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HomeMy WebLinkAbout06-09-14 Agenda PacketArryl Kaneshiro Chair Laurie Yoshida Vice Chair Members: Dirk Apao Joanne Nakashima Sandi Starker Glen Takenouchi COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, June 9, 2014 1:30 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihue, HI 96766 CALL TO ORDER APPROVAL OF NUNUTES Regular meeting minutes of April 14, 2014 RECEIVED '14 MAY 29 P3 I I OFFICE OF THE COUNTY CLERIC COUP TY OF KAUAI BUSINESS CCC 2014 -08 Memorandum dated April 16, 2014 from Chair Arryl Kaneshiro, requesting the presence of Director of Finance Steve Hunt and Budget and Purchasing Director Ernest Barreira, to provide an update on the budget for FY 2014 -15 Next regular monthly meeting, Monday, June 9, 2014, at 1:30 p.m. at the Mo'ikeha Building, Liquor Conference Room 3. NOTICE OF EXECUTIVE SESSION Pursuant to Hawai'i Revised Statutes §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 in 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 An Equal Opportunity Employer PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 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: Deputy County Attorney Mona Clark Send written testimony to: Cost Control Commission Attn: Mercedes Omo Office Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 E -Mail: myounaa,kauai.gov Phone: (808) 241 -4920 Fax: (808) 241 -5127 SPECIAL ASSISTANCE 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. 211'age Cost Control Commission — Monday, June 9, 2014 Minutes of Meeting OPEN SESSION Board/Committee: 77COST CONTROL COMMISSION Meeting Date I April 14, 2014 Location Mo'ikeha Building — Liquor Conference Room Start of Meeting: 1:30 p.m. I End of Meeting: 2:27 p.m. Present Chair Arryl Kaneshiro; Vice Chair Laurie Yoshida; Members: Dirk Apao (entered the meeting at 2:14 p.m.)Joanne Nakashima and Sandi Sterker Also present: Boards & Commissions Office Staff. Support Clerk Mercedes Youn; Administrator Paula Morikami; Administrative Aide Teresa Tamura; County Engineer Larry Dill; Deputy County Engineer Lyle Tabata; Civil Engineer James Aiu; Transportation Executive Celia Mahikoa; Program Specialist Jeremy Lee; Deputy Fire Chief John Blalock. Excused Commissioner Glen Takenouchi Absent SUBJECT DISCUSSION ACTION Call To Order Chair Kaneshiro called the meeting to order at 1:30 p.m. Approval of Regular Open Session Minutes of March 10, 2014 _ Minutes Commissioner Sterker noted on page two (2), second paragraph of the meeting minutes the sentence was incomplete because word "hire" was left out. Staff acknowledged the error and will make the change to complete the sentence. Commissioner Sterker moved to approve the Chair Kaneshiro called for a motion to approve the minutes with the minutes with the correction. Vice Chair correction noted by Commissioner Sterker. Yoshida seconded. Motion carried 4:0 Business Items CCC 2014 -08 Memorandum dated March 12, 2014 from Chair AMLI Commissioner Sterker moved to receive item Kaneshiro to County Engineer Larr Dim questing his presence to CCC 2014 -08 for the record. Vice Chair discuss the Lihu`e Civic Center space plan. seconded the motion. Motion carried 4:0. Mr. Dill stated prior to being with the County a comparison was made between the County's need for space and the space available in the L-ihu`e Civic Center. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 2 SUBJECT DISCUSSION ACTION Mr. Dill explained although the space assessment included a map of the areas where all of the existing agencies and departments could expand to, the assessment revealed the need for twenty feet of storage space that did not include the�vacant Big Save space. He further explained at the same time the County Council appropriated 2 million dollars to find storage space outside of the County facilities; subsequently, Big Save closed its doors which prompted the Public Works Division to update the space assessment plan to include the vacant Big Save space. Mr. Dill stated that there was a proposal to open a food hub; however, the proposal was ruled out which allowed Civil Engineer James Aiu to finalize the contract with the architect to update the County's office space plan assessment needs with the anticipation of receiving a notice to proceed in June. In addition, the contract also included the scope of work to update the space plan assessment needs that was previously done. Mr. Dill stated that they are also taking the opportunity to find ways to become more energy efficient by reviewing the mechanics of the air - conditioning units from a master plan perspective on how to use less cooling energy, but at the same time maintain a comfortable temperature for the entire Lihu`e Civic Center. He stated that the three highest priorities include Planning, Solid Waste, and the Wastewater Division which currently occupies what is supposed to be a conference room located between Kapule and Piikoi buildings. He stated that funds have been allocated for architectural drawings that are scheduled to commence in June 2014 ending June 2015 at which point more funds will be needed to move forward with the construction phase; however, it all depends on the outcome of FY 2016 budget. