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HomeMy WebLinkAboutPublic Works FY2013-2014 DEPARTMENTAL BUDGET REVIEWS 04-01-2013 Public Works (aa) Page 1 The departmental budget review reconvened on April 1, 2013 at 9:08 a.m., and proceeded as follows: Public Works Honorable Tim Bynum Honorable Gary L. Hooser Honorable Ross Kagawa Honorable Nadine Nakamura Honorable Mel Rapozo Honorable JoAnn A. Yukimura (excused at 3:32 p.m.) Honorable Jay Furfaro, Council Chair Chair Furfaro: Aloha and good morning. I would like to call back to order the Budget Review meeting, which was recessed on Thursday. Today's schedule, we will be addressing the Department of Public Works. We have a schedule by which I would like to follow, starting with the Department of Public Works General Administration from the fiscal building inspections to janitorial and I think all of you have the piece that was passed out from me. We have copies being made. Excuse me, to the members, the copies that I said are being made and will be distributed in a minute. Then we will go into the Department of Public Works Highway Fund, then we will go into Beautification, Solid Waste, the Sewer Fund, and then if we still have time in the day, we will begin CIP. The schedule will be passed out shortly. But before we do, on this particular subject matter, I would like to ask if there is anyone in the audience that is prepared to give testimony in today's Budget meeting on any of the subjects that we have on our calendar for today? Come right up. GLENN MICKENS: This is for Public Works, right? Chair Furfaro: I will read it again. This is Public Works which will include, Glenn, Highway Fund, Beautification, Solid Waste,Sewer Fund, and if we get to it today, we will start CIP. But if you want to speak on CIP, you can as well. There being no objections, the rules were suspended to take public testimony. Mr. Mickens: Thank you, Jay. Before I read my testimony, you have copies of it. I feel I must say how deplorable I feel it is that it is taking eighteen (18) years for anyone to address the illegal paving of our roads, in my opinion. Our Administration's, our Councils', and even newspapers heard my endless years of E-mails and testimonies telling of the millions of dollars of tax money being wasted by not using the Hawai`i. Asphalt Paving Industry (HAPI) or American Association of State Highway and Transportation Officials (AASHTO) standards in paving and yet no one had ever challenged my assertions or investigated them to say whether they were valid or not. I am not a paver or ever have been, but have thoroughly gotten my information from my good friend Greg Schleper (Mel, who once met him), who has been a paving contractor for thirty-seven (37) years and was monopolized off our island. Remember that I personally met many of our elected officials at road sites where improper paving was done, including our late Mayor Baptiste and you, Jay, many years ago until knowing nothing has ever been done. I am now happy to move forward, but this type of government waste has to be investigated and stopped from the start and not eighteen (18) years later. I have two (2)... Chair Furfaro: Excuse me, Glenn, before you go any further. 04-01-2013 Public Works (aa) Page 2 Mr. Mickens: Yes? Chair Furfaro: Do you know when I met with you? It was 2002, ten (10) years ago and I personally put many of these items on the agenda. Mr. Mickens: Right. Chair Furfaro: Thank you. Mr. Mickens: Right. I remember you met me up Kainahola Road to address my thing. Chair Furfaro: I just want to let you know, I put many of your concerns on the agenda. Mr. Mickens: Yes. Chair Furfaro: Go right ahead. Mr. Mickens: I have two (2) roads resurfacing lists that Jay gave me, one May 3, 2011, the other revised list of August 6, 2011. The May 3rd list shows repaving using one ton of asphalt per ninety-five (95) square feet to give a one and a half inch final overlay. But the revised list shows the use of one ton of air conditioning (AC) per one hundred eight square feet to give the one and a half inches of finished grade. According to the Asphalt Paving Job Calculator, the one ton per one hundred eight (108) square feet is correct to give the one and a half inches and the one ton per ninety-five (95) square feet would give about one and seven-eighth inches and is wrong. But I can go back to past resurfacing lists and show you where we were using one ton per ninety (90) square feet, which would make this final overlay even worse, meaning more asphalt is going to be put on the road or should have been. I have also shown you samples verified by having Jay and other County Officials meet me at sites, as you pointed out Jay, where paving has occurred from our roads that are not even one and a half inches thick. I can show you toady a pothole one Hauiki Road where this overlay is not more than three quarters of an inch thick. The Shadow took pictures of it. I will only say as I have said for eighteen years in my quest to get our roads paved properly, that we have wastes hundreds of millions of dollars on roads resurfacing by one (1), not paving by HAPI or AASHTO standards, and two (2) not having proper oversight to see that the AC we paid for is going on our roads. Going forward, I applaud Larry Dill for finally issuing a bid that use AASHTO paving standards and uses the correct tons per square feet to give the one and a half inches of final lift. It is still imperative that we have an inspector at this paving site to make sure all proper procedures are followed. The cost of the original May 3rd list to resurface was five thousand eight hundred ninety thousand sixty dollars ($5,890,060) without the additives. The revised August 6th list was five million four hundred ninety-five thousand five hundred thirty-seven dollars($5,495,537), thus by using one ton per one hundred eight (108) square feet and not one ton per ninety-five (95) square feet we saved almost four hundred thousand dollars ($400,000) of tax money. I am not sure who pushed the magic button to do this job correctly, but I certainly want to thank Larry for his part and I also want to especially thank our Auditor Ernie Pasion for an outstanding job he and his staff did in the Roads audit as I am sure it had a lot to do with the corrections. I am sure all of you guys have copies of Ernie's audit and I think he has done just a tremendous job on the audit that he has done. Also, I have to wonder why this repaving contract won by Grace Pacific about February of 2011 has not seen any resurfacing going on. When I called Grace Pacific, I was 04-01-2013 Public Works (aa) Page 3 told that the Department of Health had to stamp the contract before work could begin. At that time, the Department of Health had not done this. In all past resurfacing contracts, I had never heard of this, that they had to stamp it before. You guys just okayed the budget, they went out and got it done. Why have we accumulated three (3), which is a question that I have asked several times? Why have we accumulated three (3) year's budget into this list without repaving our roads in that time? Always in the past, whenever this Council approved the list it was started and finished in not too long a time as the roughly two million dollars ($2,000,000) budget only paved about eight (8) or nine (9) miles of roads. That is an inadequate amount of money anyway to pave our roads. If you read the attachment to this thing there was an article. I think JoAnn brought it up too. There was an attached article out of, I think, the Honolulu paper or something talking about how bad our roads are and I think our roads on Kaua`i were cited as one of the worst in the State. When will Olohena and other major roads get on this list and when are we going to see work begins? I believe we have some of the worst roads in State and even now we are being asked to have our gas taxes raised. So, where are the appropriated funds going? Politics must also be eliminated from choice of roads to be repaved. Larry and Ed Renaud's job will be monumental and without proper funding, which this audit points out very boldly, our three hundred (300) miles of County roads will never been properly resurfaced. Since I can only have this one chance to speak, I must ask why Public Works spent over twelve million dollars ($12,000,000) on rebuilding the Kilauea Bridge and four million eight hundred thousand dollars ($4,800,000) on the Olohena Bridge whereas the Acrow people who built the bridge over the Wailua River told Ray Carpenter and myself that they could have put both bridges in for millions of dollars less. Where is the County Manager that we so desperately need? I sit here`and hear this Council talk about fifty thousand dollars ($50,000) as being a tremendous amount. It is a lot of money, but when they spent twelve million dollars ($12,000,000) on that Kilauea Bridge that could have been built by under one million dollars($1,000,000)by the same contractor that put the bridge in over there? Why? Why has it happened? Why did we spend four million eight hundred thousand dollars ($4,800,000) on the Olohena Bridge when they could have put it in for probable six hundred thousand dollars ($600,000)? These are questions that I think that I have asked for many years. I think the public is wondering the same question, gross waste of our taxpayers' money. Anyway I ap p reciate this opportunity to have spoken. I hop e you have a chance to read all of this, parti ul rl th e audit that Ernie was so good in doing. I hope you have a chance to read the addendum, that I think JoAnn showed before attached to my testimony. Thank you, Jay. Chair Furfaro: Thank you, Glenn. Come right up. PAT GEGEN: Good morning and aloha, Council. I am here today representing Zero Waste Kaua`i and my testimony is just going to be relatively short, not knowing all the details that are in the budget or anything. But all I ask is that through your due diligence, you pay close attention to whether we are really looking at long-term solution in the areas specifically around our solid waste. Are the decisions that the budget is proposing, the decisions you folks are making, going to lead us towards achieving that seventy percent (70%) reduction by 2023 that was in the Resolution, zero waste Resolution last year or are we just doing stop gap methods like going vertical at Kekaha landfill, which I know Mel, I have seen you get upset a number of times. I remember very clearly how frustrating the idea of going vertical at Kekaha was to you and my question is, looking at this budget, do we have the right items in place to increase our diversion, get to curbside recycling, follow our Solid Waste Management Plan so that we can achieve that seventy prevent (70%) goal, and put less trash in our land? So, that is all I ask in going forward, please do look at it with those things in mind. Thank you. 04-01-2013 Public Works (aa) Page 4 Chair Furfaro: Thank you. Is there anybody else that wants to give testimony this morning? There being no further testimony, the meeting was called back to order, and proceeded as follows: Chair Furfaro: If not, Mr. Dill, may I call you up? Mr. Dill, before we go too far today, and we broke down Public Works into five (5) areas. I would like to have you address in your presentation some of the concerns that have come up from those that have testified or at least give some overview on Mr. Mickens' comments about the rebuilding of the bridge, the two bridges, as well as he commented that there was a period for three (3) years and that there was before you were the Engineer, that collectively the right amount of money that was appropriated was not done for certain road resurfacing. I know your philosophy going forward is one that you might even consider doing road repaving every other year so that you can get another fifteen percent (15%) of mileage out of getting the bulk work done and if that is part of your strategy, I would like you to touch on that when we get to the Roads Department. The other portions here dealing with the first phase of what I setup is, I want to talk about Administration and Fiscal, along with building inspections, engineering, and Repair & Maintenance (R&M) repairs in general. Do you have for your Department, a schedule that I laid out here? LARRY DILL, P.E., County Engineer: Good morning Council Chair. This was just handed to me. Chair Furfaro: Yes, as well as to everybody else. Mr. Dill: Right. Chair Furfaro: But I do not want to find ourselves not having a plan on what we are going to cover. Mr. Dill: Right. So, we had established a schedule for all of our Divisions to come up Division by Division to address each of their budget, which does not match this schedule. Chair Furfaro: Well, did you share your schedule with me? Mr. Dill: No, I did not. Chair Furfaro: Why do you not do that and we will send that out. Mr. Dill: Okay. Can you make a copy? Chair Furfaro: Scott, let us see what the Engineering Department has. Without knowing how you are making your presentation, I am at least organized enough to prepare one for us. But I will be glad to consider what you are sharing with us. Mr. Dill: Okay. Thank you. Did you want me to touch then on Mr. Mickens' comments? Chair Furfaro: You can take that time to do it now, yes. 04-01-2013 Public Works (aa) Page 5 Mr. Dill: Briefly as you mentioned, I was not present when for instance the Kilauea Bridge was constructed. But Mr. Mickens mentioned Acrow bridges and those are certainly an efficient means of installing and building a bridge. I will speak to some other bridges that we have in the process now. The Puuopae Bridge, the Kapahi Bridge, and `Opaeka`a Bridge. Those bridges, as I assume, the Kilauea Bridge did all have historic significance and so with the federal aid projects there are certain requirements that we have to follow that would almost automatically exclude the possibility of installing something like an Acrow bridge because we are required to recognize the historic character of the bridge. So, when we process and construct that bridge, design and construct the bridge, we have to take into account community input and its nature, its history, which would not allow us to put in something like an Acrow bridge because it is a Federally funded bridge and they require us to follow that procedure. Unfortunately, that invariably ends up with increased costs that go along with it and briefly that is the response to the concern about the Kilauea Bridge. Mr. Mickens also spoke about the manner in which roads would be done resurfacing. I was glad that he is happy with the process that we are pursuing now, where we are constructing. We are taking into account repairs of roadways before we resurface, where it is warranted. We are looking strongly at lifecycle costs to invest our moneys a little more wisely, so that in the future, roadways will be done and they will last longer when the resurfacing is done. He mentioned the Island Wide Resurfacing that we are currently doing. We are actually, I am going to pull out a number a little out of the air, but about one-third of the way through that project. So, that contract is well underway and moving forward with Grace Pacific. So, that is actually happening as we speak. So, we are glad that that is happening. I will touch base on what you mentioned, Chair. We have been looking at, as you are aware, when we put out this Island Wide Resurfacing contract that is currently being pursued. It was the first one that the County had put out for some time and the bad news is that no resurfacing contract went out and no resurfacing was happening. But if there is a silver lining to that it is that because we had a larger pot of funds to deal with, we were able to get more "bang for our buck," if you will. Contractors were a lot more interested in proposing on the project. We got better prices. They were also able to justify the cost that was necessary to be incurred to incorporating recycled asphalt into the program. So, having looked at that, we are proposing that we are going to come and do an Island Wide Resurfacing every other year. So, we will appropriate funds every year. But we propose through the contract every other year because it will allow us to have a greater amount of funds available in which to put out on the street to get a better contract and a better "bang for our buck." We have been discussing with the Department of Finance, because the audit was also mentioned. One (1) of the things that came out of audit was that Island Wide Resurfacing should not be in the Capital Improvement Project (CIP). It should be budgeted annually in the R&M, as part of our Operating Budget because it is a repair and maintenance effort and that raises the flag for us that R&M budgets lapse every year, whereas the CIP funds do not. In working with the Department of Finance, since Island Wide Resurfacing funds are Highway Fund budgeted and when they lapse at the end of the year, they would lapse back into the Highway Fund and so because they are lapsing back into the Highway Fund, it would be a matter of, together with the Department of Finance, we would track the lapse of those funds where appropriated and then re-appropriate them together with the new appropriation every other year, if I am making sense there. Then we would be able to keep track of those funds and budget that or actually the work every other year with a greater amount of money and achieve better results. So, that is a brief overview of that strategy we are looking at. ill 04-01-2013 Public Works (aa) Page 6 Chair Furfaro: Thank you for that commentary. From the day I was on this Council, I pointed out that a road, an existing road that we resurface is R&M. It is not capital. A capital actually goes to a new road and thereafter, it is Repair & Maintenance. But