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HomeMy WebLinkAboutFY 2016 Budget Presentation-Mayor's OfficeRE .E , l_Q ·15 M A R 19 P 3 :o 0 COUNTY OF KAUA'I Office of the Mayor 2016 Budget Presentation March 20, 2015 Mayor Bernard P. Carvalho, Jr. Managing Director Nadine K. Nakamura -------- Growing Kaua 'i responsibly. Office of the Mayor I. Mission The mission of the Office of the Mayor is to carry out the vision for Kaua'i by directing the management of all executive departments, offices, and agencies. The Office of the Mayor also serves as a liaison between the County Council and administration, supports boards and commissions, responds to citizen concerns, facilitates the county's state and federal legislative agendas, coordinates internal communications among departments, and external communications with the general public, the state, and federal governments. In addition , the Office of the Mayor manages the county's capital improvement program, Life Choices office, and monitors compliance with two federal laws , the Equal Employment Opportunity (EEO) and Americans with Disability Act (ADA). II. Vision Mayor Carvalho' s Holoholo 2020 vision calls for all organizations, businesses, residents and visitors on Kaua 'i to be part of: • An island that is sustainable; • Values our native culture; • Has a thriving and healthy economy; • Cares for all, from keiki to kupuna; and • Has a responsible and user-friendly local government There are five key components to the 20-year vision for Kaua 'i, as outlined in the 2000 Kaua 'i General Plan. • Caring for land, waters and culture • Preserving our rural character • Supporting a strong, diverse economy • Enhancing our towns and communities • Building, maintaining, and improving public facilities and services Since the adoption of the General Plan, new plans and policies have been adopted by the County of Kaua' i that complements and enhances this vision: • Increasing solid waste diversion through 'reduce, reuse, and recycle' • Providing multi-modal transportation alternatives • Promoting renewable energy and reducing our reliance on fossil fuels • Developing a range of affordable housing opportunities FY 2016 Budget Presentation Page 1 III. Successes and Achievements Mayor's Community Outreach : We attended community meetings in Hanalei , Kilauea , Hanamaulu, and Kekaha in February /March 2015. The Mayor presented updates on various projects in these communities and the budget team presented an overview of the County's financial status, sources of cost increases, cost reduction efforts , and challenges ahead . Public Feedback on Budget Priorities: A public survey was conducted during the Kaua 'i County Farm Bureau Fair in August 2014 . Roughly 300 surveys were completed . Residents were asked the question: "Which budget would you increase?" The following areas were the top five public priorities: roads (25%), education (13%), parks (9%), housing (7%), and transportation (7%). Boards and Commissions: Our staff assists 14 Boards and Commissions, three advisory committees (Mayor's Advisory Committee for Equal Access , Arborist, and Committee on the Status of Women), and four Life's Choices Kaua ' i subcommittees , comprising of over 160 resident volunteers. Access to agendas and /or minutes of these meetings are easily accessed at www .kauai.gov/boardsandcommissions. Boards and Commissions Sponsored Training: There has been a significant increase in the number of board members and commissioners attending training throughout the year. FY12-13 FY13-14 FY14-15 Course Description Attendance Attendance Attendance Effective Meeting Management 8 25 18 (primarily for Chairs, Vice Chairs) Orientation for Board /Commission Members 15 20 20 Basic Parliamentary Procedures 10 23 To be held On 4-7-15 New Course Offering: A new course will be offered to Boards and Commissions with hiring and firing responsibilities , "Evaluating Board and Commission-Appointed Department Heads ." Boards and Commissioners will learn about the evaluation process and how to use the new Department Head evaluation form. Capital Improvement Program (CIP): Our CIP Manager has worked closely with the Public Works, Planning , and Parks and Recreation departments to develop the Six-Year CIP Report and manage our CIP program. As of February 2015, the county has spent roughly $8.5 million in CIP projects and another $5 million is expected to be encumbered by June 30 , 2015. FY 2016 Budget Presentation Page 2 Equal Employment Opportunity/ American with Disabilities Act: The EEO / ADA Coordinator now brings together components of the Civil Rights Act of 1964 including language access, the Equal Employment Opportunity Act and the Americans with Disabilities Act under one umbrella. Our EEO / ADA coordinator is training and working with assigned individuals in each department to ingrain equal access into the daily workings of each department. While there have been 10-12 formal ADA complaints annually in the past, no formal complaints were received this fiscal year. This is due to greater