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 3 SUBJECT DISCUSSION ACTION Commissioner Sterker asked if the plans include the Historical Society to which Mr. Dill replied that he is reluctant to share any information until they had the chance to update the space assessment needs, and offered to come back in the future to share the information with the Commission when it is available. Chair Kaneshiro asked if there were plans to reduce the amount of paper files in the County to which Mr. Dill replied that the Department of Information and Technology is currently working on a project through the Department of Finance to scan and make digital the majority of the County's paper files. Commissioner Sterker asked when the space plan will be finalized to which Mr. Dill replied that the County has a contract that includes construction drawings, which at some point prior to the completion of the construction drawings, the space plan should be completed. He offered to return in eight months with an update once the plans are finalized. Commissioner Sterker stated that she recalls plans to do a site visit of the old Big Save building. Mr. Dill stated that he would be happy to accommodate the Commission's request and asked that they work through the Office of Boards and Commissions to determine a date and time. With no further discussion, Chair Kaneshiro thanked Mr. Dill for providing an update on the County's space plan assessment needs. At 1:44 p.m. Mr. Dill left the meeting. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 4 SUBJECT DISCUSSION ACTION CCC 2014 -09 Memorandum dated March 12, 2014 from Chair Arrvl Vice Chair Yoshida moved to receive item CCC Kaneshiro to Transportation Executive Celia Mahikoa, requesting her 2014 -09 for the record. Commissioner Sterker presence to discuss the bus shelters. seconded the motion. Motion carried 4:0 Transportation Executive Celia Mahikoa along with Program Specialist Jeremy Lee thanked the Commission for the opportunity to provide an update of the County's bus shelter improvement project. Ms. Mahikoa stated that the project is part of the Mayor's Holoholo 2020 vision to build bus shelters for each bus route throughout the island. She noted to date there are thirty -eight (38) bus routes defined in the Mayor's Holoholo 2020 project. Mr. Lee stated that the engineering design phase has been completed for the forty-nine (49) locations island wide. The money for the design phase was made possible through a grant from the Federal Transit Administration which requires 80% contribution from the federal and 20% match from the County's CIP. He stated that an RFP was issued and awarded to SSFM International on October 30, 2012. He explained that the original design identified only forty-seven (47) pre- existing bus stop locations; however, in July 2013 an amendment was made to include two additional bus stop locations identified by the community as primary locations. He further explained that a second amendment had to be made on October 22, 2013, to add more time to the performance contract because of the increase in the scope of work. A third and last amendment was made to allow SSFM to continue to do contract administrative services for the construction bid scheduled to be completed by the end of May. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 5 SUBJECT DISCUSSION ACTION Mr. Lee stated that two of the project milestones that have been completed so far are the schematic and development design phase, which was completed in May 2013. He stated that the during the week of October 14, 2013, community meetings were held to get the public's input on how to prioritize each bus stop location and define the actual structures that will be built throughout the island. He stated that they are in the final phase and are now awaiting comments from the State's Department of Transportation and the County's Public Works Engineering Division regarding final revisions before submitting the plans to the County's Purchasing Department to put out to