certainly, please make sure that we are all in concert on the interpretation of that. I do not want to find ourselves in a situation, if we go with your plans, funds lapse and go back into a General Fund. Okay? That is really important that we have a clear understanding of what the Auditors finally told us is the correct procedure for Repair & Maintenance. Now, before we go any further and ask any questions, I will be giving the floor to Councilwoman Yukimura. I have no problem following your schedule this morning. Mr. Dill: Thank you. Chair Furfaro: But let this be a note to all other Departments, if you want us to follow a schedule, submit one to the Chair so we can review it because the Chair does not want to be making schedules because they do not exist. Okay? So, please make a note of that Ernie. If there are any Departments that want a sequence that they have setup, be submitted in advance. I believe I have three (3) Councilmembers that have questions, Larry, before we go any further. We will start with Councilwoman Yukimura. Ms. Yukimura: Thank you, Chair. Good morning. Larry, on the Kilauea Bridge, I do not believe it was a historic bridge. Mr. Dill: Oh, okay. Ms. Yukimura: I think, and I too was, I think, maybe all of us were shocked that it was a twelve million dollar ($12,000,000) bill. I believe it had something to do with the foundation of the bridge. I also think there was some design flaws, if you will, that were corrected eventually by the Engineering/Design Firm. I do not know what that...I am not sure how much of that twelve million dollars ($12,000,000) could have been avoided. Just like with the Olohena Bridge, it was something about the foundation that went very deep that had to be — I know with Olohena, whether you do an Acrow bridge on top or anything else, the Acrow Bridges do not answer the structural foundation work. Mr. Dill: Right. Ms. Yukimura: I recall that was part of the issue. It would be good to get a synopsis to clarify what decisions were made on that bridge so we are clear that it was the right thing to do and we remember that as we work on other bridges. Mr. Dill: Okay, I will look into that and we will review that in-house to Public Works to make sure we have an understanding so any mistakes that were made, hopefully we will be able to avoid in the future. I can tell you that at least of the early budgets that we have for the three (3) bridges that I mentioned, are much less than twelve million dollars ($12,000,000). Ms. Yukimura: Yes, and I do understand that historic bridges will add, will involve an additional cost in all probability. I think that there was a design mistake that was made. I am not sure that the ultimate bridge was wrongly done, so I am not saying that. But it was a complex issue and bridges are complex and we should really 1 1 04-01-2013 Public Works (aa) Page 7 learn. I remember there was a design flaw and that was arguable whether it was foreseeable or not. But thank you. Chair Furfaro: Okay, I am going to have to recognize a number of Councilmembers here, Larry. But I want to remind everybody, we are going to follow your agenda now, so do not get too deep into bridges at this point. Mr. Bynum, then Mr. Hooser, and then Mr. Kagawa. Mr. Bynum: Regarding bridges, I was here for Olohena or actually I watched that happen a week before I was a became a Councilmember and also IKilauea. Those were Federally funded bridges. I think they are fine. I do not want Acrow Bridges on every bridge that we have and that whole discussion that Olohena only discussed the cost of the bridge, but not the footings and crossing which was the bulk of the cost. I am fine with those bridges. I hope we do not spend a lot of time going back there, done. They are operating, they are good. I am more concerned about future bridges and I am supportive of historic restorations on some of our bridges that have a really well documented historic background and provide character to our community. That is all have I to say about that now. Chair Furfaro: Mr. Hooser. No? Mr. Kagawa. Mr. Kagawa: Yes, I would like to echo sort of what Mr. Bynum has said. I would like to focus on the future. I think we have budget discussions going on and if the members would like to talk about past events and what happened, I would welcome a communication and we can put it in my Committee and have the Administration ready with the correct answers. Thank you. Chair Furfaro: I appreciate that because on those particular items we went to 5:30 in the morning the next day. So, it should be in your Committee in the future. Mr. Rapozo, did you want the floor? Mr. Rapozo: No, I am good. I want to get to the budget discussion. Chair Furfaro: Okay. Now to your agenda, Larry. I want to thank you for preparing one. But we seem to be thinking alike. We need an agenda to go through your Department. Let us start with a presentation on Administration and I am going to turn the floor over to Mr. Rapozo. I need to step out and make a phone call, Mr. Rapozo. Chair Furfaro, the presiding officer,relinquished Chairmanship to Mr. Rapozo. Mr. Rapozo: Thank you, Mr. Chair. Mr. Dill, good morning. Mr. Dill: Good morning. Mr. Rapozo: Go ahead. Mr. Dill: Thank you. You have our presentation before you. I am going to touch on some of the points in the presentation, take a look at the charts that summarize the budget situation year-over-year, and turn it over for questions. 04-01-2013 Public Works (aa) Page 8 Mr. Rapozo: I do not want to interrupt. But before you get started, and this is for all the Departments, I know we have a spreadsheet which was provided for actuals. Do you folks have, and again, this goes out to all the Departments, the actuals up-to-date or as-of the most current actual breakdown for this fiscal year? I know Scott just advised me we have Period 6, but that goes to December. But do we have the ability to track the actuals? Mr. Dill: We do. I do not have that information. I am working on same information that you have. But we do get reports from Finance after the close of the period. Mr. Rapozo: So, you are working only off of Period 6 as well? Mr. Dill: Period 6, I am not sure what the most recent one was. Mr. Rapozo: That would be December. Is it possible to get up-to-date or as-of, the most current actual? I know the reports come out every quarter. Mr. Dill: That would be a question for Finance, really. Mr. Rapozo: Okay, that is fine, Larry. We will make that question. Thank you. Mr. Dill: I would like to verbatim read our mission. The mission of the Department of Public Works is to deliver excellent service to our constituents and support the health and safety of their communities with sustainable services and solutions. Our goals are to seek to support the objectivities of our six (6) Divisions that exist within the Department ensuring manpower, equipment, and materials needs are met adequately in order to meet the overall goals of the Department. We have a goal to implement objectives of Public Works in order to meet the goal of Mayor, including the Holo Holo 2020 Plan. We want to ensure the health, safety, and welfare of the public. We have also been working to implement systems that will serve to reduce complaints and emergencies which will allow us to focus on proactive activities and you will hear more along those things with their respective Divisions when they present. As I mentioned, Public Works consists of six (6) Divisions. Engineering Division takes care of basically regulatory review, design, and CIP Project Management. Without going into detail on every single one of these, we had an objective in the Engineering Division. We are working on our reorganization of the regulatory review of the subdivision grading and flood to maximize the Division's resources and we are looking at hiring another licensed engineer very shortly, come on board and that will help us to maximize our efforts there. Also, with our Floodplain Management Division, we have a young lady, Maile Aiu, who has been doing a great job for us there and she will shortly be taking over management herself of that effort. So, that will free up some resources to do things elsewhere in the Engineering Division. We want to develop our manpower and training and rebuild the design capabilities of the Division. We have a couple of young engineers or a few young engineers in that Division and bringing in another licensed engineer with a lot of experience will help us to do that. We want to complete the transition to a CIP management software solution. The CIP management actual procurement and definition of the software, Public Works played a leadership role in it and continues to do so. But with our current CIP Manager, that effort really is transitioning over to him. So, we are a strong 04-01-2013 Public Works (aa) Page 9 support to him in that regard and we look forward to getting that CIP solution on board and implemented. Complete Streets Resolution, of course you are aware. The Council passed a Complete Streets Resolution. In response to that, the Department of Public works led by Lyle, actually, and also now with our Transportation Planner, that we are working on can closely with, actually that planning funded position is working in our Office. So, we have very close relationship with Planning that has been very fruitful and he has been very productive. He has taken over the lead in developing a Complete Streets Living Manual. That second bullet there shows work with the new Transportation Planner to include Complete Streets, Smart Growth, and form based code concepts in engineering projects. We have also been in support of the Safe Routes to School initiative and you will see later on in our Engineering Division, one (1) of our successes is the recently accomplished and being accomplished Po`ipu Road effort down by Koloa Elementary School as one (1) of our Safe Routes to School projects. We have been working though, with every elementary school on the island to take a look and assess their needs so that kids walking and bicycling to school can do so in a safe manner. You will see some of those things reflected in our budget as well. Our Building Division deals with code enforcement, maintenance, and project management. Their primary objective is to ensure code enforcement and that we continue to meet the needs of the public. Part of that code enforcement is the issuance of building permits, you have building permits. You are probably familiar with our ePlan effort. That initiative is one we are very proud of and excited about and it is live right now. We have the ability to receive your plans digitally. You do not have to bring in wads of paper. We do not have to shift wads of paper around the County Agencies and to the State Agencies to get approval. You do not have to wait your turn, right not, to get to Agency to Agency. We are going in parallel so we get your plan in the door digitally and we immediately shoot it out to all the various Agencies. So, we are excited about the opportunities for efficiencies and streamlining that will achieve. I think in April, actually maybe today, sometime this month, we are planning to make the transition. So, we are requiring that all plans that are submitted must be done so digitally. We had a transition period of some months where we allowed people to do it either way and we have been working closely with the architects, consultants, and with the Contractor's Association and pretty soon we are going to be seeing that digitally is the only way you be able to go on your building permits which is a great thing. We are continuing to develop personnel in-house. We are working on the adoption of 2006 Uniform Plumbing Code. Our Building Chief, Doug Haigh, is part of the Statewide Building Code Task Force which is a great thing for the County of Kaua`i. We are looking at consistency throughout the State. There was a lot of disparity in the past about which particular Building Codes each individual County adopts, follows, enforces, and regulates. Getting consistency among the State will streamline the process Statewide. Many contractors deal Statewide on various projects so it will help us all. I touched on the ePlan review system. We do a lot of building maintenance projects. We have been working closely with the Building Maintenance Division to review how those projects are prioritized and addressed. This speaks to our earlier goal about how we want to do a better job of implementing systems that are more proactive in nature with the goal that ultimately we will be able to reduce our emergencies to respond to because we have done a better job of preventative maintenance. So, looking more closely at our Building Division and how those resources in the Maintenance Division are allocated will allow us to do that, then ensuring continued project management of building projects. Our Building Division is a work horse when it comes to doing, especially a lot of vertical construction. This year they have been working on the Kapa'a Base Yard Project, for instance, is managed out of our Building 04-01-2013 Public Works (aa) Page 10 Division. Of course, this building itself was managed by our Building Division. The Kaiakea Fire Station and we continue to develop those resources. Our Roads Division, takes care of base yard operations, levees maintenance, bridge and road maintenance, and construction. As you are aware, our levees have a challenge where we fell out of compliance with our Army Corps of Engineers maintenance requirements. We really have made that a priority and thanks to the great efforts on our Roads Division, brought levees back into compliance. Fortunately because those levees are in compliance, you may be aware that the Army Corps of Engineer is funding a project, a totally funded project. It is about a two million dollars ($2,000,000) project to conduct some repairs on the Hanapepe levee that incurred during a storm some time ago. It is important to keep those levees in compliance because otherwise those funds would not be available to us. So, it is an excellent work that the Roads Division did and thanks to the funding that is available to them. The Roads Division is looking at a few initiatives in order to improve their preventative maintenance and streamline their activities. We touched earlier on road maintenance issues and they are working hard on implementing software applications that they recently acquired and they are implementing those and populating those. There is a lot of data that goes into those so we contracted with a contractor to go ahead and help us with the assessment of the road, all of our County roads, that we might be able to put those into the software application MicroPaver and then that will help us do a better job of planning and programming our roadways as far as how we schedule them for resurfacing and reconstruction. Objective two, I already talked about levee compliance status. We are identifying a Levee Maintenance Crew within our Roads Division whose primary objective will be the maintenance of levees in Waimea and Hanapepe on a full-time basis. Also we have created a Bridge and Road Maintenance Crew because we have special maintenance requirements that are associated with bridges, versus roads, versus signage and in order to make that as efficient as possible, we are creating a crew that will be dedicated first and foremost to items associated with the maintenance of all of our County bridges. Our Automotive Division. Automotive Division, like the Roads Division, is also funded by the Highway Fund. Our maintenance shop, our objective is to ensure they continue to meet the needs of our County Departments. We have just completed a project in the auto shop here in Lihu`e. It was designed in-house and a lot of work was done in-house, where we took a situation, it was we were able to convert basically two (2) bays into three (3) bays and that will allow us to do more work by the addition of an extra day in that Department. We are also looking at, in our Automotive Division, creating a mezzanine for more storage to make the space more efficient. Also, this year, we are going to be implementing our new fuel master system to replace our older gas boy system, which is due for a replacement which will allows us to do a better job in being accountable for our allocation and tracking of fuel that is used by all the County Departments. Our Solid Waste Division. Solid Waste Division has few very significant tasks. I think the number one task is the development of new landfill. The Environmental Impact Statement (EIS) process for the new landfill is well underway. We have been out to the community, speaking to them, getting their input, and making sure that all of those comments are receive by our consultant and addressed by the Environmental Impact Statement. That landfill will have many needs as far as infrastructure to support it. We are working with the State Agribusiness Development Corporation (ADC), who manages the land on behalf of the State Department of Agriculture to make sure that we continue to move forward on that project. In the meantime, we also want to ensure that we extend the life of Kekaha landfill as appropriate and keep that on task and scheduled for design and closure. We have been here before you, as you are well aware with our plans for a vertical 04-01-2013 Public Works (aa) Page 11 expansion versus a lateral expansion. While we continue to look at the lateral expansion to keep that on task in the event that is something that is required after the vertical expansion is complete. Our Wastewater Division manages four (4) wastewater treatment plants on the island and they are associated collection systems and disposal systems. Our significant task in the Division that we will be accomplishing by the end of this fiscal year is the