HomeMy WebLinkAbout061311_AGENDA_PACKET Sandi Sterker Members:
Chair Lawrence Chaffin Jr.
Linda Faye Collins
Brant Fuchnami
Glen Takenouchi
Dirk Apao Laurie Yoshida
Vice-Chair
COUNTY OF KAUAI COST CONTROL COMMISSION
NOTICE OF MEETING AND AGENDA
Monday, June 13, 220 11
1:30 p.m. or shortly thereafter
Mo'ikeha Building, Liquor Conference Room 3
4444 Rice Street, Lilme, HI 96766
CALL TO ORDER
APPROVAL OF AGENDA
APPROVAL OF MINUTES
Open Session Minutes of May 09, 2011
COMMUNICATION
CCC 2011-09 Communication dated 04/28,-011, from County Auditor Ernesto G. Pasion,
transmitting a copy of the Audit Implementation of the Recommendations
of the Cost Control Commission Concerning Energy Savings.
Report No. 11-01, April 2011.
{On file ivith the Office of Boards and Conunissions)
CCC 2011-10 Communication dated 05125/11, from Mayor Bernard P. Carvalho Jr., thanking
the Cost Control Commission for its recommendations dated May 9'h 2011
regarding the consolidation of employee trainings and personal functions'/
services, and placing these responsibilities within the Department of Personnel
Services.
BUSINESS
CCC 2011-07 Discussion and possible decision making regarding the establishment of
an Employee Incentive Program related to energy cost savings.
(Deferred from 05/09/11 meeting)
a) Communication dated 05'10,'11 from Chair Sandi Sterker to the Director
of Finance Wallace Rezentes Jr., Director of Personnel Services, and the
Office of the County Attorney requesting input and guidance as it relates
to their area of responsibility and expertise on the possibility of
establishing a County Employee Incentive Program.
An Equal Opportunity Employer
a) Communication dated 051251'11 from Mayor Bernard P. Car-v,,alho Jr. and Gary
Hen, Managing Director, requesting additional time to provide information on
establishing a County Employee Incentive Program.
CCC 2011-08 Review and discussion of the County's real property tax exemptions and rate
setting procedures. (Deferred from 05/09111 meeting)
a) Kaua'i County Code, Chapter 5A Real Property Tax
(On file with the Office ref Boards and Commissions)
b) Communication dated 05110/11 from Chair Sandi Sterker to the Director of
Finance Wallace Rezentes Jr., requesting that his office provide a summarized
listing of all real property tax exemptions that are currently in effect as well a
summary of appeals filed in each of the last three calendar years, including
total number of appeals that were decided in favor of the taxpayer.
c) Response from Deputy Finance Director Sally Motta regarding:
1. Exemption Summary listing all real property exemptions,
2. Summary of Appeals with a three(3) year history
CCC 2011-11 Discussion and decision-making on a draft from Mayor Bernard P. Carvalho Jr.,
proposing a Charter Amendment to Article XV Relating to Establishing a
Department of Human Resources.
ANNOUNCEMENTS
Next meeting: Monday, July 11, 2011 at 1:30 0 p.m. at the Mo'ikeha Building, Liquor
Conference Room 3.
NOTICE OF EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes, (*H.R.S.") §92-7(a), the Commission may, when deemed
necessary, hold an Executive Session on any agenda item without written public notice if the
Executive Session was not anticipated in advance. Any such Executive Session shall be held
pursuant to H.R.S. §92-4 and §92-9 and shall be limited to those items described in
H.R.S. §92-5(a), Discussions held in Executive Session are closed to the public.
ADJOURNMENT
2
Cost Control Commission—June 13, 2011
PUBLIC COMMENTS and TESTIMOINY
Persons wishing to offer comments are encouraged to submit written testimony at least
24-hours prior to the meeting indicating:
Z1-
1. Your name and if applicable, your position/title and organization you are
representing
2. The agenda item that you are providing comments on; and
3. Whether you will be testifying in person or submitting written comment only.
4. If you are unable to submit your testimony at least 24 hours prior to the meeting,
please provide 10 copies of your written testimony at the meeting.
