system for police officers who have been subpoenaed for 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, court hearings to let them know if the hearing has been cancelled or postponed, 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 thus avoiding unnecessary travel and overtime pay. (PD) (January 14, 2011 thus avoiding unnecessary travel and overtime pay. (PD) (January 14, 2011 meeting) 3) Cut the monthly car allowance for police officers and replace it with a yearly Cut the monthly car allowance for police officers and replace it with a yearly Cut the monthly car allowance for police officers and replace it with a yearly servicing and maintenance allowance. (PD) (January 14, 2011 meeting and servicing and maintenance allowance. (PD) (January 14, servicing and maintenance allowance. (PD) (January 14, 2011 meeting and 2011 meeting and February 11, 2011 meeting) H.Police I.Public Works 1) Allow standardized housing that meets the minimum health and safety requirements Allow standardized housing that meets the minimum health and safety requirements Allow standardized housing that meets the minimum health and safety requirements and may include such things as minimum square footage, composting toilets and and may include such things as minimum square footage, composting toilets and and may include such things as minimum square footage, composting toilets and water catchments. This will save on enforcement fees. (Planning and DPW) water catchments. This will save on enforcement fees. (Planning and DPW) water catchments. This will save on enforcement fees. (Planning and DPW) (November 17, 2010 meeting and Comm. 2010-105; December 10, 2010 Minutes, (November 17, 2010 meeting and Comm. 2010(November 17, 2010 meeting and Comm. 2010105; December 10, 2010 Minutes, 105; December 10, 2010 Minutes, - page 41, and February 11, 2011 meeting) 41, and February 11, 2011 meeting) 41, and February 11, 2011 meeting) J.Real Property eal Property 1) Review the process for qualifying agricultural property tax exemptions and consider Review the process for qualifying agricultural property tax exemptions and consider Review the process for qualifying agricultural property tax exemptions and consider including financial documentation to show agricultural activity. Fine and/or revoke including financial documentation to show agricultural activity. Fine and/or revoke including financial documentation to show agricultural activity. Fine and/or revoke exemptions for violators. (RP) (November 3, 2010 Minutes, page 25; December 10, exemptions for violators. (RP) (November exemptions for violators. (RP) (November 2010 Minutes, page 34, and February 11, 2011 meeting) 2010 Minutes, page 34, and February 11, 2011 meeting) 2010 Minutes, page 34, and February 11, 2011 meeting) 2) Eliminate Homeowner’s Real Property Exemption for Unpermitted Dwellings. (RP) 2)2)Eliminate Homeowner’s Real Property Exemption for Unpermitted Dwellings. (RP) Eliminate Homeowner’s Real Property Exemption for Unpermitted Dwellings. (RP) (November 17, 2010 meeting and Comm. 2010-105) (November 17, 2010 meeting and Comm. 2010(November 17, 2010 meeting and Comm. 2010 3) Review the property tax base for all categories and identify collections by district Review the property tax base for all categories and identify Review the property tax base for all categories and identify and category. (RP)(January 14, 2011 meeting Hoffmann and February 11, 2011 and category. (RP)(January 14, 2011 meeting Hoffmann and February 11, 2011 and category. (RP)(January 14, 2011 meeting Hoffmann and February 11, 2011 meeting) meeting) meeting) K.Human Resources an Resources an Resources 1) Eliminate the Personnel Officer position for smaller departments and centralize this task with a specialist in Human Resources. (HR) (January 14, 2011 meeting) 2) Reorganize the Human Resources Department to decrease staffing needs. (HR) (January 14, 2011 meeting) 11 Part 3 –Summary Conclusion of Recommendations Appendices A.COGC Requests for Information B.Matrix of Responses to Questions C.Charter Provisions 12