expansion and upgrade of the Waimea Wastewater Treatment Plant. That will allow the community of Waimea to continue to be provided with wastewater services, not only capacity wise because we have greater capacity at the plant, but we also will be upgrading treatment level to an R-1 plant. We have been working with various aspects of the. community out there who are very interested, dry side of the island obviously, in being able to use recycled wastewater for irrigation opportunities out there. Upgrading to R-1 by the Department of Health rules and regulations allows us a lot more opportunities. There is a lot more flexibility for the use of R-1 water than R-2 or secondary water that was produced at the plant previously. Objectives are continued project improvement for all treatment plant facilities to meet State Department of Highways (DOH) regulatory requirements. There are various and sundry things happening at the plants that I will let the Division Chief, when they come to the table at their turn to go over for you. So, some of our successes and achievements that we thought we would touch on, there were many actually. But I already touched on the Koloa crosswalk and the Waimea Wastewater Treatment Plant expansion. Actually, one thing that is not listed here is in looking at our overtime costs we have experienced in the Department of Public Works, we project that by the end of this fiscal year we will be about four hundred eighty thousand dollars ($480,000) or so better than last year as far as overtime costs. A significant factor in that was as you are also aware, I am sure, that we changed the operating hours at the transfer stations. By doing so, we were able to change the way that we scheduled our employees there with the transfer stations and do so in a much more streamlined manner that would prevent the automatic, "automatic" is not quite the right word, but it had a tendency to generate overtime. My guess was the way that the scheduling was happened before. So, significant scheduling change and we are pleased to see that it has yielded some results. Of course, we still have a lot of challenges in the Department of Public Works. Planning for future improvements and meeting the day-to-day needs and demands of the community. We have a very educated community here and they are well aware of things that need improvement out there and so they are not shy about letting us know about those things, which is good, bringing those to our attention. But continuing to meet those demands and address those as best we can is an ongoing concern. Utilizing funds in the most efficient manner possible while maintaining satisfactory levels of service is always a challenge. In this budget we are being stretched to do as much as we can with the resources that we have, man-power wise, staffing wise, funding wise, and that is why we are talking about things like lifecycle costs more, work order systems that will do more preventative maintenance which will help us to reduce emergencies in future and things like that. Succession planning, many of our folks are reaching retirement age and so we are making sure as best we can to stay ahead of that curve, to bring people in a appropriate and to provide the necessary training to bring those from the lower ranks to take care of things as they move up s their senior partners retire. Maintaining a positive working relationship with our union partners. We deal daily with the United Public Workers (UPW) Union and they work with us to make sure that our employees are taken care of as best we can and that they are doing the jobs within the scopes of those agreements. Related to that we get personnel issues, of course. Expediting the building permit approval process is always a challenge that ePlan, we are very excited about implementing that will address that issue. Improvements we are looking at, the CIP Manager has now taken the lead on the procurement and implementation of the CIP 04-01-2013 Public Works (aa) Page 12 software that we have been talking about for a little while and with our support, of course. We are excited about getting that on board and I will leave that to him to give you an update on that. We have been working with our employees to get them a clearer understanding of their roles and responsibilities in Public Works. Sometimes those things have not been as well defined as they might have been and that makes for a slowdown in implementation of a lot of measures and by clarifying those things for folks, we have been able to help, we believe, to move things forward on a more timely basis. Mr. Rapozo: Mr. Dill, Mr. Chair? Chair Furfaro: Please, I am going in and out because of calls. Please continue. Mr. Rapozo: Okay. Realizing that we will have individual Divisions coming up, I know Mr. Kagawa had a question, I think it was regarding your initial objective. But I would ask that the questions be limited to the Administration and Fiscal part and then we will get into the Division questions as we go through the day. Mr. Dill: Thank you. Mr. Rapozo: Mr. Kagawa. Mr. Kagawa: Thank you, Mr. Chair. I just have two (2) questions on the Administration section. The first one is the Senior Clerk position, position 1850, is that filled? I noticed last year it was an Information Clerk instead and we reduced the salary by about fifteen thousand dollars ($15,000). Mr. Dill: That is true. That position has been filled. Mr. Kagawa: That position has been filled? Mr. Dill: Yes. Mr. Kagawa: Is there a reason why we changed the, I guess, description of the job from an Information Clerk to just a Senior Clerk? Mr. Dill: We felt that for the duties that person was taking care of in the Administration Office, that position description was more appropriate for the position. Mr. Kagawa: Very good. Second question. We had a savings of about thirty-one thousand dollars ($31,000), that was one of the biggest savings in your Administrative Division and it came from the other post-employment benefit line. It went from one hundred nine thousand dollars ($109,000) to seventy-seven thousand dollars ($77,000). So, it went down about thirty-one thousand dollars ($31,000). Is there a reason why that went down? Mr. Dill: I think you will see consistently throughout the budget that line item is reducing. I am going ask the Department of Finance, I think, when they come forward to speak to that particular issue because that is a County-wide issue. 04-01-2013 Public Works (aa) Page 13 Mr. Kagawa: Okay, if it went County-wide, then we can get that answer later. Thank you, I am done. Mahalo. Mr. Rapozo: Councilmember Yukimura. Ms. Yukimura: Thank you. Larry, thank you for your presentation. I want to commend you for your leadership. I think your report shows there have been many improvements in the various Divisions and they are systemic improvements in the examination of overtime, in the training of your employees in the reorganization to do better work. I thank you for that and you seem very knowledgeable about the different things that have been occurring in your Department. I have a question about your goals. I see where your third goal is to ensure health, safety, and welfare of the public. I just wondered about whether the issue of the safety of the employees is a focus that needs to be highlighted more because my understanding was, for a long time we did not even have safety programs and I do not know how much we even do now. But I know that for many corporations, that is a key focus because it costs so much for an employee, for a corporation if an employee gets hurt or harmed, both in terms of liability as well as in terms of downtime and so forth. I just wondered, maybe it is already ongoing because I see some other things that you do not really put into your goals or objectives, but is actually happening and so I just wondered about that. Mr. Dill: Thank you. Good question. With the new Human Resources Department, one of the things they have affected is online Safety Training Program for employees so that is ongoing County-wide. I can tell you also specifically the Waste Water Division is in the process of putting together a safety program specific to the Waste Water Division. They have a lot of unique safety issues. Our Roads Division also does training of its employees because they spend a lot of time on the roads so they have training programs specific to their needs as well. We do not have a Department of Public Works-wide safety program, it is dedicated to the Department of Public Works as a Department. But we have those various pieces. So, thank you though, that is an excellent comment. We will look into that. Ms. Yukimura: I do not know if you need, in format, a Public Works Safety Program. It may be something that Human Resources (HR) now helps you with and obviously they are doing different pieces of it. But I am actually concerned about a safety program in Solid Waste with our transfer stations and also the collections and as we look at some of the liability issues that the Council has to deal with in cases and law suits. That seems to be an area of need and concern. Your part on building permits, and congratulations on the ePlan review system because I think that is a big step forward. I am not clear though, will this actually address the issues the building permit processing efficiency and speed? Mr. Rapozo: Councilmember Yukimura, we can do that when we get to Buildings. Stick to Administration and Fiscal for right now. Ms. Yukimura: Well, I am looking at the overall presentation and if it gets too...I mean, like the safety issue, is an issue, I think... Mr. Rapozo: I let you go. But I am just saying let us keep to Administration and Fiscal. We have a schedule and we will get to Buildings when Mr. Haigh is here and address those questions with the appropriate Department Heads. 04-01-2013 Public Works (aa) Page 14 Ms. Yukimura: Alright. On your objective two under Building Division, the "WO" is work order assignments? Is that what it stands for? Mr. Dill: That is correct. Ms. Yukimura: In terms of your objectives in all Departments, in most of the Departments the objectives are the same as last year. So, I cannot tell whether and how much has been achieved. I will say in our Automotive Division, that is brand new and even your records are excellent. In Building Division the adopt 2006 Uniform Plumbing Code is clearly a new objective. Last year it was the Building Code and you achieved that apparently. I guess, it may be a difference in understanding how objectives are worded. But my understanding is there are specific deadlines or points of achievement and if those could be identified, it would really help us and probably you folks too because I think, as you noted, your successes and achievements do not reflect all of your accomplishments. Mr. Dill: Well, true. You will see a lot more detail as we get to the various Divisions. To some degree the objectives remain the same each year what we are trying to, what our objectives are to accomplish in each Division. We struggled with that sort of part of the presentation, with not just repeating everything that is going to be said in the various Divisions. Ms. Yukimura: Well, I think it is certainly up to you how you do them. But my understanding of the usefulness of objectives is when they layout specific deadlines them you know when they have been accomplished and not. I am particularly disturbed about Solid Waste and Roads because implement the packaged maintenance software to include cataloging of infrastructure and work order status system, complete the implementation of MicroPaver for a preservation program, ensure that proper manpower and equipment is available to complete work tasks. Those are exactly what you said last year and I have no idea what you were really intending to accomplish over this last year and whether you have. We will get into this under Solid Waste Division, but I am amazed that there is no zero (0) waste objective or goal. Mr. Rapozo: Councilmember Yukimura, please allow us to go through the schedule. Ms. Yukimura: And I am just highlighting what we are looking for. Mr. Rapozo: I understand and you will have an opportunity. We only have until 4:30 p.m. and we will have an opportunity when we get to Solid Waste and Roads and all the rest. I hate to be the bad guy, but others have questions regarding Administration and Fiscal. I would appreciate if you could honor the schedule and stick to Administration. I know what you are doing. I know your concerns. But others have questions as well. Ms. Yukimura: Well, I am looking at the Administration's report of goals and objectives and I am addressing them right now. I am not going into detail. Mr. Rapozo: You are. 04-01-2013 Public Works (aa) Page 15 Ms.Yukimura: I am just announcing that — well I am hoping that they will have it in their presentation. But I am saying that it is missing. Mr. Rapozo: Have you read the presentation? Ms. Yukimura: Yes, I read everything. Mr. Rapozo: Then you would see that in every Division there are successes and there are challenges, in every single Division. Ms. Yukimura: There is no goal that I have seen of their zero (0) waste. Mr. Rapozo: Then you can ask them when they come up. Ms. Yukimura: I am just announcing that that is what I will expecting. Mr. Rapozo: I think they already know that. Do you have any other questions on Administration and Fiscal? If not, Mr. Bynum. Mr. Bynum: I just have a few questions cross Division and more appropriately answered by you folks. First of all, how would you characterize our relationship with the Union, particularly UPW, right now? Mr. Rapozo: Be honest. Mr. Dill: How would I characterize it? I think we have a good relationship with the Union. There is room for improvement. We do not always agree on things. I think that when we do not agree though, both sides show an effort to work to reach solutions. Mr. Bynum: Are there regular meetings between someone in Administration and the Union? Mr. Dill: We do not have any regularly scheduled meetings, but there are frequent communications. Mr. Bynum: Our negotiations particularly related to automated recycling, our Union negotiations, have they been an obstacle to proceeding? I mean, do you have everything lined up except the Union or are we trying to be ahead of the game there? Mr. Dill: Well, I would not characterize it as an "obstacle." It is something, one of the listed on the things to do, to get done in order to implement automated. We have to get Council approval for purchasing the trucks and that is one of the things on the list of things to do. We have to negotiate a revised agreement with the Union, as one of the list of things to do. Mr. Bynum: Well, I will go into more depth when the Department comes up. Regarding the CIP Manager, is he still housed in Public Works? 04-01-2013 Public Works (aa) Page 16 Mr. Dill: He is budgeted out the Mayor's Office, but he is physically located in the Public Works Administration Office. Mr. Bynum: Right so, real good interchange because CIP Manager is a Mayor's Office of position, right? Mr. Dill: Yes. Mr. Bynum: And deals with all CIP projects. But a bulk of which are probably in Public Works. So, that relationship is developing well? Mr. Dill: Yes, very productive relationship. Mr. Bynum: Great. Something that has come up several times and I just want to plant a seed because I think it is a good idea and it crosses and it has become really cheap. About five (5) years ago there was an initiative from Public Works to do Global Positioning System (GPS) tracking of vehicles, like real time. Actually, I think five (5) years ago it was data would be collected by the vehicle when it drove back to the base yard, you would collect that data so you would know how many miles were put on that day. But the technology has expanded so rapidly and the cost has come down so dramatically to be able to track vehicles in the field real time is cheap. I would really encourage you to look into that. Is there initiative happening with that? Mr. Dill: Not with this budget, no. But we are, it is one of the things on our radar, if you will, because the implementation of fuel master, that might be the next possible step in that direction to be explored. Mr. Bynum: Well, it dramatically improves safety for workers. You know where they are, you can get a hold of them, it also increases accountable and decreases fraud. I would really encourage you to do that. I will just to reiterate this letter that I am going to ask for a status when roads come up about the bridges that are already out because I think a key decision was what type of design. Are we going to go modern design or do something context sensitive? I do not know where those are at. I will save that question. The wastewater in Waimea, the R-1 that is a commodity. It has potential revenue, is that correct? Mr. Dill: Yes. Mr. Bynum: Thank you. Mr. Rapozo: Thank you, Mr. Bynum. Councilmember Hooser. Mr. Hooser: Yes, thank you, Chair. Just a couple of questions. You mentioned the four hundred thousand dollars ($400,000) overtime anticipated savings. I think that is great. Congratulations on that. Do those funds lapse basically or what happens with those funds? Mr. Dill: It depends on what funds. Some of those are Highway Funds so they would lapse back into the Highway Fund and if they are General Fund they would lapse back into the General Fund. 04-01-2013 Public Works (aa) Page 17 Mr. Hooser: So, you are not using those for anticipated savings for other expenses in this year? Mr. Dill: No, we are not. Mr. Hooser: Except for the dollar funded positions, how many positions do you have in the Department? Mr. Dill: Roughly three hundred twenty (320). Mr. Hooser: Three hundred twenty (320), roughly. So, roughly three hundred twenty (320) positions and at the present