The length of time allocated to person (s) wishing to present verbal testimony may be limited
at the discretion of the chairperson or presiding member,
cc: First Deputy County Attorney Amy Esaki
Send written testimony to:
Cost Control Commission
Attn: Mercedes Youn
Office Boards and Commissions
4444 Rice Street, Suite 150
Lihue, HI 96766
E-Mail: %kaua1'U0V
Phone: (808) 241-49210 Fax: (808) 241-5127
SPECIAL ASSISTAN"CE
i If you need an alternate format or an auxiliary aid to participate, please contact the Boards and
Commissions Support Clerk at (808) 241-4920 at least five (5) working days prior to the
meeting.
3 1 P a g e
Cost Control Commission—June 13, 2011
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I'M
IS
OFFICE OF THE COUNTY AUDITOR
COUNTY orxxuA'/.sTArcoruAvm'/
HALE puwcuAwxBUILDING
smoauxx/STREET,ROOM om
uuu's.oxwmvyu766,/1m
Ernesto c.p^,u^ Telephone: (uoo)sxwn^
cou=r^udxor mu: (808)241-61-0
Email: amfitor�aDkauai.,-Ov
(HAND DELIVERED)
April 28,2011
Cost Control
Couo�o[— —'i
MoikobuBuUd��
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44448�e��c .jL! �� ? 0
LihueEO96766
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Performance Audit uoEnergy Issues
Commissioners:
Attached for your information are copies of an audit report by our office entitled Performance Audit
of the Implementation of the Recommendations of the Cost Control Commission Concerning Energy
Savings.
Please let mc know ifyou have any questions regarding the audit.
Very truly yours,
`
Ernesto G.Pasiuo
County Auditor
Attachments(7copies)
C: Office of Boards and Commissions(l copy)
CCC 2011-09
_____
Bernard P. Carvalho,Jr. OF Gary K. Heu
Mayor Managing Director
Cot
of
OFFICE OF THE MAYOR
County of Kaua'i,State of HawaN
4444 Rice Street,Suite 235,Uhu'e,Hawaii 96766
TEL(808)241-4900 FAX(808)241-6877
May 25,2011
2 2011
Ms. Sandi Sterker,Chair
Cost Control Commission
County of Kaua'i
c/o Office of Boards and Commissions
4444 Rice Street
L-Thu.'e,HI 96766
Re: Recommendation—County Employee Training and Consolidation of Personnel Functions
Dear Chair Sterker and Members of the Cost Control Commission,
Thank you for your recommendations dated May 9,2011 regarding the consolidation of employee
trainings and personal functions/services and placing these responsibilities within the Department of
Personnel Services.
I have been a strong advocate of creating a Human Resources Department which would centralize
personnel functions and services,including employee trainings.
Based on the Commission's recommendation and the County Attorney's opinion that you provided, I will
be working with our Department of Personnel Services to facilitate the transition of the function for
coordinating and scheduling all future employment training programs into that department as we move
into the new fiscal year on July 1,2011, The County will be pursuing
.,training opportunities based on the
priority listing in your report. Please note that we are in the process of providing training for all
employees relative to the recently updated Policy Against Harassment and Discrimination. Also,we are
already in the process of developing a training module for Leadership/Supervisory Management.
With respect to moving personnel functions and services out of the various departments into the
Department of Personnel Services,I will establish an internal task force to analyze the feasibility and cost
implications or savings if this were to be done. The task force will be led by Janine Rapozo,and will
include a cross-section of personnel with interest and expertise in this issue. I anticipate that the task
force will need until the end of the year to complete its review and analysis and hope to receive a report
back to me sometime within the first quarter of 2012. Upon my review and approval of the Task Force's
findings and recommendations,I will transmit a copy of the report to you.