bid. Commissioner Sterker asked if nine (9) of the bus stop locations were based on ridership. Mr. Lee explained that various matrixes were used to help identify what they consider are priority locations. He noted that twenty -one (2 1) locations were presented to the community to vote on and identify which locations they felt were priority. Commissioner Sterker asked if the decision was based on need and ridership to which Mr. Lee replied yes. Commissioner Sterker expressed her concerns about graffiti and the amount of time it would take to repaint the damaged bus shelters. She asked what is being done in terms of materials if someone were to deface the bus shelters. Mr. Lee stated that graffiti has always been a concern for all bus serviceproviders throughout the country. He noted that there are several treatments and materials that are being considered, which would make it difficult for someone to deface the bus shelters. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 6 SUBJECT DISCUSSION ACTION Commissioner Sterker mentioned that there are service clubs in the community who are willing to take the responsibility in maintaining and the upkeep of the bus shelters. Mr. Lee stated that as part of community , involvement the intent is to have each community take ownership of the bus shelters by literally putting a hand in to help build the shelters and in turn take ownership of it. Commissioner Sterker asked how the County will stop people from sleeping in the bus shelters. Mr. Lee stated that they are putting in seats that have raised ribs which will make it uncomfortable to lie on. Vice Chair Yoshida asked if the twelve (12) bus shelters were included in Phase II from the original twenty -one (21) shelters to which Mr. Lee replied yes. Vice Chair Yoshida then asked in addition to supplying the materials is the County looking for labor help as well. Mr. Lee replied that the County will be putting out a bid for contracting services to build the cement slab, and once the contract is awarded, the contractor will be responsible for the procurement of the materials, which will be provided to each community group. Commissioner.Sterker asked if it was possible to get copies of the shelter design plans and the footprint of Phase I and II construction site plans. Mr. Lee stated that he would forward a copy to the Office of Boards and Commission. With no further discussion, Chair Kaneshiro thanked Ms. Mahikoa and Mr. Lee for coming to the meeting to provide the update. At 2:00 p.m. Ms. Mahikoa and Mr. Lee left the meeting. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 7 SUBJECT DISCUSSION ACTION CCC 2914 -10 Memorandum dated March 12, 2014 from Chair Arryl Kaneshiro to Fire Chief Robert Westerman, requesting his presence to discuss overtime in the Fire Department. Chair Kaneshiro called for a motion to receive item CCC 2014 -10 for the Vice Chair Yoshida moved to received item record. CCC 2014 -010 for the record. Commissioner Sterker seconded the motion. Motion carried 4:0 Deputy Fire Chief John Blalock stated that 80% of the department's overtime expenditures are due to the collective bargaining agreement which sets and defines the conditions relating to overtime payments for holidays and vacations. He stated that as part of the agreement certain employees have to work fifty -six (56) hours a week opposed to a typical forty (40) hours a week. He stated that in addition the agreement will impact the department's operational budget because of the Rank for Rank program. He explained that the program gives the captains and rescue specialists an additional twelve (12) days of overtime whether they choose to work it or not. Vice Chair Yoshida asked if a captain were to go on vacation rather than calling someone in with a lower rank, the department now has to call in an off -duty captain to cover the position to which Deputy Fire Chief Blalock replied yes, noting that the program depicts a separate item in the department's operational budget. He shared with the Commission in a recent mission on the west side the rescue specialists who were on duty had to be pulled back because of the amount of time it would them take to complete the job however, they returned the next morning to complete the mission and were paid the overtime. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 8 SUBJECT DISCUSSION ACTION Deputy Fire Chief Blalock stated that overtime is hard to control because no one can foresee the type of calls the department will receive within the year. He reiterated that 80% of the overtime is related to collective bargaining agreement. Vice Chair Yoshida asked if he could provide a breakdown of the Department's operational budget and a breakdown of the collective bargaining agreement encumbering 80% of the Fire Department's budget to which Deputy Chief Blalock replied yes. Commissioner Sterker asked how the department is doing for the year despite the CBA. Deputy Chief Blalock stated that the actions that were taken to deal with the overtime is a testament to Chief Westerman because the other departments are now looking into following in their footsteps. He stated that each month he receives a budget report reflecting each line item; what was spent and where the department is at percentage wise. Commissioner Sterker asked if there is a differential in terms of sick pay versus vacation pay. Deputy Chief Blalock stated that the pay is based on the employees pay grade, longevity, and step movements. Commissioner Apao entered the meeting at 2:16 p.m. Vice Chair Yoshida stated that one of the major causes in overtime for the Police Department is having to call in off -duty officers to cover the shift for an officer who has been assigned to do training. She asked if it were the same for the Fire Department. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 9 SUBJECT DISCUSSION ACTION Deputy Chief Blalock stated that they call it back fill training, which is done on occasion because they prefer to do the trainings on duty; if not they try to change the work schedule, which has become an issue with the union going from working a 50 plus hours work week to 40 hours a week. He stated that with the new recruit class some of the captains have modified their work schedules to 40 hours a week so that they can do the training within the week. With no further questions, Chair Kaneshiro thanked Deputy Fire Chief Blalock for taking the time out to provide the Commission with an update. Announcements Next regular meeting — May 12, 2014, at 1:30 p.m. at the Mo'ikeha Building in the Liquor Conference. Commissioner•Sterker asked when it would be a good time for the Commission to get an update on the budget for fiscal year 2014 -15. Staff noted that they would send a memo to Budget and Purchasing Director Ernest Barreira to ask him to be present at the next meeting, but due to budget call backs he might not be able to attend the meeting in May. Commissioner Nakashima stated that she found it hard to understand why the Fire Department has to pay additional overtime when the employee already works fifty (50) plus hours a week. Vice Chair Yoshida pointed out that the fifty -six, hour a week work schedule in doing the math equals to an additional sixteen (16) hours a week which is part of the collective bargaining agreement. Chair Kaneshiro stated that he understands Commissioner Nakashima's concerns however, the Fire Department does not have control over the negotiations between the employer and the union who represents the employees. Cost Control Commission Regular Meeting - Open Session April 14, 2014 Page 10 SUBJECT DISCUSSION ACTION Vice Chair Yoshida noted that she would not be attending the meeting in June. Adjournment Chair Kaneshiro called for a motion to adjourn the meeting. At 2:27 p.m. Vice Chair Yoshida moved to adjourn the meeting. Commissioner Sterker seconded the motion. Motion carried 5:0 Submitted by: Mercedes Youn, Commission Support Clerk () Approved as circulated () Approved as amended. See minutes of meeting. Reviewed and Approved by: Arryl Kaneshiro, Chair Arryl Kaneshiro Members: Chair Dirk Apao Joanne Nakashima Laurie Yoshida Sandi Sterker Vice Chair Glen Takenouchi COUNTY OF KAUAI COST CONTROL COMMISSION MEMORANDUM TO: Steve Hunt, Director of Finance Ernest Barreira, Budget & Purchasing Director FROM: Arryl Kaneshiro, Cost Control Commission Chair VIA: Paula M. Morikami, Office of Boards and Commissions AdministratopyyN CC: Nadine Nakamura, Managing Director DATE: April 16, 2014 SUBJECT: Fiscal Year 14/15 Budget Presentation Aloha Mr. Hunt & Mr. Barreira, The Cost Control Commission is requesting your presence at its next meeting to review fiscal year 14/15's budget presentation. If you would like to submit any information to the commission for their review, please send it to the office of Boards and Commissions no later than May 1, 2014. If more time is needed, please let us know. Our next meeting will be held on May 12, 2014, at 1:30 p.m., located in the Liquor Conference Room. Please call or email Teresa Tamura at ext.4918 or ttamumAkauai.gov if you or a representative will be able to attend our next meeting. If you have any questions please don't hesitate to call. Mahalo. An Equal Opportunity Employer