county employee awareness, problems being properly addressed before escalating into formal complaints, and assigned employees knowing how to access services . Rather than day-long trainings , our EEO /ADA Coordinator meets one-on-one or in small groups to discuss issues that departments are encountering . Additionally, the Coordinator collaborates with State of Hawai'i offices to bring specialists to Kaua'i to provide additional training at low or no cost to the County . Recently, the Coordinator joined with ADA access specialists from the Disability and Communications Access Board to increase ADA awareness for Parks & Recreation and Public Works employees, and with the Office on Language Access to provide specialized training for first responders. Life's Choices Kauai Program: • Collaborated with the Committee on the Status of Women, and Suicide Prevention Task Force, and other nonprofit agencies to host the Annual Health & Wellness Fair to celebrate "National Recovery Month," Suicide Prevention Month, and Women's Health Month. There were 50 vendors highlighting programs, products, and services with 256 participants. • Hosted a Drug Summit to share the work of four committees who are implementing the drug response plan: the Drug Action Team; Prevention; Enforcement; and Treatment /Integration Committees. Eighty County supervisors and managers received training in "reasonable suspicion and drug recognition," qualifying for six Continuing Education Credits , mandated by various bargaining unit contracts . CEU's were also given to Certified Substance Abuse Counselors, and Certified Prevention Specialist. • Adolescent Drug Treatment and Healing Center: The County Attorney's Office is working with Grove Farm on a Right-of-Entry agreement for thethe Ma'alo location. In the meantime, we are exploring the possibility of a center using a portion of existing facilities at Kahili Mountain Park. There were three responses to a Request for Information (RFI). We are now working on the draft of a Request for Proposals (RFP), that will be issued once a site is selected. No additional funding is requested in FY16. • Partnered with students from the Kauai High Film Club, Above Moon Productions, and Circles oflight to film and premier the Veterans Documentary called "Still Serving." This documentary portrayed the stress that our war veterans and their families endure during and after combat. • Pre-school and After-school Pilot Program: The County partnered with the Hawaii Community Foundation to allocate funding to various programs on Kaua'i. Twelve grants were given to 11 organizations serving Kauai through preschool and after school programs. FY 2016 Budget Presentation Page 3 A total of$42,500 was awarded in 2013 and $45,571 was awarded in 2014 for a grand total of $88,071. # Date Organization Grant Amount 1 10/2/2013 Aloha School Early Learning Center Inc. $ 7,500.00 2 9/25/2014 Aloha School Early Learning Center Inc. $ 10,000.00 3 9/25/2014 Big Brothers Big Sisters Hawaii, Inc $ 5,000.00 4 9/25/2014 Boys & Girls Club of Hawaii $ 5,000.00 5 9/25/2014 Child and Family Service $ 10,000 .00 6 10/2/2013 Circles of Light $ 7,500.00 7 10/2/2013 Hale 'Opio Kaua'i, Inc. $ 7,500.00 8 10/2/2013 Hanalei School PTSA $ 2,500.00 9 10/2/2013 Island School $ 10,000.00 10 9/25/2014 Pacific and Asian Affairs Council $ 5,571.78 11 9/25/2014 Partners in Development Foundation $ 10,000 .00 12 10/2/2013 The Koloa Early School $ 7,500.00 TOTAL $ 88,071.78 The remaining balance of $49,928 .22 will be disbursed in 2015. Employee Council: The Employee Council continues to improve employee morale, improve working relationships, and address employee concerns. This past year, the Employee Council hosted a variety of events including Halloween Spooktacular, Holly Jolly Christmas program, first-ever Fried Rice competition, and a community service project to feed the homeless. A new brown-bag luncheon program, open to all employees, was initiated to discuss topics of interest. The first luncheon addressed the Hardy Street improvement project, because employees were concerned about traffic flow in the area surrounding the civic center. The Council is working on developing a 501(c)(5) nonprofit to raise funds to do more events and possibly scholarships for children of county employees. FY 2016 Budget Presentation Page 4 Sister Cities : • Vice Mayor Norio Miyazaki and delegation of eight people from Iwaki City, Japan, participated in the Blessing and Dedication of the Port Allen Buoy Project on May 19 , 2014. The buoy memorial serves as a reminder of the great respect and compassion Kaua 'i has for our sister city of Iwaki City and all of the people of Japan who were impacted by the events of March 11 , 2011 . The buoy travelled from Iwaki City's Omahama Bay and made an improbably 7,000 mile journey across the Pacific and spotted in waters west ofKaua'i . The buoy had pulled loose after the March 11, 2011 major earthquake-deadly tsunami which struck off the coast of Japan . • Students Satoshi Higashiohama , Himari Maemitsumori and