An Equal Opportunity Employer
Cost Control Commission
May 25,2011
Page 2
In the meantime,and regarding your third recommendation,I have attached a draft proposal for a Charter
amendment to change the title from"Department of Personnel Services"to"Department of Human
Resources." My suggestion is that you review this proposed amendment,and solicit comments from the
Civil Service Commission as well, so that when the task force's work is complete we can work on
appropriately revising and finalizing the draft amendment.
Mahalo for your thoughtful recommendations and for serving the County as members of the Cost Control
Commission.
Sincerely yours,
3emard P. Ca l ,Jr.
dayor,County of Kaua'i
C: John Isobe,Boards and Commissions Administrator
Malcolm Fernandez,Director,Personnel Services
Janine Rapozo,Risk Management Administrator
Ryan Dela Pena,Chair,Civil Service Commission(and members)
Att: Draft Charter amendment
SaodiGte,ker Members:
Chair Law-reoce@affin Jr�
Linda Faye Collins
Brant Pucb/gurni
G|enTukeoomchi
Laurie Yoshida
DirkApam
Vice Chair
COUNTY OF KaDA`l COST CONTROL COMMISSION
TO: Wallace Dezcntey Jr_Director nfFinance
Malcolm Fernandez,Director vf Personnel Services
Alfred Castillo],..County Attorney
CC/ Muynr Bernard y,CorvalboJr,
Gary Kcv.Managing Director
FQ0D@' Sandi Sto,kor.Chair Cost Control Commission
Via: John lsuhe.Administrator Boards and Commissions
DATE: May 10,2011
SUBJECT: Request for Information
At its meeting on May 9,2011,the Cost Control Commission initiated a discussion and review
about the possibility of establishing aCounty Employee Incentive Program,
One of the elements of the program involves providing employees with financial or in-kind
awards for innovative ideas and/or recommendations focused on streamlining government and
saving county tax dollars(see attached Sample Pnngram)
Asv result,the Commission isrequesting your input and guidance to the following questions au
it relates tn your area nf responsibility and expertise.
} FINANCE:
Are there any County financial policies,GMBA regulations,or IRS laws that prohibit or
limit the amount of monetary ur in-kind incentive awards that can be provided tvCounty
omp|m}zcx7
2 PERSONNEL SERVICES:
Are there any County employment policies mnegotiated labor agreements that prohibit
or limit the amount n[monetary o,in-kind incentive awards that can bc provided to
County employees'?
3, COUNTY ATTORNEY:
Are there any County or State laws that prohibit or firnit the amount of monetary or in-
kind incentive awards that can hm provided to County employees?
Your attention and timely response hy May 25.20l{ is appreciated. {f you have any questions,
please contact Paula K8uri&mmim24)4922,
Thank you.
~
Ao Equal Opportunity Employer
____
Bernard P.Carvalho,Jr. Gary.K. Hen
Mavor Dircetor
OFFICE OF THE MAYOR
County of Kaua'i,State of Hawaii
44-14 nice Street,Sui,c 235,Lfhu'c,Hawaii 96-766
TELiVS)241-4900 PAX(808)241-6871
MEMORANDUM
TO Sandi Sterker,Chair Cost Control Commission
VIA: John Isobe,Administrator Boards and Commissions
FROM: Mayor Bernard P.Ca7,alhct
Gary 1-leu,Managin g D irce o
DATE: May 25,2011
SUBJECT. Response to Request for Information on Establishing a County
Employee Incentive Program
We would like to request for additional time to provide the information that you have
requested in your communications dated May 10,2011,regarding a response for information on
establishing a County Employee Incentive Program.
I am in the process of obtaining input from the administrative departments you
requested (Finance, Personnel Services and the County Attorney) for my review prior to
transmitting a reply to the Cost Control Commission. This consolidated response will be
provided through the Mayor's Office once that review has been completed.