time, approximately how many of those positions are vacant, funded but vacant? LYLE TABATA, Deputy County Engineer: We have a number in transition. Mr. Dill: Well, we will get a number to you this morning. Mr. Hooser: That would be an important number and how long they have been vacant? Is it more than ten (10), just to give me some kind of a general feeling? Mr. Dill: I will get that number to you this morning. Mr. Hooser: So, the number of vacant funded positions and if possible, some idea how long they have been vacant. A question that extends across all areas, it may be mostly Highways. But I suspect it is yours also. I have not seen any budget items for pesticide or herbicides purchase in the budget. Is there a line item for that anywhere? Mr. Dill: I do not think there is a specific line item. It will just come under supplies, I believe. But that would be under Highways. Please ask that question, if you would, during that and they may have a much more specific answer for you. Mr. Hooser: They are not using any wastewater or other things like that? No? Okay, because I had asked the question to you and I hate to ask the question to Wastewater that I asked to you in writing. I made a request in February and in March on pesticide use and have not gotten an answer on that yet. Mr. Dill: Ye, we have received some of the responses. I apologize. I am still gathering some of the responses from the other Divisions. Mr. Hooser: Okay. So, the communications that I sent to you on that... Mr. Dill: I believe —I am sorry. I believe the only Division in Public Works that uses pesticides or herbicides, I should say, is our Roads Division. Mr. Hooser: Okay. 04-01-2013 Public Works (aa) Page 18 Mr. Dill: A small caveat on that, chlorine gas is classified by the Department of Agriculture, as restricted use p esticide. So, I am excluding th at for another speaking on that. Mr. Hooser: So, that answer will be forthcoming to my communication? Mr. Dill: Yes. Mr. Hooser: In a week or so or a day? Mr. Dill: You should have it in a week. Mr. Hooser: A week. Okay, thank you. Thank you, Chair. Mr. Rapozo: Thank you. Mr. Hooser, I made a copy. I have a list of vacant positions from all Departments. But it is only up to December of 2012. But it gives you an idea. I have asked staff to make copies for everyone. Mr. Hooser: Thank you. Thank you, Chair. Chair Furfaro: Just a note on that, the next report is due the first week of April, the quarterly report. Mr. Tabata: For personnel, we are in the process of transition especially in the Roads Division. As Larry mentioned, we created the Levee Crew and the Bridge Maintenance Crew. So, when we started in July with the present fiscal year, you started at a level, we created a crew. We are moving people around so it kind of cascades down. We have a fair amount of vacancies in the Roads Division that are just pretty much shifting around and we leave some open so that as they transition, they can be filled with people who apply for those positions. It is a moving target right now and I think we can get more detail from Crystal. But I imagine, because I have been tracking them,we have about eight (8) positions right now in transition, in one state or another of being filled. Mr. Rapozo: I would say when Roads comes up, have some explanation and maybe even if it is a ballpark figure. I think Mr. Hooser's questions are valid and I think the funded vacant positions are a concern. Mr. Hooser: Just a quick follow-up because it is Department-wide. So, at any point in time there is an average length of time they are vacant and that is the kind of information I am looking for. Thank you. Mr. Rapozo: Councilmember Nakamura. Ms. Nakamura: Thank you. Good morning and thank you very much for your presentation. I personally appreciate some of the systems changes that you are both implementing, both on changing the hours to reduce overtime and creating new crews for very specific tasks that are specialized. I think that is great for the County that, you are using our manpower wisely. Thank you for your efforts. I have some questions, big picture questions, and I will save my details for later. But one (1) of the questions we asked last year was to look at the overtime issue. We received a response, this is dated May 4, 2012, looking at the overtime over time report. It is a detailed for the whole 04-01-2013 Public Works (aa) Page 19 Department. At that time, I do not know if I am reading this correctly. But the final total overtime, this is for the Fiscal Year 2011 to 2012 because I think that was the complete year as of last year. So, that was eight hundred ninety-six thousand dollars ($896,000). Now if you have reduced it by half, approximately half for the transfer station issue, the question is, is this report accurate and is the remaining overtime approximately four hundred thousand dollars ($400,000) to five hundred thousand dollars ($500,000) in the Department? Mr. Dill: I want to make sure that I understand the question correctly. Ms. Nakamura: Yes. Mr. Dill: You want to know what our total projected overtime will be for the fiscal year? Is that another way to put that? Ms. Nakamura: I guess that is the question. Yes, that is the question. Mr. Dill: We will find that answer for you Ms. Nakamura: Thank you. I am just looking at the previous year overtime and what you said the saving was so given the past practice, what the projected overtime is? Mr. Dill: I might add to that. Ms. Nakamura: Sure. Mr. Dill: One very specific thing, as I mentioned and you acknowledged, was the change of the scheduling of the employees at transfer stations. But we have been looking at Department wide at overtime and how it is incurred, how it is approved, how is it recorded, etcetera and just generally speaking, without being able to saying that we did this, we have generally been looking at overtime and making sure that we only incur overtime for justified reasons. We have generally been encouraging our Division Heads and their Managers and their Supervisors to keep a closer eye on overtime and doing what we can to limit that. Ms. Nakamura: I think we acknowledged that your Department handles all emergencies, any hour of the day, so there is going to be some overtime. The question is the extent of that and how much we are projecting for this year? Mr. Dill: That is true and it is also likely a reflection of how many emergencies we incur in any given year. Mr. Rapozo: Mr. Chair. Chair Furfaro: Mr. Dill, from the last flood we had, we had some discussion that in controlling overtime, you would specifically identify overtime given to emergencies? Mr. Dill: Yes. 04-01-2013 Public Works (aa) Page 20 Chair Furfaro: Are you doing that in your Department, so if I look at eight hundred ninety-six thousand dollars ($896,000) and you cut it in half and what was left, how much of that responded to emergencies, flooding and roads? Do you have that somewhere? Mr. Dill: We do that certainly for things like Federal Emergency Management Agency (FEMA) related responses because obviously those are dollars that qualify for FEMA reimbursement. Chair Furfaro: But my point is regardless of if shows up for reimbursement from an accounting standpoint, the actual incurred emergency overtime still shows up on your departmental records. The salvage credit for getting reimbursed shows up somewhere else. Mr. Dill: Right. Chair Furfaro: But I thought we had that discussion about being able to track how many how much of that overtime was related to emergency responses? Mr. Dill: We keep track of any overtime that is incurred and the reason why, I will put it that way. In classifying something as an emergency does not happen unless there is a declaration of some kind. So, if there is a big storm over the weekend but is it not "an emergency" as defined by FEMA or Civil Defense, we tract the fact that we have been up because there was storm, we had to clear a road. Chair Furfaro: Right. But you would reconcile that expense in the invoices that are reimbursable from FEMA? Mr. Dill: Oh, yes. Chair Furfaro: Therefore, that number has to occur somewhere. Mr. Dill: If there is a declared emergency, yes, absolutely. Ms. Nakamura: Could you check into that for us? Mr. Dill: Yes. Chair Furfaro: Thank you, Nadine. Thank you, Mr. Rapozo Mr. Rapozo: Councilmember Nakamura. Ms. Nakamura: The other issue has to do with the challenges that you described in your report relating to succession planning. One of the concerns that we see sometimes is that a certain report cannot be completed because nobody was not trained to do it. For example, the building permit update, we waited for six (6) months because someone had to be trained or when roads do not get done because the person retired and it falls through the cracks. I think this is such an important place that we need to make sure we have resources for and when I am looking through your Department's budget through the various divisions, I see very little training in there. All I can add up is one thousand dollars ($1,000) under Administration and four thousand dollars ($4,000) under building inspections. But nothing for Engineering, nothing for building repairs and 04-01-2013 Public Works (aa) Page 21 janitorial. It is of concern because you are pointing it out as a major challenge. I guess, the other part I see is a gap, is really the mid-management training within Public Works. So, I wanted to just get your thoughts on that. Mr. Dill: I concur with those challenges, certainly exist. A lot of the succession training that occurs, you will not see show ups a training line item because it is in-house training. I think you see the budgeted training numbers for external training resources that occur. When our Public Works Fiscal Officer retires, he plans in advance for that by training the current gentleman you see sitting in the chambers today. But that happens on a day to day basis. Ms. Nakamura: Do you have resources in order to make that training happen? Do you have to pay that person in the interim while he or she is being trained or does it just happen informally? Mr. Dill: In this particular situation it happened informally because both employees were already working together in that Division and I guess that is most of the succession training we are talking about. People are already in place. Somebody retires, somebody has to move up to fill that position and so that training would not necessarily show up as an extra budgeted item. Ms. Nakamura: What about training for mid-managers? People who have kind of come up through the ranks, have the expertise and knowledge of the Division, but do not necessarily have the management skills to lead? Mr. Tabata: We have a record in Public Works of all of the trainings that have occurred over the many years previous to Larry and I coming on board. There has been an extensive amounts of training utilizing Kaua`i Community College for various levels of management. We rely on that and we have been looking into additional training. I work with, now HR, to look at the needs and do an assessment and make determinations. But at this time, as HR is reorganizing, we are communicating with them and I think they are taking inventory of our needs and will develop programs for us. Ms. Nakamura: Is that in your budget or HR's budget? Mr. Tabata: Right now we are still identifying needs, so we have not really sat down together with HR to create a budget, so to speak. Mr. Dill: Part of the training, I mentioned earlier, that includes safety training, they call it E-solutions Online Training. There are a lot of management features in that training that occurs as well. That comes out of HR so that would be part of their budget. Mr. Tabata: In some of the other areas, for skilled requirements for journeymen in Building Division or Automotive. What we have done was we, in anticipation of a vacancy, once we know of someone filing for retirement, we have used vacant positions to double man for the short period of time. So, that is a method of using the system and getting training done before an incumbent is to retire. At that level we have been using that method. Ms. Nakamura: This is my final question. I think Councilmember Yukimura touched on this and that is your objectives and your initiatives 04-01-2013 Public Works (aa) Page 22 as outlined in your plan here. What is not clear is sort of the timeframe for completing your initiatives and I am thinking your objectives are really goals and your initiatives are objectives. But the objectives are not, objectives need to be quantifiable. So, what is the task, by when? That way, when somebody is looking at it, they can see whether or not it was actually accomplished? I think, unless you are saying these are all going to be done this year and I think that might be unrealistic. That is why, I think, as the way you have written it, your initiatives, it would be helpful if you could go through those and say by what, by when and if it is broken down into shorter tasks within this year, these are many of the subcomponents of the initiatives that could be done or you plan to get done. But otherwise, it may reappear again and we do not have a sense of what was actually done. So, that is what I would like to recommend. Mr. Rapozo: Mr. Bynum then Ms. Yukimura. Mr. Bynum: Just real briefly, I just want to tell you how pleased I am with Public Works the last couple of years. I also want to recognize Clint Saiki, who retired this year, who, I think, did an excellent job for the County and wish Larry the best of luck picking that up. Mr. Dill: James. Mr. Bynum: James, I am sorry. I just clarified his name is James and then I said Larry. James, good luck, you have tough shoes to follow. Also Mari Chan, who is a good to person to get information, is always responsive. Thank you. Then Lyle, who has become our Complete Streets Specialist, very much appreciative of the leadership I have seen over the last year. Thank you. Mr. Rapozo: Councilmember Yukimura. Mr. Dill: Thank you. Yes, I do want to acknowledge Lyle as part of the leadership team. Mr. Dill: Absolutely. Ms. Yukimura: And as someone who has really taken a lot of initiative on a lot of key and future issues, I mean issues that will make such an impact on the future. I concur with Councilmember Nakamura about the need for middle management training and I wondered with respect to our base yards and our transfer station management, what kind of training people get when they get to those management levels? Mr. Dill: If I can defer those to the Divisions, we will address it at that time. Ms. Yukimura: Alright. Then on your Public Works Administration Budget, there is a sixty-four percent (64%) increase over actual expenditures in 2012 in your collective bargaining line item, which shows actually major increase from 2010 and I just wondered what those issues are, that are causing this large increase? It shows going from six thousand dollars ($6,000) in 2010 to eighteen thousand dollars ($18,000) in 2014. 04-01-2013 Public Works (aa) Page 23 Mr. Tabata: That is our line item for safety equipment for our people and with the heavy turnover that we have been experiencing, every new employee we have to re-outfit them. So, we hav4 been having a lot of turnover and that line item is a lot of our initial safety equipment that,comes out of Administration. Ms. Yukimura: Well, that is an area you do not want to mince on, but this is for the employees in your Administration Division? Mr. Tabata: Everybody in General Fund. Ms. Yukimura: So, it is everybody in Public Works? Mr. Tabata: James will come up. Mr. Rapozo: You can have a seat. Just state your name. JAMES MATSUSHIGE, Budget/Fiscal Specialist: As far as the collective bargaining, that account in the Administration is for the whole General Fund. Ms. Yukimura: ( For all the employees in Public Works that are covered by the General Fund? Mr. Matsushige: Yes, and it includes drug testing, which, I think, we stepped up and also preventative, in the recent years we have done for hepatitis shots and that is a very expensive process that requires flu shots. Ms. Yukimura: Thank you for that explanation but stay there because I presume that your premiere pay line item, which shows a twelve thousand percent (12,000%) increase. It is not a big dollar amount, but it is a major proportionate increase that is the same thing, it is for premium pay? Mr. Matsushige: Yes. Probably in the past maybe nobody claimed and I guess you are looking at 2011. Ms. Yukimura: Well, the increases that our staff measured were the Fiscal Year 2014 over the actuals of 2012. So, it went from ten dollars ($10) to one thousand two hundred dollars ($1,200.00). Mr. Matsushige: It is more on a guess on anticipation. We do not know if anybody is going to claim overtime. Ms. Yukimura: Wait, wait, that is premium pay? Mr. Matsushige: Sorry,for temporary assignments are more. Ms. Yukimura: That is what premium pay stands for. Mr. Matushige: Temporary assignments, nightshift differential. That is the two major ones. Ms. Yukimura: Thank you for that explanation. Thank you, that is it. 04-01-2013 Public Works (aa) Page 24 Mr. you,Thank Rapozo: Th ou Councilmember Yukimura. Any Y other questions? You have a question, Larry? Mr. Dill: No, I have an answer for Councilmember Hooser actually on his question about vacant funded positions. We have currently eleven (11) in our Highway Division, two (2) in Solid Waste... Mr. Rapozo: Hang on Larry. In fact, can somebody get Mr. Hooser? Go ahead. Mr. Dill: Eleven (11) in Highways, two (2) in Solid Waste, and two (2) in Wastewater. Mr. Rapozo: So, fifteen (15) vacant funded positions? Mr. Dill: Correct. As Lyle was touching on earlier, we recently completed a rework. We were working with the Union on our Roads Division which helps us to establish these