Shion Kosuge from Ishigaki , were winners of the Ishigaki Students Exchange Program and visited Kaua'i from August 20-27 , 2014. Kaua'i High School hosted the students . Besides studies and staying with host families, other highlights included swimming , eating local foods , and shopping. • Mayor Kazuhiro Miyamoto and delegation of 17 people from Moriyama City , Japan , participated in a tree planting ceremony on October 4 , 2014, on the grounds of the Kaua'i War Memorial Convention Hall to commemorate the 40 1 h sister city relations between Moriyama and Kaua'i. The delegation from Moriyama City, Mr. Toshio Shimizu , Mayor of Iwaki City and five member delegation from Iwaki City , and 25 members of the Iwaki Hawaii Exchange Association attended the annual Matsuri Festival that was held on October 4 , 2014. • Kumu Hula Kaleinani Hayakawa visited Kaua 'i with a delegation of 14 hula dancers and on November 15 , 2014 celebrated her 50 1 h year anniversary of starting her halau in Japan . Kumu Hayakawa has a commemorative "Hula Tree" that was planted in 1997 at the Kaua'i War Memorial Convention Hall grounds. Certificates and Proclamations : • Over 150 proclamations and 250 certificates were written to recognize and honor extraordinary contributions and special community events . D.C. Consultant: • As the practice of earmarking federal funds discontinued , our office coordinated and contracted the services of a Washington DC firm to assist in obtaining federal grants . Our DC consultant is now working with the Mayor's Office and County Grants Manager to review possible programs and partnerships that may qualify for federal grants. • Our DC Consultant Mary Cronin organized a series of meetings for the Mayor to brief Hawai i 's congressional delegation and key agencies on Kauai's priority projects FY 2016 Budget Presentation Page 5 in January 2015, around the Mayor's attendance at the U .S. Conference of Mayors trip. • Mary Cronin is also working with our team of planners, engineers and technical staff to prepare for a possible $15 million federal grant application (TIGER) that will focus on multi-modal transportation initiatives in Lihue town. Briefings have taken place with our congressional delegation, State, and Federal officials to develop the grant application strategy. The grant announcement is expected to be posted in second quarter of2015. To date, Kaua'i County is the only county in the State of Hawai'i that has shown interest in applying for this grant, under the rural designation. A request to council to apply for this grant is forthcoming . • Mary Cronin submits monthly status reports on legislative bills and grant opportunities . These are forwarded to the County Council. She also offers assistance on strategies that involve federal agencies and contacts Hawai 'i congressional delegation for meetings and conference calls as requested. IV. Challenges Financial • Negotiated and projected labor increases this and next year will continue to impact the County's finances. Increases are approximately $9 million this and next fiscal year. • The federal government has reduced the amount of administrative funds attached to Section 8 funding, which translates into using General Funds to cover $350,000 of Section 8 administrative expenses. • Government Finance Officers Association (GFOA) recommends establishing a reserve of two months operating budget. This translates into a reserve or fund balance of $18 to $20 million. The FY 2016 budget creates a $13 million fund balance, still short of the GFOA best practice. • The Transient Accommodation Tax allocation will be determined in May 2016; the General Excise Tax surcharge will be determined either in May 2015 or 2016. The later tax , if approved by the State Legislature and authorized by the County Council, would not be in effect until January 201 7. Operations • $100 million in road repairs is needed. This includes road maintenance and reconstruction. • $19 million in heavy equipment replacements will be needed between 2016 and 2020. FY 2016 Budget Presentation Page 6 • $5.3 million in vehicle replacements will be needed between 2016 and 2020. This does not include police department vehicles. • It is estimated that more than 40% of maintenance work is vandalism-related with increases during the summer. Personnel • Due to the strengthening of the economy, it is challenging to fill critical positions in the Department of Public Works , including engineers, electricians, and plumbers. • As the size of government is reduced through vacancies, existing county employees will need to pick up additional duties and responsibilities. V. Fiscal Year 2016 County Strategic Goals & Objectives Goal 1.0 Address the County's financial sustainability Objective 1.1 Work with GFOA consultants to develop 3-5 year financial plan based on fixed costs, anticipated expenses, capital needs, and revenue generating opportunities (See Finance Department Presentation). Objective 1.2 Support the implementation of Grants Management software to improve applying for and