HomeMy WebLinkAbout2014-74 Budget SC Report 18Nov14 Communication No. 2014-74
PCDP Budget Subcommittee Report
Meeting held October 15th then Subcommittee continued discussions via email
PCDP Budget Subcommittee in Attendance: Susan Osborne, Oshi Simsarian, Elmer Solis, Farris Etterlee
(Chair)
Planning Department Staff: Larry Brown - PCDP Project Manager, Keiko Mercado- PCDP Planning
Assistant,
Report:
2014 Budget Subcommittee goal is to champion past approved PCDP Budgeted items to bring attention
to the budgeted items with the ultimate goal of getting funding to start the project.
The Budget Subcommittee reviewed all prior year(s) "approved" budgeted items that relate to the
PUNA area.
The following steps were used to get the projects organized:
Step 1: Puna/PCDP budgeted items were then put into four categories:
Long Range Safety Connectivity Recreation
Step 2: Within each category, each project was considered and a priority number was assigned.
Step 3:The Subcommittee rationale for each priority is given in the Rationale Column
Step 4: The Subcommittee came up with set of common questions that were then assigned to each
project if the question(s) applied. The list of questions is as follows:
1. To gain further understanding of where the project stands and if monies have been spent. If
funds have been spent, what has been completed and what remains to be done.
2. If several budget items seem to be related - either from prior years and/or by descriptions, to
clarify if the projects are related and why they are listed twice.
3. To gain insight from the Department Director of how they prioritize the budgeted item.
4. For Projects that have phases (for example Issac Hale Beach Park Expansion) were all funds
allocated and can other related projects be incorporated into the current funding (for example
Pohoiki Swimming Area Study/Planning).
5. What are Department Priorities and how can PCDP help Departments in backing their
priorities.
New Budgeted Tasks:
1. Budget request for PCDP Planning Assistant-General Fund
3. Subcommittees to submit CIP/General budget request to PCDP Budget Subcommittee members by
Nov 3rd. Subcommittees to be contacted by Keiko to be determined if they have additional requests.
PCDP ACTION/STEERING COMMITTEE
GENERAL OPERATING BUDGET REQUEST
FY 2015-2016
1. Community Development Plan: Puna
2. Budget Item Name/Project (1 per page): Community Planning Assistant
3. Budget Amount Requested: $25,000 Priority Ranking: 1
4. Expense Type:
❑ General Fund(materials, supplies, events, outreach, etc.); or
❑x Contract(Community Planning Asst.,recorder, outside consultant, etc.)
5. Description: A renewal of the contract for the Community Planning Assistant for the following
duties: To assist with the work of the Puna Community Development Plan Action Committee in
implementing the Plan; And to assist community groups, under the auspices of the PCDP Action
Committee, in the development and completion of Regional, Community and Neighborhood
Village Center Plans. (See attached job description)
6. Justification: Because of the diverse program of projects underway, the PCDP Action
Committee is in great need of support, particularly in the area of the Village Center Planning
groups. Before the Community Planning Assistant was hired, the PCDP Planning Department
Program Manager was the sole member of the County staff responsible for recording minutes,
preparing minutes, research of required documentation, agenda preparation, support document
production, all PCDP Action Committee communications, training of Action Committee
members, advising the various project groups, documenting the progress of the subcommittees in
their work in completing the PCDP priority projects, liaising with County officials and generally
helping the Action Committee members to work together, locate resources, successfully
complete projects and present completed work to the appropriate County Office. There will be a
new PCDP Program Manager this year, so having the assistance of a Planning Assistant will be
even more important
This last year, the PCDP has had a Planning Assistant and a meeting recorder and she has been
invaluable. We propose that her contract be renewed. The additional responsibility of assisting
the Village Center Planning groups could also be added.
Community Planning Assistant
Puna CDP Implementation Phase
Role and Responsibilities
Role: The Community Planning Assistant(CPA) is contracted with the Planning Department using Planning Department
funds for the Puna CDP implementation phase. The role of the CPA is to assist the Puna CDP Action Committee and the
Planning Department implementation of the Puna CDP and in supporting the development of Regional, Community and
Neighborhood Village Center Plans. The CPA will work with the Puna CDP Action Committee, Lead Partners (Plan
Implementers), government, and the community in achieving the community's vision and CDP. The implementation process is
primarily about a form of collaborative governance for sustaining government-community partnerships, building leadership
capacity within the community, implementing a strategic action plan to initiate actions in the CDP, and monitoring the progress
of plan implementation consistent with the Plan. The CPA is responsible for developing the initial framework of tasks and
assisting the planning staff with ongoing implementation tasks. The CPA will report to and work with the Puna CDP project
manager in the Hilo Planning Office as necessary to implement the action strategies of the Puna CDP and as mutually agreed
upon by the CPA and the Puna CDP project manager.
Responsibilities:
1. Assist the Planning Department in supporting the CDP Action Committee in the performance of its duties and
responsibilities as provided in Chapter 16-6, HCC.
2. Assist the Planning Department by recording minutes of the Action Committee meeting, preparing draft and final
minutes for review and distribution in accordance with Sunshine Law requirements. Forward agenda/minutes and
relevant information and communications to Committee members as directed by the Project Manager.
3. Assist the various Regional, Community and Neighborhood Village Center planning groups in the organization of
data, formatting of reports and in liaising with appropriate officials in County Planning Department and County
Government.
4. Assist the Planning Department with the recruitment and evaluation of community members to fill any vacancies on
the Action Committee.
5. Attend and assist with preparing for Puna CDP Action Committee meetings, trainings, workshops and other related
meetings.
6. Prepare and amend training manuals, operating rules, meeting agendas and other forms and documents to support
the CDP Action Committee.
7. Assist in the preparation and organization of staff training and presentations to the Planning Commission and County
Council.
8. Promote the Puna CDP by serving as communication liaison between the community, Puna CDP Action Committee,
Lead Partners (Plan Implementers), Planning Department and other county officials and agencies.
9. Assist with monitoring and updating the Puna CDP(track changes, measure progress and evaluate the action plan).
10. Prepare an Annual Report for the Planning Department.
11. Assist in the preparation of grant and budget proposals for the Puna CDP Action Committee, as needed.
12. Assist with organizing and coordinating the Puna CDP Action Committee Annual Town Meeting, or similar function for
updating the community on plan implementation progress.
13. Prepare a monthly status report of tasks completed, meetings attended, and ongoing tasks.
14. Participate with other CPAs and Planners on identifying and establishing strategies for program development and
coordinating with other CDP efforts on the island.
15. Other services as needed for the Puna CDP and maintaining the Puna CDP Action Committee presence in the
community.
Estimated $2083.33 per month =$25,000.00 per year.
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