levees crews, bridge maintenance crews, and we were holding off on some hiring until that reorganization was complete. So, those are in the works now, many of those positions. Mr. Rapozo: Like I said, when Roads come up, they can better inform the Council of the plan and why the necessity to have and maintain those vacant positions. Any other questions? I have one question. The difference between Fiscal Year 2014 and Fiscal Year 2012. I am only using 2012 because that is the complete year, it was in salaries in Administration that was forty-five percent (45%). Do you know was that the movement of employee for HR, was that the reason for that jump? Mr. Dill: Yes. li Mr. Rapozo: Well, jump downwards. Then the other question, that we will be sending over is, I want to see a breakdown of overtime, actuals versus budget, and breakdown by Division though. So, each Division, if we could get the overtime as close to the current dates as possible. I know I had mentioned that earlier. Mr. Dill: Fiscal Year 2013 year-to-date, you are looking for? Mr. Rapozo: Correct. I am more interested in actuals by Division. Then the other question, as far as the training, I know Lyle, you mentioned the Kaua`i Community College (KCC) participates. I am kind of interested in how much we take advantage of. Do you have it? Mr. Dill: No, he does not. Mr. Rapozo: Okay. Basically on the succession training or training Department-wide, how much have we used KCC and how many of employees have actually gone through KCC training, if we can get a record for that and that is obviously not for now. But that will go over as a question, unless you have it. It looked like you were ready to answer, Lyle. 04-01-2013 Public Works (aa) Page 25 Mr. Tabata: I can say that more than ninety percent (90%) of our employees have gone to some sort of training through KCC right now. Mr. Rapozo: Thank you. Mr. Tabata: Yes. We have only, I think, a couple of new managers. But previous to that, because I have been tracking this, every other employee has. Mr. Rapozo: This is management training? Mr. Tabata: Right. Mr. Rapozo: Okay, good, thank you. Any other questions? Mr. Hooser, while you were gone, eleven (11) vacant positions in Highways, two (2) in Solid Waste, and two (2) in Wastewater. Okay, Larry, if you want to proceed. I noticed that you had some charts. I do not know if you have a PowerPoint for these charts for your budget. Mr. Dill: No. Mr. Rapozo: Unless there is a desire to have Mr. Dill go through these charts, I would suggest we move on to Engineering. Ms. Yukimura: I have a question. Mr. Rapozo: Go ahead, Councilmember Yukimura. Ms. Yukimura: It is more on your format. But I just wondered why you changed colors as to the Operating Budget between 2014 and 2013, when you were talking about the segments, and this is true throughout the Public Works Divisions. Mr. Dill: I was not in charge of the colors this year. It is a good point. Ms. Yukimura: But you are trying to show comparisons and using different colors, it just did not make sense. Mr. Dill: Right, my apologies for that and that is a good point. Ms. Yukimura: If you change that for next year, it would be I think, it would help you achieve your goals of having the two (2) different charts. Thank you. Mr. Rapozo: Mr. Dill, if you want to proceed with Engineering. It is 10:30, Engineering was scheduled for 9:15. So, we,are about an hour and fifteen minutes behind. It is safe to assume you folks will be coming back on a call-back day. WALLACE KUDO, Chief of Engineering: I will go over our mission statement. The Mission of the Engineering Division is the protection of the public's health, safety, property, and the environment through proper planning, development maintenance, 04-01-2013 Public Works (aa) Page 26 and operation of the County's infrastructure and Administration of sediment, and erosion control measures, storm water runoff systems, driveway approaches, and land use Codes and Ordinances. Our goals and objectives, number one (1) is the protection of public health and safety by planning and developing safe and cost effective roadway and drainage systems. Number two (2) is the protection of the public safety in assurance of high quality of life by administering and enforcing subdivision grading, Drainage Ordinances, and regulations, protection of the public safety in invest through effective project development, improving the efficiencies of maintenance of County facilities, roadways and drainage systems. Fourth is the improved management and delivery of CIP, five (5) is to pursue the successful completion of ongoing projects as assigned. We have a project called the Puhi Road (UTW) Ultra Thin Whitetopping and we are planning to complete the design in-house. Going back, we are trying to retain consulting services for design and we will be managing that project. Another project is the Hanapepe Bridge and pedestrian repair/construction. Our success and achievements, we prepared the consulting services for repair and rehabilitating the following bridges: `Opaeka`a Bridge, we issued the Notice to Proceed on October 3, 2011 and the contract time is six hundred thirty (630) calendar days with completion date of June 23, 2013. Secondly is the Pu`u`opae Bridge, we issued Notice to Proceed on October 3, 2011, contract time, again, is six hundred thirty (630) calendar days with completion date of June 23, 2013. Thirdly the Kapahi Bridge is another bridge project. We also issued Notice to Proceed on October 3, 2011 and contract time is the same, six hundred thirty (630) calendar days, with completion date of June 23, 2013. Another bridge project that we have is the Hanapepe Bridge and Pedestrian Bridge. It is a federal aid project, which is placed on the Statewide Transportation Program (STIP). It is eighty percent (80%) Federal match with twenty percent (20%) County match. We have procured the consulting design services for Lae Road, guardrail. This is ongoing, we are presently going through a contract negotiation process with a design consultant. Another roadway project is the Koloa Road Guardrail Improvements and this is a with federal aid project with ninety percent (90%) Federal match and ten percent (10%) County match. Currently we are procuring consulting services for Hanapepe Road Resurfacing and this would include complete streets. Thirdly, the next item down the list, we completed the National Environmental Policy Act (NEPA) for Chapter 343 Environmental Assessment for the Northerly Leg of the Western ByPass Road. We gained permit approvals for, and pursuing protective for Aliomanu Road. We are process the consulting design services for repair and stabilization of Kanaele Road. We are also doing consulting services for feasibility analysis of the Lihu`e-Hanama`ulu Mauka bypass road. We are processing repair work for the Kamalu Road Bridge. It is also a Federal Highway project with eighty percent (80%) Federal match and twenty percent (20%) County match. We are currently procuring consulting design services for Pu`u Road improvements which will entail providing guardrails for Puhi Road. We completed a United States Army Corps of Engineers (USACE) study of Konohiki Stream and adjacent watersheds to update the Kapa'a Town floodplain and concerns of Twin Reservoirs. We also completed a preliminary re- certification study of Hanapepe and Waimea levees by the United States Army Corps of Engineers. We completed the biennial inspection of the County twenty-three (23) Federal aid bridges and we are pursuing the next cycle biennial bridge inspection. We are currently working with the United States Army Corps of Engineers for the repairs to Hanapepe Levee Toe and construction is to be initiated in April of 2013. The completed in-house design of the structural improvement of the Automotive Shop Building. We pursued Phase 2 design of the renovation of the Pi`ikoi Building. We initiated in-house design of the Hanapepe Parking Lot. We also pursued the consultant design services for the Driver's License Transactions Screen area. We completed in-house design of structural improvements to the Resource Recycling Center roof. We also assisted the Solid Waste 04-01-2013 Public Works (aa) Page 27 Division with their various traffic volume studies for the Lihu`e Refuse Transfer Station and space studies for the Kekaha Resource Recycling Center. We have also completed the Koke`e Road resurfacing which is a Federal Aid Project. It is eighty percent (80%) Federal match with twenty percent (20%) County match. We have challenges in the Engineering Division and I will go through our section like the surveying, drafting, and documentation. We are trying to update the drafting capabilities to support the Division. We have regulatory compliance. We are transferring the subdivision review responsibility to the Regulatory Compliance Section and we are trying to get additional staff to meet work load requirements. On a project management level, we are trying to get additional staff to manage projects while maintaining daily core responsibilities of the Division and development of formal standard operating procedures for project management for Federal aid and non-Federal aid projects consistent with the Hawaii Department of Transportation (HDOT) and Federal Highway standards as applicable. Improvements, we completed training and acquired necessary equipment as participating agency in the ePlan building permit review process. We have attended training workshop on Federal 106 process regarding historic preservation, aid in processing of projects funded with Federal Highways Administration moneys. We have upcoming initiatives, we are preparing and planning to adopt the Complete Streets Manual. We have gone through the Los Angeles (LA) County Complete Streets Manual, where we are trying to take some of their standards and apply it to Kaua`i County standards or what is that we can be using to apply to our County standards. We are trying to re-program our Federal Highway STIP projects to incorporate complete streets into their projects and we are also implementing Safe Routes to Schools programs. That is it, if you have any questions? Mr. Rapozo: Thank you, sir. Councilmember Kagawa, and then Yukimura, and then Bynum. Mr. Kagawa: Thank you, Wally, for the presentation. Your Division is responsible for the flood management of Building Permits? Mr. Kudo: That is correct. Mr. Kagawa: Would you say that it has gotten a lot more challenging, stricter, maybe FEMA guidelines, in the recent years which are maybe causing some delays and problems. Mr. Kudo: I do not think it got stricter or more regulations. It is just that we have new staff. Mr. Kagawa: Well, I know that Larry. In your presentation kind of touched really quickly about, you named Maile taking over the federal flood management. Mr. Kudo: Maile is a certified Floodplain Manager. I think they are capable of regulating the County's role in participating in the National Flood Insurance Program. Mr. Kagawa: Thank you. So, we used to handle that or is Winn moving to another? 04-01-2013 Public Works (aa) Page 28 Mr. Kudo: Winn will be assigned to project management and she will be, with all the projects that are coming on board, I guess, she can do some management. She is a licensed Professional Engineer, as well as a licensed Surveyor. Mr. Dill: If I may, I will speak to some of the succession planning that Winn has been grooming Maile to take over the Floodplain Management Program for some time now. As Wally mentioned, Maile has gotten her certification as certified Floodplain Manager. As he mentions in some of his challenges, we need help to manage some of the projects because Wally has a long list of projects to manage. I also mentioned earlier that we are going to be bringing on board, hopefully within a month, a licensed experienced Professional Engineer. So, the combination of those things, we showed the succession planning with Maile taking over. We are going to get some help from Winn with running the projects and then the new Engineer coming on board to mentor everybody on that side. Mr. Kagawa: I think what you just mentioned is great. We are going to basically utilize Winn's talents to help us accomplish all of these projects that we have. I am just kind of worried that a lot of our residents and businesses, a lot of their properties lay in the flood zone. In the past it was not as strict and they did not have to spend much money to get the engineers and architects to design their houses to, I guess, comply with the flood zones. Councilmembers are all receiving a lot of, I do not want to say complaints, but about the delays. It seems that the engineering companies do not even understand sometimes some of the things that we are telling them they need to do in order to comply. I guess we are kind of caught in the painful position of how do we help, but still comply? I do not know if you have feedback on how to help our residents and our commercial building permits. Mr. Kudo: I guess lands get very limited and the areas that can be built are probably in the floodplain area. So, when you are building in the floodplain, it becomes more restrictive. You have to elevate your lowest floor and you have to have your plans stamped by our Structural Engineer. If you are in the floodway, it entails more of a detailed analysis of the floodway encroachments. Mr. Kagawa: Thank you. I just wanted to relay my concerns. 1 I know it is a tough, tough thing to handle. But I just wished there was an easier way. But I know maybe, some things we just do not have easier ways. My last question, because I did not notice it, I have two (2) more questions. Where is that Hanapepe parking lot? I see Hanapepe parking lot but is does not... Mr. Kudo: It is off Hanapepe Road. I would say between Ko Lane and Pa Lane or someplace around there. Mr. Kagawa: Is it in the town? Mr. Kudo: It is close to the swinging bridge. Mr. Kagawa: Close to the swinging bridge? Mr. Kudo: Yes. Mr. Kagawa: So, that parking lot is to service Hanapepe Town, the business area? 04-01-2013 Public Works (aa) Page 29 Mr. Tabata: Yes, it is the response to the community's request and Councilmember Yukimura made a request to us a year and a half ago. We got it program, it is designed, and now we are going to be implementing the construction. Mr. Kagawa: Well, terrific. I know that was one (1) of Councilmember Bynum's suggestions. We have to try to revitalize the town. It used to be the most happening place, Hanapepe Town, and if we can get the businesses to stir up in there again, I think it might be great. Mr. Tabata: Yes, it is across several of those art galleries and just about, I would say the first third of driving into the town from East Side. Mr. Kagawa: Terrific. Mr. Tabata: It is a taken lot right now, where that pickup truck with the plants is inside. Mr. Kagawa: How many spots will be in that lot, approximately? Mr. Tabata: I think it was twenty-four (24). Mr. Kagawa: Okay. Last question. I do not see it in the budget or in your description. I am talking about the Lawa`i Bypass Road that Kukui`ula I guess, helped to build and it connects Lawa`i Road to Kukui`ula. There was some drain issues that were brought up to us and it came from Russell Abreu and members of his church. They are worried about — they had a big flood that happened from one (1) day of hard rain and they said the water was gushing over the cement crossing. There is a culvert, I would say about two (2) feet wide and I guess that was not adequate to handle the flow. Whoever built a big ditch there and the ditch runs from mauka all the way down. I am just wondering, we are so strict on the residents as far as getting flood permits and things and here we dig this ditch that it creates more water than they have seen—they said there was more water in that one (1) day of rain than the big twenty (20) days of rain that we had in a row. I am just thinking that we are strict with our residents and our businesses, but we can do what we want as far as the County? Mr. Dill: We are equally strict with ourselves as we are with our customers. In that particular situation, that was not a County project. But the County reviewed and approved the drawings and that roadway in that location is designed to function as a forward crossing during a one hundred (100) year storm. So, when it goes over the road, it is doing exactly what it was intended, designed, and approved to do. So, that was not a surprise to us. It functioned properly as designed. It was brought to our attention, there was a concern of diversion of flows and we received, from the consultant, a submittal that demonstrated to our satisfaction that there was no diversion happening. When you get a big storm, again, that channel and that forward crossing functioned as it was designed to do. Mr. Kagawa: I was just wondering, do we have any moneys in our budget to handle some safety issues that we may have? Maybe children that are going to play by that crossing and if we have at least a barrier, like a fence that could prevent children from... 04-01-2013 Public Works (aa) Page 30 Mr. Dill: We did receive that communication from Council and we have not responded yet. But we do not have anything specifically allocated as a line item in this budget for any fencing or closer to anything in that area. We have not gotten a chance to respond to that. Mr. Kagawa: If I had a wish list, I would like to see that we could add something in there for that. Thank you. Mr. Rapozo: Thank you, Mr. Kagawa. Larry, I was out there with Ross when we met with the landowners down there. It is a safety issue because it provides an opportunity for the kids to go into the culvert. It is big enough for the kids to go in. I think chain link fencing, at least something in that area to prohibit or prevent the kids from getting in there. I do not think it would be that much money. It is not that big a culvert or crossing. We can have that discussion later. Councilmember Yukimura. Ms. Yukimura: Thank you. I want to say that we recently met with Winn and Maile on shoreline setback and flood issues. They were excellent and I think, a good example of the kind of succession thoughtfulness that you are doing. So, thank you for that. On your successes and achievements where you talked about procuring consultant services and getting to the point of issuing a Notice to Proceed for the `Opaeka`a, Pu`u`opae, and Kapahi Bridges I was thinking at first, you should call it a "success" when completed. But then I thought how critical it was especially because given the function of your Department, to get the projects to the point of Notice to Proceed and all of the community meetings, planning, design, and that process, and it really is an accomplishment to get that far. So, thank you. My question is about what you have categorized as an "accomplishment," processing consultant services for a feasibility analysis of the Lihu`e-Hanama`ulu Mauka bypass road. I am not sure that is a success or an achievement as much it is might be an initiative or objective for this coming year. But is this Lihu`e- Hanama`ulu Mauka bypass road, which has never been on our CIP before, is this part of an updated current plan in the County or in the State? Mr. Kudo: This is part of the long range 1997, Long Range Plan that was approved by the State. Ms. Yukimura: Yes, but that is about three (3) plans overdue for an update. I believe their goal was to update the plans every five (5) years. 