monitoring of grants. Objective 1.3 Convene the Building Permit Task Force to improve the timeliness of building permit approvals and address concerns relating to e-plan review . Goal 2.0 Develop the long-term solid waste solution Objective 2.1 Secure solid waste consultant to assist in the preparation of a Solid Waste Request for Proposal (RFP). Objective 2.2 Develop and implement an RFP, and select a consultant(s) to address Kauai's solid waste solution Goal 3.0 Work to make government more efficient Objective 3 .1 Continue to support the Vacancy Review Committee's review of each vacancy to determine whether position can be eliminated, dollar funded, FY 2016 Budget Presentation Page 7 re-positioned, or shared among departments. The Committee will also continue to explore organizational structure changes to improve efficiencies. Objective 3.2 Support on-going efforts to develop the Human Resources Information System that will combine payroll with personnel into one user-friendly, centralized system (See Human Resources Department Presentation) Objective 3.3 Expand Supervisory training and leadership development opportunities at all levels to reduce claims and grievances, address employee concerns from the onset, and build strong leaders within the county (See Human Resources Department Presentation). Objective 3.4 Support the efforts of the Land Information Management Task Force to combine data from various departments into one user-friendly platform that will save time from having to retrieve data manually and be accessible to the public. Objective 3.5 Support on-going Motor Pool Task Force as they address implementation issues (S e e Finance Department Presentation). Goal 4 .0 Complete Holoholo 2020 priorities Objective 4 .1 Work with contractors and the community to complete bus shelters. Phase 1 involves 6 bus shelters and Phase 2 involves about 12-16 bus shelters (See Transportation Agency's Presentation). Objective 4 .2 Complete 201H process for Lima Ola ; secure funding for highway infrastructure improvements (See Housing Agency 's Pres e ntation) Objective 4.3 Secure site control for Adolescent Healing and Treatment Facility and complete Request for Proposals. Goal 5 .0 Support employee initiatives Objective 5 .1 Support the employee council 's efforts to create a free-standing 501(c)(5) organization Objective 5.2 Support the expansion of the employee newsletter to quarterly publications Objective 5 .3 Support Green Team initiatives FY 2016 Budget Presentation Page 8 Objective 5.4 Recognize employees for their outstanding customer service and cost- saving initiatives Goal 6.0 Support public-private-community partnerships Objective 6.1 Support the implementation ofKaua'i Nui Kuapapa (See Office of Economic Development Presentation) Objective 6.2 Support cultural stewardships agreements (See Office of Economic Development Presentation) Objective 6.3 Support agricultural stewardship agreements (See Office of Economic Development Presentation) Objective 6.4 Support the implementation of the Creative Technology Center (See Office of Economic Development Presentation) Objective 6.5 Support the North Shore Shuttle Pilot Program (See Office of Economic Development Presentation) Objective 6.6 Work in partnership with the State Department of Agriculture on the Joint Fact-Finding Pesticide Impact Study FY 2016 Budget Presentation Page 9 Salary and Wages * Benefits Utilities Vehicle/Equip, Lease Operations * FY 2015 Benefits include restorin Department: MAYOR'S OFFICE FY 2015 1,347,180 677,803 3,000 21,252 709,830 2,759,065 FY 2016 1,313,164 664,927 3,000 21,252 628,212 2,630,555 $+I -0 /o +I - -34,016 -2.5% -12,876 -1.9% 0 0.0% 0 0.0% -81,618 -11.5% -128,510 -4.7% FY 2015 Operating Budget FY 2016 Operating Budget •Salary and Wages •Benefits •Utilities •Vehicle/Equip, Lease • Ope r at i ons FY 2015 and FY 2016 Comparison 1,600,000 ~-------------------------~ 1,200,000 1,000,000 200,000 0 Salary and Wages Benefits Utilit i es T _.._......,._ V eh i c le/Equ i p, Lease Operations •Salary and Wages •Benefits Utilities •V eh i c l e/Equip, Lease • Operations FY 20 1 5 FY 2016 VII. Operating Budget Discussion The Office of Mayor FY 2016 budget reflects a decrease of$128,510 over FY 2015 . This decrease is attributable to the elimination of Position No. E-45 Mayor's Administrative Aide, in the Office of Boards and Commissions. In addition to the salary and wages associated with this position, reductions were made in advertising ($30,000 decrease) and a reduction in the Grannicus contract ($30,000 decrease). Service Impacts: 1. Rather than have mandatory monthly meetings, rules have been changed for several commissions, giving them the flexibility to meet as needed. This will reduce staff time to prepare minutes, agendas, and coordinate meetings . 2. The Mayor's weekly "Together We Can" show will be terminated ($12,000). 3 . Police Commission monthly meetings will be terminated ($3,000). 4. The Grannicus budget to cover council meetings has been reduced by $15 ,000. FY 2016 Budget Presentation Page 11