Thank you for your patience and consideration of this request.
cc: Wallace Rezentes,Jr.Director of Finance
Malcolm Fernandez,Director of Personnel Services
Alfred Castillo,Jr.,County Attorney
,4n Equal Qpportuniiy EtrplQver
CCC 2()11-07(b)
'
Sandi Sterker }em6ou:
Chair cuvTcnxe Chufl-in/,.
Linda Faye Collins
Brant Fuclugarm
Glen Takenouchi
Laurie Yoshida
oi,karxo
'Vice Chair
COUNTY OF KAUA'I COST CONTROL C0B*nmlBS;wN
To: Wallace Bmzcn=s Jr-Director o[Finance
FQQm/: Sandi S,e,ko,.Chair Cost Control Commission
Via: John|o"be.Boards and Commissions Adn^ivis/
DATE- May 10,2011
SUBJECT: Bequest for Information and Attendance
As background,one ofprograms contained in the Mayor*s Holo Holo 2020 initiative that has
been assigned/ud`eFinanceDepartmmmis'^pwpcurumoform` Tv facilitate o portion ofthis
reform.the Mayor has requested that the Cost Control Commission review and provide its
recommendations specifically regarding the areas of tax exemptions and rate setting.
As a result.at its meeting on May 9.2GI 1,the Cost Control Commission members were
provided a copy of the Real Property'rax Ordinance and began preliminary discussions related
m the County's real property tax exemptions and rate setting procedures.
Based on their discussions,the Commission is requesting the following information:
|� Exemption Summary
Provide u summarized listing vf all real property tax exemptions that are currently io
effect, For each exemption,provide uu explanatory statement an how the exemption f,
pmcrdu,aU?imp|cmcn,edbythePmrn�yTuvDivisinnu}ongxi/hanyiot�na|poUu/es
tb�mrp�d for dseoniningapplicant eligibility.
Z, Summary*fAppeals
Provide^summary nfthe total number o/mppcus that were filed in each ofthn last/hrec
calendar years(Z008.ZO8Y and 20/O)and�ooindicate the/^mlnumber v[ m
applwin
each calendar @ut were decided iu favor^f the taxpayer.
CCC%011-00(h)
Please also be inform that the Cost Control Commission is requesting the presence and
continued assistance of a renresentative(s)from the Real Property Tax Division at all future
meetings to advise and facilitate the Commission's deliberations and decision making on matters
regarding property tax exemptions and rate setting.
Your attention and timely response by May 25,2011 is appreciated, If you have any questions.
please contact Paula NI-lorikami at 241-4922.
Thank you,
cc: Mayor Bernard P.Carvalho it,
Gar),Heu,Managing Director
Sally Mona,Deputy Director of Finance
Steve Hunt,Real Property Review Officer
An Equal Opportunity Etnplqyer
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STIPULATED
Tax BOR BOR Taxes 50%Taxes BOR Relief BOR Percent
Year Count !a Dispute Benchmark Awarded Difference Retained
2008 27 $304,960,26 $152,480,13 $232,452.81 -$79,972.68 2338%
2009 538 $1,413,335.65 5706,667.83 $841,83136 -$135,163,94 40.44%
2010 5903 0 62_8 91 U�qL314 46
22L _ $427,059.96 -561745.51 41,55%
Total 1,155 $2,448,924.82 $1,224,462.41 $1,501,344.53 -$276,882,12 38.69%
CLOSED HEARINGS
Tax BOR BOR Taxes 50%Taxes BOR Relief BOR Percent
Year Count In Dispute Benchmark Awarded Difference Retained
2008 180 5542,417.03 5271,208.52 $138,626.34 $132,582.18 74.44%
2009 351 $681,345.74 $340,672.87 $41,645,99 $299,026.88 93,89%
2010 175 51,349,575.68 $674,787.84 $42,70415 5632,083,59 96,84%
Total 706 $2,573,338.45 $1,286,669,23 $222,976.58 $1,063,692.65 91.34%
WITHDRAWN
Tax BOR BOR Taxes 50%Taxes BOR Relief BOR Percent
Year Count In Dispute Benchmark Awarded Difference Retained
2008 14 $50,599,01 $25,299.51 $29,267.04 -$3,967.54 4216%
2009 97 $255,787,28 $127,89164 $25,157,51 $102,736.13 9016%
2010 0 $000 $0.00 I0.09 som 0.00%
Total ill $306,386.29 $153,193.15 $54,424,55 $98,768,60 82,24%
10-Year BOR $5,328,649,56 $2,664,324,78 $1,778,745.66 $885,579.12 66.62%
10-Year TAC $233,902.90 $116,951.45 $163,446.84 -$46,495,39 30.12%
Grand Total $5,562t552.46 $2,781,276.23 $1,442,192.50 $839,083.73 65.08%
CCC 2 011-08(c):
2. Summary of Appeals witb a(3)
year history.