1997 is a really old plan and I believe we are in the process of updating it. So, would this not be part of the update process to see if that should be part of the plan, the new updated plan? Why are we proceeding with a feasibility analysis until we are sure that it will be part of the plan, of an updated plan? Mr. Dill: Well, I acknowledge the question, it is a good point. On the other hand though, we are proceeding on the best information available to us. It is still currently the official adopted by the State of Hawai`i Department of Transportation. Ms. Yukimura: I know, but we are so close to an update that it seems that we should wait that it is confirmed, that this is going to be part of your plan into the future or if it is not, this will cost a lot of money and it would seem to be premature to begin spending money on it until we are clear that it is going to be part of your plan into the future. 04-01-2013 Public Works (aa) Page 31 Mr. Dill: We can certainly change, if something happens out of Long Range Transportation Plan that affects whether or not that plan would be included. We did start this process some time ago because it is eighty percent (80%) Federally funded. Mr. Kudo: Eighty (80) /twenty (20). Mr. Dill: Eighty (80) / twenty (20), so we did start the process some time ago with the Department of Transportation (DOT) and the Federal Highways Administration in getting fund as approved for this. So, we have been continuing along that mode rather than losing the fund. Ms. Yukimura: Is it on the Statewide Transportation Improvement Program (STIP) plan? Mr. Dill: Yes. Ms. Yukimura: How long has it been on the STIP? Mr. Dill: Do you know how long it has been on the STIP? Mr. Kudo: A couple of years, last year, I think. Ms. Yukimura: Last year? Mr. Dill: I think so, yes. Ms. Yukimura: Who initiated it to be on the STIP plan? Mr. Dill: The County of Kaua`i. Ms. Yukimura: Why did you initiate it to be on the STIP plan if it is part of an obsolete plan and we are in the process of updating that plan? Mr. Dill: It came up in discussion with the Department of Transportation and the work that they were doing on widening. Ms. Yukimura: And the what? Mr. Dill: And the work that they are doing on the widening and general big picture things about infrastructure for transportation around the town of Lihu`e. Ms. Yukimura: That is true, it is part of the big picture plan. But the big picture plan is about almost twenty (20) years old. So, it just seems very premature, especially when all it will take is to wait another year before we finish it or better action might be to prompt the DOT to finish the update of the Long Range Transportation Plan, which has been doodling its way along the past three (3) or four (4) years. Okay. You have a question related? Mr. Rapozo: Councilmember Nakamura. 04-01-2013 Public Works (aa) Page 32 Ms. Nakamura: Just related to that Councilmember Yukimura is that the Council received the six-year CIP Report earlier this year from the Administration and in that report at first there was no mention of this. But then we received an amendment that came through the Planning Commission that added this bypass road. On Wednesday we have an update in the Planning Committee because I have asked for an update of the six-year CIP Report that added that project. Ms. Yukimura: Thank you. I mean, it seems to me too, that the Council needs to be part of this discussion and this project has never been discussed with the Council as far as I know. Well, I am glad that it is scheduled for discussion. Regarding the Hanapepe parking lot, which I am glad to see. Now, the wording here says, "initiated in-house design of Hanapepe parking lot." To me, well, maybe I do not know what has led up to it. It does not seem like an accomplishment or success yet. Mr. Tabata: It is completed, the designs are completed. Ms. Yukimura: The plans are completed? Mr. Tabata: Yes. Ms. Yukimura: Thank you. Ms. Nakamura: So, that is like your Pu`u`opae Bridge, etcetera. So, perhaps we would know what the schedule is for actually performing and completing the project. The plans are completed. Thank you. So, that is like your Pu'u'Opae Bridge. So, perhaps we would know what the schedule is for actually performing and completing the project. Mr. Tabata: I think that will come up in our CIP. Ms. Yukimura: So, it might be, in fact, identified as an "objective" instead, completion of the Hanapepe parking lot by a certain date? Then can you tell me about these structural improvements to the Resource Recycling Center roof? Mr. Kudo: I guess with the metal roof it is close to the ocean and it has caused some rusting and the task was to repair the roof. Ms. Yukimura: Are there things in the design and planning process that can be done to offset this kind of locational impact because I was really pleased to hear how you are thinking more in terms of lifecycle costing and preventative maintenance? But the other piece to this is in the design process? How you design these buildings and the Kaiakea Fire Station is a prime example of that. It has a frontal assault of salt spray, right? I trust, because I asked the Chief, that issue when they were citing the project and he said they would take care of it. This is also—we knew when we cited it, that is was close to ocean spray too. Is there something we could do in the design of these buildings that would lengthen the life when we design them? Mr. Dill: Yes and I believe in the design of Kaiakea, as the Chief mentioned to you, those sorts of things were taken into account and supposed to have been addressed. Ms. Yukimura: We will see how long they last. 1 04-01-2013 Public Works (aa) Page 33 Mr. Dill: I do not know when the Kaua`i Resource Center— those sorts of things, they do extend the life. But obviously in that environment it is only a matter of time. Ms. Yukimura: Well, it then goes to our planning and citing as well. Mr. Dill: Right. Ms. Yukimura: Okay, so thank you for that. Then what are the speed studies for Kekaha Resource Recycling Center, what is that? Mr. Kudo: I guess there were speeding problems on Kekaha Road so we were asked to take speed studies on Kekaha Road because they were going move the Recycling Center from the landfill to close to the former Kekaha AMFAC over there. Ms. Yukimura: So, this was a request of Solid Waste then? Mr. Kudo: I believe it was a request of the community, somebody had requested that. Ms. Yukimura: The Kekaha Resource Recycling Center is not a facility of the County? Mr. Kudo: I cannot answer that. Mr. Dill: It is. Ms. Yukimura: Okay. It is about moving it or is it an existing problem? I am sorry, I am so unfamiliar. Mr. Dill: Councilmember, can I ask you to address that to Solid Waste because Engineering was asked to perform a study and so they provided the results. But we may not necessarily know the background and those sorts of things. Ms. Yukimura: Alright, thank you. Mr. Rapozo: Councilmember Yukimura, was that request a County request? Ms. Yukimura: Yes. Mr. Rapozo: Councilmember Yukimura, it is a little after 11:00, we have to take a caption break. Let us do that now. Let us take recess, ten (10) minute recess, and we will come back. Councilmember Yukimura, you will have the floor. There being no objections, the Committee recessed at 11:04 a.m. There being no objections, the Committee reconvened at 11:11 a.m., and proceeded as follows: Mr. Rapozo: Councilmember Yukimura, you have the floor. 04-01-2013 Public Works (aa) Page 34 Ms. Yukimura: I want to go back to the bypass road. Is this being necessitated by the landfill location, the landfill citing? Mr. Dill: The bypass road early on was part of the discussion of the landfill and that is one of the things that kind of brought it back to the radar again, though in our current proposals for the landfill does not tie it to the landfill. In other words, the requirement if you will, for a construction of the Lihu`e Mauka bypass is not necessitated by the construction of the landfill. Ms. Yukimura: Well, how will the big truck access the landfill? Mr. Dill: We are looking at other options. I think the leading candidate right now is Ma'alo Road and Ma'alo Road would require some improvements so that is what our consultant is looking at, is what sorts of improvements would be required to accommodate that sort of traffic. Ms. Yukimura: Because if this Mauka bypass was necessitated by the landfill, that has to have been taken into account in judging whether the cost of that road should be taken into account as part of judging whether that landfill site was the most cost effective site, if that bypass is being necessitated bid by the landfill. Mr. Dill: But the bypass is not being necessitated by the landfill. So, as part of their first phase of the Environmental Impact Statement (EIS) work was the review of the citing study and an analysis of those sorts of things including cost, that was looked at and it was determined at that time that the bypass road is not necessitated by the landfill. Ms. Yukimura: I do not know how they are going to get big trucks through Ma'alo Road, do you? Mr. Dill: Well, that is what we are looking to our engineers, to give us that information. But preliminary tells us that that is feasible. There will be a cost, of course. Ms. Yukimura: Well, who knows? But I would guess far less than the cost of a mauka bypass. Mr. Dill: Yes, a mauka bypass would be much more expensive, from what I have seen so far. Ms. Yukimura: Well, to me it makes no sense to proceed on it if it is not related to the landfill unless you have the full discussions about what the road system for the island is going to be and that is the Long Range Land Transportation Plan. Mr. Dill: The work with the mauka bypass, which was approved by Council in last year's budget, last year's CIP, it is planning/feasibility study. So, it takes a look at the overall Lihu`e transportation situation. Ms. Yukimura: That was in last year's CIP? Mr. Dill: Last year's CIP, yes because as I mentioned, this is a Federal Highways funded project, eighty percent (80%) of it. So, we had to have a 04-01-2013 Public Works (aa) Page 35 twenty percent (20%) match and when that was proposed, we needed to get a County match in place. This was all discussed at Council a year ago. Ms. Yukimura: It was not discussed at Council. Maybe it was in the paperwork and I missed it. But it was not discussed at Council. Mr. Dill: Well, I know that it did come up, maybe not to this degree. But it did come up. Ms. Yukimura: Okay. So, on your transferring subdivision review responsibility to a regulatory compliance section, that is part of your reorganization, I take it? Mr. Kudo: That is correct. Ms. Yukimura: Could you submit your organizational charts that are both the existing and then the new organizational structure that you are looking at? I think it is a wonderful thing that you are doing. I just want to understand what it looks like. Mr. Rapozo: I have a follow-up to that Councilmember Yukimura. Ms. Yukimura: Sure. Mr. Rapozo: Also, I do not see any requests for new positions in the budget. I guess I am confused. Is this something you are looking at this year and how are you planning to fill those positions? Mr. Dill: The position we are looking at filling is a single position for CE-6 and that is as a result of a Bridge Project Manager position becoming vacant. Mr. Rapozo: That is an existing position? Mr. Dill: Yes, correct. Mr. Rapozo: Is that a same level position? Mr. Dill: Yes, not exactly, because before it was — yes or very close, yes. Mr. Rapozo: And as well as the project management, additional staff to manage projects while maintaining daily core responsibilities? Mr. Dill: Well, as I talked about our reorganization with designation of Maile as our new County certified Floodplain Manager, that frees up Winn. Winn will move to managing projects. So, there are no costs associated with the position? Mr. Rapozo: So, no cost—no increased with the position? Mr. Dill: Right. � 6 04-01-2013 Public Works (aa) Page 36 Mr. Rapozo: Okay. Thank you, it is just worded that addition staff, in addition to staff. Mr. Dill: I understand. Mr. Rapozo: It looks like you folks are asking for new positions and I did not see in the budget. Councilmember Yukimura, Councilmember Bynum has questions as well. Ms. Yukimura: I am almost done. The upcoming initiatives, your Complete Streets Manual, that is the same thing as Living Streets Manual, right? Okay. Then reprogramming of Federal Highway's Administration STIP projects to incorporate complete principles, what exactly is this? Mr. Kudo: Like the Hanapepe collector road, rather than just resurfacing the road, we are going to incorporate complete streets for pedestrian and bike. Ms. Yukimura: So, that is excellent. Are you incorporating complete street principles in selecting STIP projects? Mr. Kudo: We are trying to incorporate complete streets in all of the projects, like the Safe Routes to School at Kawaihau Road. Ms. Yukimura: Yes, but then you might not have started the feasibility analysis of Lihu`e-Hanamd'ulu Mauka as part of a STIP project, if you were applying complete street principles. I am talking about applying it at a macro level. Mr. Dill: For the projects, I think, when you look at that, where do we have it listed? I am sorry. On the upcoming initiatives, that is at a micro level. This is looking at our existing STIP funded projects, which were a simple resurfacing effort or reconstruction effort. We are looking at going back and revisiting the scope of those projects to incorporate complete streets principles. You are right, that is the difference between a micro and macro application of that. Ms. Yukimura: I would like to ask you to consider looking at incorporating complete streets principles at a macro level and using your Transportation Planner to look at the feasibility of doing that. Thank you. Mr. Dill: Okay. Mr. Rapozo: Thank you, Councilmember Yukimura. Councilmember Bynum. Mr. Bynum: I want to focus on the three (3) bridge projects that are on here. In your accomplishments, it says completion of contract June 2013, is this just the design contracts? Mr. Kudo: That is correct, that is the design contract. 