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Home My WebLink About09-8-14 Agenda PacketArryl Kaneshiro Members: Chair Dirk Apao Jan Hashizume Joanne Nakashima Sandi Sterker Laurie Yoshida Glen Takenouchi Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, September 8, 2014 1:30 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihue, HI 96766 Oath of Office for Commissioner Jan Hashizume CALL TO ORDER APPROVAL OF MINUTES Regular meeting minutes of July 14, 2014 RECEIVED '14 AUG 26 P12.38 OFFICE. OF THE CGtiHTY Ci_F -.-, COW T 7 !s BUSINESS CCC 2014 -09 Review and discuss the County of Kauai 2013 CAFR and the County's revenues — fees, rates, assessments and taxes for fiscal 2014 -15. (Deferred on July 14, 2014) (a) Memorandum dated July 15, 2014, from Chair Arryl Kaneshiro to Director of Finance Steve Hunt, requesting his presence to discuss the methodologies /philosophy used to formulate the County of Kauai Revenues relating to fees, rates assessments and taxes for fiscal year 2014 -15. ANNOUNCEMENTS Next regular monthly meeting, Monday, October 13, 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 testim Lay to: Cost Control Commission Attn: Mercedes Omo Office Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 E -Mail: myoun(u),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. 2 1 P a g e Cost Control Commission — September 8, 2014 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: Cost Control Commission Meeting Date I July 14, 2014 Location Mo'ikeha Building — Meeting Room 2A/B Start of Meeting: 1:30 p.m. End of Meeting: 2:03 p.m. Present Chair Amyl Kaneshiro; Vice -Chair Laurie Yoshida; Members: Dirk Apao and Glenn Takenouchi Also present: Board & Commissions Office Staff: Support Clerk Mercedes Youn Excused Commissioners Joanne Nakashima and Sandi Sterker Absent SUBJECT DISCUSSION ACTION Call To Order Chair Kaneshiro called the meeting to order at 1:30 p.m. with four (4) Commissioners present to ascertain a quorum. Approval of Regular Open Session Minutes of June 9, 2014. Commissioner Takenouchi moved to approve the Minutes minutes as circulated, Commissioner Apao seconded the motion. Motion carried 4:0 Business CCC- Review and discuss the County of Kauai 2013 CAFR and the County's revenues — fees rates, assessments and taxes for fiscal veer 2014 -15. 2014-09 Chair Kaneshiro, stated given the extent of the information, he suggested that the Commission start first by reviewing either the 2013 CAFR Report or the County fees and rates for fiscal year 2014 -15. He questioned when the last time the County increased its fees and rates for various types of permits/licenses. Staff shared with the Commission that the County Council passed Ordinance 959 recommending that the County maintain a comprehensive log of all County charges and fees. Chair Kaneshiro asked if the Commission could get a copy of the ordinance for the next meeting to which Staff replied yes. Cost Control Commission Regular Open Session July 14, 2014 Page 2 SUBJECT DISCUSSION ACTION Vice Chair Yoshida stated she would like to review the dollar permits because it is costing the County more to process the permit, which brings the question of whether the County should charge a fee. She noted that if the dollar fee is attached to a larger fee then it would benefit the County cost wise to process the permit. Commissioner Takenouchi asked if there is a mechanism in place which allows either the Finance Department or individual departments to review the fees on an annual basis, or is it left up to the Cost Control Commission to review. He asked whether it would be appropriate to invite Finance Director Steve Hunt to the next meeting to discuss the type of methodology /philosophy the County utilizes to determine its fees, rates, assessments, and taxes. Staff acknowledged the Commission's request and will send a memo to Mr. Hunt to invite him to the meeting in August. Chair Kaneshim stated a while back the Commission met with Parks Director Lenny Rapozo to discuss the possibility of increasing the permit fees for park users; however, Mr. Rapozo informed the Commission that he was against increasing the fees because he felt the park pavilions are the one place where local families can gather to spend time together. Chair Kaneshiro noted that if the Commission wants to recommend any fee increases it would have justify the cost to provide the service versus what the County is actually taking in monetarily. Vice Chair Yoshida stated because the information in the County's revenues — fees, rates, assessment and taxes report - is compiled she suggested that the Commission get ' input from the Director of Finance to Cost Control Commission Regular Open Session July 14, 2014 Page 3 SUBJECT DISCUSSION ACTION see what form of methodology the County uses to set, review, and adjust its fees. She also questioned whether the County is reimbursed a portion of the time its personnel spends on processing the Hawaii State's drivers licenses. Chair Kaneshiro noted that there are two sets of vehicle registration fees, one for the State and the other for the County, and whether or not the County gets reimbursed for time spent by personnel to process the State fees is a question for the Director of Finance to address. Vice Chair Yoshida questioned what type of fees are subsidized, or which fees the County determines it wants to subsidize versus the fees that can pay for itself. Chair Kaneshiro pointed out that some of the fees are so minor it may not be worth the time to recommend an increase. Vice Chair Yoshida noted because it would cost the County more to process such a small fee why not eliminate the dollar fee all together. Chair Kaneshiro explained it would set bad precedence because once you eliminate a fee (even if it just a dollar) it would be very difficult to bring it back versus leaving it as is and then later increase it Announcements Next meeting August 11, 2014, at 1:30 p.m. at the Mo'ikeha Building in the Liquor Conference Room. Adjournment With no fiuther business to discuss, Chair Kaneshiro called for a motion to At 2:03 p.m. Commissioner Takenouchi moved adjourn the meeting. to adjourn the meeting. Vice Chair Yoshida seconded the motion. Motion carried 4;0 Cost Control Commission Regular Open Session July 14, 2014 Submitted by: Mercedes Youn, Staff Support Clerk () Approved as circulated on: () Approved as amended. See minutes of meeting. Page 4 Reviewed and Approved by: Arryl Kaneshiro, Chair It'`� i C3eir Dick Apao Joame Nakwhima Lamb Yaddds S o& 8tedoer Vice Chair Glen Tablavow MEMORANDUM TO: Steve Hunt, Director of Finance FROM: Aryl Keneahiro, Cost Control Commission Chair VIA: Panda M. Monksm4 Office of Boards and Commissions Adminisr<ato� CC: Nadine Nakamura, Managing Director DATE: July 15, 2014 SUBJECT: Request for your presence at the non Cost Control Commission Meeting on August 11, 2014 Aloha Mr. Heat, In follow-up to the July 14, 2014 Cost Control Commission meeting, the Commissioners had questions regarding the methodolopealphilosophy to formulate the County of Kauai Revenues — Fees, Rates, Assessments and Taxes for fiscal year 2014 -15. If you would like to submit any information to the Commission for their review prior to their meeting, please send it to the office of Boards and Commissions no later than August 2, 2014. Union time is needed, please let us know. Our nest meeting will be held on August 11, 2014, at 1:30 p.m., located in the Liquor Conference Room. Please call or email Teresa Tamura at ext.4918 or 9Apmqp@kmM9,gav 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 OPponWdty Emplojw