DRAFT:
Proposing A Charter Amendment to Article XV Relating to Establishing A
Department of Human Resources.
Charter Amendment.
Article XV of the Kaua'i County Charter is amended to read as follows:
"ARTICLE XV
DEPARTMENT OF [PERSONNEL SERVICES] HUMAN RESOURCES
Section 15.01. Organization. There shall be a department of [personnel services) human
resources consisting of a civil service commission, a director and the necessary staff for
the purpose or establishing a system of personnel administration based upon merit
principles devoid of any bias or prejudice and (providing a systematic and equitable
classification of all positions through adequate job evaluation] generally accepted methods
governing classification of positions and the employment, conduct, movement, and
separation of public officers and employees.
Section 15.02, Civil Service Commission Organization. The civil service commission shall
consist of seven members who shall be in sympathy with and who shall believe in the
principles of the merit system in public employment, [or] of the members appointed, one
shall be selected from among persons employed in private industry in either skilled or
unskilled laboring positions as distinguished from executive or professional positions.
(Amended 2006)
Section 15.03. Powers and Duties. The civil service commission shall:
A. Adopt rules and regulations to carry out the civil service and compensation laws
of the State and county. Such rules and regulations shall distinguish between matters of
policy left for the determination of the commission and matters of technique and
administration to be left for execution by the director.
B. Hear and determine appeals made by any officer or employee aggrieved by any
action of the director or by any appointing authority. Appeal from the decision of the
commission shall be as provided by law.
C. Advise the mayor and director of personnel services on problems concerning
personnel and classification administration.
D. Execute such powers and duties as may be provided by law.
Section 15.04. Director of Personnel Servicesl Human Resources. The director of
[personnel services] human resources shall have had a minimum or five years of training
and experience in personnel administration either in public service or private business, or
__._ 1 1 0,
both, at least three years of which shall have been in a responsible administrative capacity
and shall be in sympathy with the principles of the merit system. He shall be appointed and
may be removed by the commission and come under the general supervision of the
Moor. The director shall be the head of the department of [personnel services] human
resources and shall be responsible for the proper conduct of all administrative affairs of the
department, and for the execution of the [personnel] human resources management
program prescribed in this charter and in the ordinances and regulations authorized by this
charter.
Section 15.05. [Civil Service and Exemptions. All positions in the county, except those
exempted by law, shall be under civil service.] Human Resources Management Program.
The director of human resources shall be responsible for the execution of the human
resources management program which shall include:
A. Classification, recruitment, selection, employment, deployment, promotion,
evaluation, discipline, and separation of employees.
B. Labor relations and negotiations.
C. Administration of employment policies and trainings related to employe
benefits,-conduct, development, and safety and iniury, prevention.
D. Workers' compensation.
E. Equal employment opportunities,
F Workforce coordination and planning.
G. Administration of the civil service system as prescribed by statute.
H. Other related duties as may be determined by the Mayor,"
Note: Charter material to be repealed is bracketed. New chatter material is underscored.
Proposed Ballot Question:
Shall the title of the Department of Personnel Services be changed to Department of
Human Resources and its existing scope of responsibilities broadened to include a
more comprehensive human resources function?