04-01-2013 Public Works (aa) Page 37 Mr. Dill: Excuse me, if I may add in. It is ultimately a design contract, but there is a lot of planning work that going into it as well because we have to go through the Federal 106 process as part of that design contract. Mr. Bynum: Right. Is that contract set to be completed on time for the three (3) bridges? Mr. Kudo: As far as I know, that is the date, June 23rd. Mr. Bynum: Because two (2) of those bridges were in the mix a number of years ago and we delayed this because of the possible need for historic preservation on these bridges, the six-year CIP says that Pu`u`opae is to be replaced and `Opaeka`a is to be repaired. Is that accurate? Mr. Dill: Are you talking about replaced and repaired, are those accurate words? Mr. Bynum: Well, I think we made a commitment to the community to go out with a whole dialogue about context sensitive design and how much historic preservation there would be on these two (2) bridges. I have not seen any of that happen so I was surprised to see this contract was supposed to be completed in June because I have not seen any community engagement or involvement Mr. Dill: Well, when you say you have not seen any of that 11 happen... Mr. Bynum: I have not seen any conceptual designs. Maybe that is my fault. Mr. Dill: Well, we have had community meetings for all of these bridges, multiple meetings. We had meetings at the Kaua`i Historic Preservation Commission, a presentation to them last month, I think, on the Kapahi Bridge in particular and some proposals were given to them and we received comments. So, there has been community engagement and involvement. Mr. Bynum: I just was not aware. I am not saying there is a problem. But`Opaeka`a is a current restoration of the current bridge, correct? Mr. Dill: We have not finalized the scope for the `Opaeka`a Bridge yet. Mr. Bynum: Well, it says in the six-year CIP that it is to be repaired, not replaced. The Pu`u`opae says replaced. Mr. Dill: Well... Mr. Rapozo: Mr. Bynum, Mr. Dill, I will ask Mr. Kagawa to post an item in his Committee agenda on an update on the bridges. Is that something that we can do? Is that fine, Mr. Bynum? Mr. Bynum: Sure. 04-01-2013 Public Works (aa) Page 38 Mr. Rapozo: I think that is going to take some time and there is several bridges. I agree with your concern between rebuilding and restoration. So, I think that is probably more appropriate, the discussion be in the Committee. Mr. Dill: Okay. Mr. Bynum: Well, if it says the design is completed by June, I would think those decision would be made already. Mr. Dill: Well, the Kapahi Bridge is a lot further along than the other two (2) bridges. Mr. Bynum: Right, unless... Mr. Dill: So, the other two (2) bridges, I can tell in my opinion, will not be done by June of 2013. Mr. Bynum: Thank you for that answer because I do not see how that is possible. But they are funded in next year, in 2014, they are scheduled to be funded. Mr. Dill: We are proposing funding of construction, when we will get this into the CIP discussion. But I believe proposing funding of the Kapahi Bridge for construction in 2014 and not the other two (2) yet. Mr. Bynum: Okay, well let us do a separate thing on that. Mr. Rapozo: But, I do have a follow-up though. Mr. Bynum: Okay. Mr. Rapozo: Being that it is not going to be done by June 23, 2013, when do you anticipate it? That causes a lot of confusion in the report. Mr. Dill: I think it is referring to the original design contract. Mr. Rapozo: I understand. Is the design going to be done by then? Mr. Dill: The Kapahi Bridge will be done. The other two (2), I am going to give you an estimate of end of this calendar year. Mr. Rapozo: Okay. Mr. Bynum: I will just say that I live in the Homesteads and I think by and large people like the one (1) lane bridges. They are significant traffic calming measures. Both of these bridges that we are talking about, the community norm are a slowdown in what could be a high speed area. I am very interested to know whether we are going to retain the historic character of these bridges or just do something modern. 04-01-2013 Public Works (aa) Page 39 Mr. Dill: I acknowledge, that point has been made. I can tell you that at the very first meeting which I attended, the overwhelming majority of the community wanted two (2) lane bridges. It is our difficult duty and responsibility to receive all of the community input and try to the best thing for the community. Obviously, two (2) out of the three (3) bridges are on the National Historic register and so we have a duty to consult with community under the Federal 106 process to take input on the historic nature of the bridges and to consider the folks, the potential traffic calming measures of these bridges, look at safety, look at the two (2) lane bridges, and the structural. Mr. Bynum: I do not want to belabor it now, Larry. We are going to do a posting. Mr. Dill: Okay, let us do that. Mr. Bynum: But if somebody could supply me minutes of any public meetings that have happened on these bridges because I am unaware. I would have attended and I was not aware. But that could easily be my fault. Thank you, I am pau. Mr. Rapozo: I know it was posted because I saw the posting. I never attended it, but I did see it. It was well publicized because I know I saw the notices and you believe it came out on the County's press release. But I got to admit that I never attended them. But I believe they were well attended by the community. Mr. Bynum: But there would be minutes of any community meetings, right? If I could request those. Mr. Rapozo: So noted. Mr. Bynum: Other than that, thank you very much. Mr. Rapozo: Mr. Hooser. Mr. Hooser: Just to be clear, we are going to separately post the discussion on the bridges? Mr. Rapozo: Correct. Mr. Hooser: Then at least we will include the three (3) bridges that we are discussing today at the minimum? Mr. Rapozo: I am actually looking to expand it to also the results of the most recent survey done of all the Federal bridges. Mr. Hooser: Good, thank you. Mr. Rapozo: Thank you very much. Councilmember Nakamura. Ms. Nakamura: Thank you. Thank you, Mr. Kudo, for your update. I wanted to ask about the challenge that you mentioned regarding the drafting, the need to upgrade drafting capabilities to support the Division. Can you explain that and what do you need? Is it staffing? Is it equipment? 04-01-2013 Public Works (aa) Page 40 Mr. Kudo: It is both staffing and equipment. We have one (1) draft person and we have one (1) licensed to the AutoCAD. Well, actually we have two (2) other licenses for the AutoCAD. We also need training for, I guess, the engineers g g e gineers to support the drafting technician. pp g Ms. Nakamura: Is there a backlog now as a result? Mr. Kudo: There is a backlog because she services several of the project managers. A lot of the drafting that we do, like the Resolutions are done by our staff that they just cut and paste things. Our engineers, they can do that type of work. If we can spread some of the workload around from the drafting technician, that would help, too. I mean, she is the only person that does everything. So, she is backlogged with a lot of the services that are required from the Engineering Division. Ms. Nakamura: Do we have adequate software and equipment? Mr. Kudo: We have software and equipment and sometimes there is a breakdown of the equipment. Ms. Nakamura: And you are saying that many of the engineers or project managers do not have the training to use AutoCAD? Mr. Kudo: Oh, not all of them. Ms. Nakamura: And these would be the County initiated projects? Mr. Kudo: That is correct. Ms. Nakamura: Some of them go out, right, that are done by private consultants? Mr. Kudo: If it is a consultant design work, yes, the consultant will do all the drafting Ms. Nakamura: What is the level of the backlog? If we are looking at how many projects are we looking at in a given year and what is the turnaround time? Mr. Kudo: It could be like two (2) to three (3) months backlog. Ms. Nakamura: Backlog, yes. So, this is going to hold up our getting our projects moving forward? Mr. Kudo: Well, we try our best to do the priority projects first. If you have a request, well, maybe the other Division will just have to wait. Ms. Nakamura: I know the directive for this budget was not to have additional staffing. I am just wondering, from the big picture perspective, are there other more urgent needs or does this stand out as one of the big priorities? 04-01-2013 Public Works (aa) Page 41 Mr. Dill: Well, it is one our concerns. As Wally said, we have one (1) person whose dedicated job is solely drafting work. I apologize, I forget the number. We went out last year and acquired more AutoCAD licenses and I thought the number was half a dozen licenses. When we sent several people to training for AutoCAD. A lot of problems that we are still working on, I think, is because our draftsmen know we did the Hanapepe Bridge in-house, that was drafted in-house, designed in-house, drafted in-house. We did the project, as I mentioned, for the auto shop for the relocation of that column to create an extra base. That was all drawn up in-house. When was it done? I think in our purchasing, the new office space was done. We did all of the drafting in-house. So, it is a lot of in-house projects that we do ourselves that require the drafting support, and the little miscellaneous stuff crops up as well. AutoCAD is not just a drafting tool, it is a design and drafting tool. It is kind of a gray area sometimes and I think that is something that we have not entirely resolved ourselves yet as to when is it design work, when is it drafting work, where is the gray area. We need to could a better job of getting our designers on board with the use of AutoCAD when it is not purely drafting effort by our draftsman as necessary because I think that we can alleviate the work by our draftsmen by doing the AutoCAD design work in the machine and then turning it over to the draftsman to complete. That is something that we are still working on. Ms. Nakamura: Strategically, we need to think about does it make sense if we want to reduce the backlog or make things move more quickly, invest in another person doing it or do we want to contract this work out to make think move quicker. Do you have any comments on it? Mr. Dill: I want to, with the addition of another person, as I mention, licensed senior position, he had a lot of design experience as a person that we are looking to get on board. I am looking to grow Engineering Division to do more and more of these smaller projects in-house and that would require, exactly that sort of support that you are looking at. We are not quite there yet. So, in my mind, we are not quite to the point where we justify another position as a full time draftsman. To me, the key right now is to develop our designers to do the design work in AutoCAD and then turn it over to our draftsmen. But, definitely what you are talking about, about hiring other person is something in our longer term plans. Ms. Nakamura: I would hope that the discussion takes place over this year so if the budget situation improves, that is something that we can try to get our resources out, projects moving, get the money out into the economy because I think contractors are still having a hard time. Thank you. Mr. Rapozo: Any other questions for Engineering? Ms.Yukimura: Just a very quick comment. It is really gratifying to hear of how many women are working in your Division which is traditionally a men's world and to have young and older women engineers is a wonderful thing to hear about. Thank you. Mr. Rapozo: Councilmember Nakamura. Ms. Nakamura: Do we know whether the Complete Street/Living Streets Manual will be completed? 04-01-2013 Public Works (aa) Page 42 Mr. Tabata: We are at the point where we are just about ready to start the road cross sections for each transects type of road that we created. We went pretty much town by town, created four (4) generic transects for the island. We broke out the different road types anywhere from the major collectors all the way down to rural, community, and subdivision roads and so now we need to do the cross section layout for each of these. I would say that we are a four (4) to six (6) months out still. We are editing chapters that we have gone through every single chapter, there are fifteen (15) of them. Now we are finishing the re-editing and taking pictures around the island to replace the more generic mainland pictures with our own local pictures. So, with Lee Steinmetz, our new Transportation Planner on board, I have transferred that role to him. He is doing an excellent job and we are working really closely to accomplish those needs. Ms. Nakamura: Lyle, you are confident it will get done by the end of the year? Mr. Tabata: Knock on wood. Ms. Nakamura: If all goes well? Mr. Tabata: Yes. Ms. Nakamura: Thank you. Mr. Rapozo: Thank you. Any more questions for Engineering? If not, thank you Mr. Kudo. You are done, unless you want to stay there, you can. Next up is Buildings and according to Larry's schedule he has, in the morning session through Building and Wastewater. Mr. Dill: This will take about five (5) minutes. If I may, Councilmember Rapozo. Mr. Rapozo: Sure. Mr. Dill: I think Councilmember Kagawa had a question regarding the benefits, the OpEd. As I mentioned, I think, you will see County-wide decrease across the board. I am informed that in Fiscal Year 2013, we budgeted them thirty-one point one percent (31.1%) based on actuarial. But based on updated actuarial information, our budgeting for Fiscal Year 2014 is down from thirty-one point one (31.1) to twenty-three point one (23.1). So, you will see certainly in Public Works and I will assume County-wide that those numbers are all done. Mr. Rapozo: It is really a correction that needed to be done after we got the actuarial report from last year so we are more realistic to what it actually is and it is hard to determine those things until the actuarial report comes out. Thank you very much, Mr. Haigh. DOUGLAS HAIGH, Chief of Buildings: I assume you have all received our report and have read it. I am just going to focus on a few things and then I will be here to answer any questions/comments. Just one (1) success I would like to note is that we are proud of sitting here today. We finally got our audio visual system for this room to where we wanted it. I am proud that we finally got there and that has been a challenge. I thank you all for your patience because I know you with you were caught in the middle it and it 04-01-2013 Public Works (aa) Page 43 was not pretty all the time. But hopefully it is a lot prettier now. Probably the most significant event for the Building Division is the adoption the ePlan review and I just want to really give a big mahalo to our Code Enforcement Officer, Ron Darville, who has been the champion of that and has moved that forward. It is really a game changer for the Building Division and really for all the Agencies as far as the building permit process. This month, we are looking at making the transition and we are on track to do that. I guess I am in danger of promising big. But I really believe that this system is going to make a significant change and make our building permit process much more efficient and it will also allow us to more easily identify where we have problems so we can focus our management attention on those areas and keep the progress of moving forward. Right now the building industry seems to be gaining steam again. So, it is really important that we have this tool in place to help us so that we can stay in the groove with the building community so that as these projects come up, we can respond quickly and approximately and not have the building permit be the road block to having new projects move forward and the critical need for our economy to have that happen. I am excited about it and like I said, the entire Building Division Code enforcement staff and other Agencies, I really want to thank them all for helping working on this moving forward. Especially Information Technology (IT), also. They have put a lot of effort onto move this forward. Challenges, filling vacant positions are always a challenge. We are doing better. We have been utilizing our Building Permit Revolving Fund position to help us through transitions in the code enforcement. So, that has been very beneficial. We have been doing better than we had in the past in keeping knowledgeable — bringing people in before somebody retires and getting them trained. We are in a unique position of all the agencies because we do have that fund and we have positions approved, contract hire positions. So, what we do is hire somebody under contract and we can make the transition. So, that has been very helpful. I am concerned in our upper management area. The Chief of the Building Division and Maintenance Officer both are getting to the age where retirement is on the horizon. So, both of these individuals do not have staff below them who have the training, education, and skills to move into those positions so that is of concern and hopefully in next year's budget we can start addressing that. This year's budget with the decision for no hires, that put that on hold for now. But hopefully next year we will be able to look at that because it is becoming real and it is going to be more than just a couple of month. It would be really nice to bring in lower level person with the education and some experience and then get them trained to be ready because right now there is no one there getting the training and the experience. Of course managing multiple projects with minimal staff, that is what we do and we do it. It is nothing new. We have been doing it for years, it could always be easier. But we manage to get by. That is pretty much, to me, the key issues with the Building Division right now. I will be happy to go into depth in any particular area you are interested in. Mr. Rapozo: Thank you for the brevity. Any questions? Councilmember Kagawa. Mr. Kagawa: Yes, Doug, this relates to Buildings because I think you folks install it. Regarding the parks, I know there was a press release that we are going with stainless steel fixtures at the bathrooms, that will be incredible at beginning. Are we still on that plan? Mr. Haigh: Right now, and I want to give a big mahalo to the gentleman on the right, Lyle Tabata. He is playing a key role in integrating Building Division maintenance and parks managers. I do not know why it took us so long. But we are now really making sure that we are meeting weekly. -We are identifying our priorities and working together. We are a Service Agency. So, it is very important for us to know 04-01-2013 Public Works (aa) Page 44 what our client/users need. So, these meetings with Parks are helping. Parks is taking the lead on purchasing the upgrade fixtures. Then now we are closely coordinating with them on when we are going to be installing the fixtures. Mr. Kagawa: I guess, we still incur a lot of vandalism, right, Niamalu, Hanama`ulu Beach, are they going to get those expensive fixture? Mr. Haigh: We have areas where vandalism is more concentrated than others. Overall, I would say overall we do fairly well with minimum vandalism, but we do. Yes, we are following the lead of Parks. We expect them and we acknowledge them as they are the people with the eyes on the site and they are the managers responsible for managing the facility and the users so we are helping them, so where they identify the need, we will be there to assist them. Mr. Kagawa: I guess, my line of question is just as the person, that your people see the repair requests. I am just wondering if we are thinking about the risk. There are certain areas that always get damaged and what have you. Maybe we can consider not buying the expensive things for those parks because the risk is high and those fixtures cost a lot. Mr. Haigh: Well, this is the beginning demonstration project. I have seen on O`ahu where the stainless steel was not that beneficial because it does get vandalized also. So, with this demonstration project we will be able to see and get a track record. Building Division, we have resisted stainless steel in the past just because they also get damaged. But we are moving forward with it and we will see how well it works out. Obviously, if they work out real well then we will be looking at expanding the use. Mr. Dill: Let me add to that. We do consider vandalism, so we do look at products that are not vandal proof, but vandal resistant I guess, for the things we specify and looking at that more as we design things for our facilities that serve the public as well. Mr. Kagawa: I know that we are in a budget crunch and I was just thinking that that may not be the wisest direction to go in, to put a lot of money into a toilet and a sink and whether we can stay with what we have. I have been told from people at the State level that they have stainless steel fixtures at Waimea Boat Harbor, Kikiaola Boat Harbor and they said that it is very hard to maintain, that you have to scrub it. The Kikiaola Boat Harbor basically became all brown in a short time. Instead of being nice and silver, it is brown. I do not know if we want to take the risk that our janitors will spend more time scrubbing it. So, that is another consideration. But as far as if it is going to help to make our parks more attractive and it is going to last longer, I am all for it. But I just have a few concerns and wanted to make sure in this time of budget crunch, we know that it may require more labor to take care of and that replacement costs will be much higher. Thank you. Mr. Rapozo: Thank you, Mr. Kagawa. I think if the State cleaned the toilet every day, it would not turn brown. But I think that the biggest issue with those stainless steel toilets, you have to have regular cleaning and I am not sure that was being done. I am a strong proponent of stainless steel because it is better as far as being —nothing is vandal proof. But I think the opportunity to destroy a porcelain sink or toilet is much more attractive to the vandal than a stainless steel, but I appreciate the efforts. Any other questions for Buildings? Councilmember Yukimura? 04-01-2013 Public Works (aa) Page 45 Ms. Yukimura: Yes. Thank you for a very succinct and well organized report, Doug. I wondered, and congratulations on the ePlan system. Is there a way that you get systematic input from users and maintainers, i.e., the people who clean and take care of the building and facilities, as well as users, to monitor what is needed? That is number one (1). What is needed in terms of ongoing maintenance, but also what is needed in terms of designing good and user friendly and easy to maintain facilities? Mr. Haigh: We are very fortunate right now that we have a very strong janitorial supervisor and she is doing a really, really good job. She does not hesitate to communicate to upper management. So, we are getting good feedback. The maintenance and the facility development sections are very close. Our facility development section two (2) individuals, and we sit and we work right next to our counterparts in maintenance so there is a lot of communication. We are very concerned about designing buildings for minimum maintenance and we do have interaction with our— one (1) example and this if for our janitors, we are putting special coatings on our ceramic tiles. It cost more during construction, but it makes it so much easier to clean. I do not know if you have noticed, but in the men's restroom in this building downstairs. Ms. Yukimura: I have not noticed. Mr. Haigh: Unfortunately, the original architect chooses a very light colored tile. Before this recent renovation it was always kind of dingy brown, but with this new coating you were seeing a much — keeping that finish. We are really using this coating in almost all of our restrooms. So, that is an example. An example of coordination with maintenance, right now we are looking at in partnership with Parks, renovations at Lydgate Park. One (1) is the main restroom on the beach by the lifeguard tower. As we were developing the scope of work, we brought in some of our key maintenance supervisors and said, "Let us talk about what you think is going to work here because our beach facilities are very difficult, it is a very tough environment." Kaiakea Fire Station is probably — you could not get any tougher for a building. We tried to do everything that we could when we built it and we are still learning of some of the things that have worked better than others and we are still making corrections to some of the things that did not perform as well. Kapa'a Base Yard Structural Renovation, that one, we were fortunate we had a very detailed oriented architect who developed the project plans and we work closely with him to make sure that — because that is another very vulnerable building. We adopted a building from State DOT which had not been maintained for fifteen (15) years. So, it had extensive corrosion of the metal and metal is especially hard in the East Side of Kauai's salt environment. We are using special paints with primers and we are using calvalikind with a kynar coated metal. So, we are doing everything we can to minimize using a lot of stainless steel where appropriate. So, we do that. I heard mention earlier of the roof down at Lihu`e Transfer Station. Actually, we did an investigation for Solid Waste to take a look at the amount of corrosion. There are areas that are tough. But, overall, that building is almost twenty (20) years old so it is not at all surprising. You are coming to the life of the roof and actually the roofing has held up well. So, we have some successes. But anywhere particularly on East Side of the Kaua`i, it is really a challenge as far of the corrosive environment. Ms. Yukimura: But there is sort of a feedback loop and a loop that goes from use of the building, back to designers of new buildings, who are rehabbing our buildings so that we can keep upping the level of best practices. Mr. Haigh: That is correct. 04-01-2013 Public Works (aa) Page 46 Ms. Yukimura: And save money and ensure longer life to our buildings. You just mentioned you are working with Parks, so your repair budget is covering or your crews do repair and maintenance of park facilities? Mr. Haigh: That is correct. Ms. Yukimura: But how you cost it out or share the costs, that are divided up in the budget? Mr. Haigh: Yes. We primarily buy the maintenance materials. Then Parks sometimes, will buy some of the enhancements and then they also have projects that they fund. Ms. Yukimura: You are showing a sixty-five percent (65%) increase on R&M building, Fiscal Year 2014 over 2012, which admittedly we do not have the 2013 or this ear's actuals. But that at i s caused by the fact that you are paying more attention? Mr. Haigh: It is really a reflection of the budget. Last year was another year when we were on a very tight budget so we did not fund all the projects. We have never. There has never been a year were we have funded all the projects that the Building Division has identified as preventative maintenance projects that are ready to occur. So, really, it is a matter of budget and we set our lists and priorities and we tackle what we can with what moneys that are available. Ms. Yukimura: So, you do have a preventative maintenance analysis that gives you a work plan and a cost for doing it in a preventative maintenance approach? But then the budget comes in and you are only able to do a portion of that. Mr. Haigh: That is correct. Ms. Yukimura: What portion is it? Mr. Haigh: It depends on what year. Ms. Yukimura: Well, this year, what is it going to be? Mr. Haigh: My best guess, I have not looked at this in detail. I would say we are about fifty percent (50%) of what we have identified of work that we do. Ms. Yukimura: And to the extent that there is deferred preventative maintenance that will turn into larger bills ultimately. Mr. Haigh: That is the general theory of maintenance. Ms. Yukimura: Right. What is your maintenance budget? Is it this line item or scattered all over the place? Mr. Haigh: Well, we have R&M building, which are projects. We are also challenged by limited manpower to manager these projects. So, even if we got all the projects that we asked for, we would be in a challenge to produce them, to get them completed. This year we are looking at almost one million dollars ($1,000,000) of R&M - 04-01-2013 Public Works (aa) Page 47 projects and primarily that is stuff that is contracted out. Then, when you get further into the budget, you have R&M equipment and you have R&M materials, other supplies, and that is where our building materials, electrical materials, and plumbing materials are that assist us in doing the regular maintenance type projects when we get a work order, a door broken somewhere and then we go fix it. That is the small, everyday maintenance where our staff responds to work orders and maintain our buildings. That is a more immediate, small type of repairs. Ms. Yukimura: Right, that is ongoing repair? Mr. Haigh: Yes. You are always going to have that to some extent. Ms. Yukimura: But, there are the roof repairs that you did, that are more long-term and they are preventative maintenance. If you do it this year, this will cost so much and if you wait another five (5) or ten (10) years, it will cost a lot more. Mr. Haigh: Well, there is a risk. You never know exactly how things will deteriorate. But the longer you defer, the more risk you have, there will be additional damages caused by the deferral. Ms. Yukimura: And you do some kind of annual inspection or something that allows you to check on this or do you just do it as your janitors report that maybe we need to change the roof or something? Mr. Haigh: Well, we rely on our Maintenance Officer and Lead Supervisor to keep an eye on our buildings and identify which projects are critical. We also hear from the users. Ms. Yukimura: But do you not have a system? Mr. Haigh: We do, and then with the new computerized work order system, it is identifying preventative maintenance work that we plug into the system also. Ms. Yukimura: Well, what would be helpful to me, is for you to have a total R&M budget that shows your large preventative maintenance projects and some of them you do contract out and that job is for our contractors. Then your ongoing maintenance and I presume you do some more extended maintenance even in-house, too or not? Mr. Haigh: Well, I mean, our budget is setup that way. We have the R&M which are the projects. So, this is a large size... Ms. Yukimura: No, but I am talking about allocation of manpower as well, in the total picture that shows us how many people you need? How much money you need, how much is done by contractors, how much is going to be done in-house? Every year show us that and say if you fun at this level, you are at fifty percent (50%), if you fund at this level you are at one hundred percent (100%). That would be very useful and important budgetary information. Is that possible? 04-01-2013 Public Works (aa) Page 48 Mr. Haigh: That is possible, but then you have to have the manpower to put together that study and that is a challenge, too. Ms. Yukimura: Okay, but otherwise you are doing it ad hoc. Mr. Haigh: Well, we are doing it based on experience, years of experience. Our staff has twenty (20) years experience at the supervisor's level. We have been dealing with these buildings, we have been dealing with budgets, we have been dealing with Administrations, and there is a system of how it works. Yes, the system could get better. But we look at our staff and our management staff, the level of management staff who can do that sort of thing. You are looking at one (1) person in the maintenance side and that same person has to get all the contracts out, he has to manage that section. So, you are limited by your manpower. We try to be as efficient as we can and we definitely want to identify a project that need to be done and that is what we could do in the budget process. But to be able to do a detailed, thorough analysis of our maintenance system is beyond capabilities when we are trying to run the Division at the same time. Ms. Yukimura: I am hoping that we would have a goal of having such a system, just like we have asked for such a system on Roads and I am going to be asking a lot of questions that way. I am thinking this is part of succession planning as well. When you retire with all of that in your mind and you are experienced and I do not discount experience, we need experienced people. But we need a system so that when people leave, there is a structure there that can be turned over and is easier for the person coming in to succeed. Mr. Haigh: We are working towards that with our work order system because that system has the capability and we are starting to plug in the data that lets you know when the last roof was done, lets you know when the building was last painted and then you start scheduling. Our individual wastewater septic tank system, we schedule that within our work order system that when inspections are supposed to be done periodically. So, we are working toward that and we have a tool that is helping us to do a better job on that. Ms. Yukimura: You are going to have that system in place before you retire, Doug? Mr. Dill: Yes. Mr. Haigh: That system is in place, but in not fully populated. } Mr. Dill: We had the discussion along these lines within the last couple of months. We talked about developing our Asset Management System, that it is not being fully utilized and implemented rights now. As Doug mentioned, it is a big task. It is a big bite to take. But for the reasons that we are discussing right now, I think it is something that we need to because those things are happening now, not ad hoc. But obviously Doug and his staff prioritized the most important ones and minimize the ones where deferred maintenance will not cause a lot of problems down the road. But we need to formalize that and that is why we need to put in place an Asset Management System, utilize what is available to us now. 04-01-2013 Public Works (aa) Page 49 Ms. Yukimura: Well, I am so glad that you are talking about it and thank you for the terminology, which I was grasping for, an "Assessment Management System." I know that Ray McCormick, I think, had some of you at his workshop on asset management, there was an asset management workshop. I think a lot of concepts that applied to roads, road systems, apply also wherever you have assets. It would help us, as part of the budget decision makers, to have that kind of system and data in place. But more than that, I think it would help you folks not only in your work, but in the succession of people coming through your Departments and in training your new leaders, managers. So, that is great that you have started discussion and I would encourage you to include it as your overall goals. Even if it is a multi-year process of coming to get the system in place, maybe include that. Thank you. Mr. Rapozo: Thank you. Councilmember Nakamura. Ms. Nakamura: Just a follow-up on that point. It was just in Sunday's paper, they talked about the backlog of repairs at University of Hawai`i where because of deferred maintenance, they now have a half a billion dollars worth of repairs to get done. I think that is why, I think more so, we need to really look at having a Replacement Reserve Program for our buildings. What I am hearing is that everyone is overwhelmed with just the everyday work, that you may have some of the tools available. But I am kind of getting to the point where I am thinking that for an organization this large, not having an Asset Manager is something that we need to take a look at. If it can be accomplished with existing staff and do it right, that is fine. But if we do not, we really need to look at that as a very specific function that makes sure we are taking advantage of our technology that we have and either we get a consultant to do the Replacement Reserve Study or use our existing tools. I am just open to whatever option, but to get that function assigned to someone that is really going to take it on and focus on it. Mr. Tabata: To answer, I guess, the strategy of Replacement Reserves. That is insurance company technology or activity that most of all of the private entities have to create. It is harder for us with Annual Ordinances because you cannot put money away for reserve because you only encumber what you use the following year. So, if we are putting money away for the next thirty (30) years for something, I mean the mechanism has to be designed for government entities. That is a great idea. So, when you need it, it is there. However, I do not think the Annual Ordinance— I have not figured out how to do that yet. Ms. Nakamura: That is right, you are not putting it aside. But at least we would get a better handle on what is the range of improvements that are needed? I guess, you are making those decisions internally. But I guess is it would be good to know what is falling through the cracks Mr. Tabata: I guess we need to give the people more credit than I think what we are giving them now. They do a really detailed, concise data collection. Ms.Nakamura: Lyle, the only reason why I bring this up is because when you look at what is happening from 2010, 2011, and 2012, we went from one million seven hundred thousand dollars ($1,700,000) in repair & maintenance, down to one million eight hundred thousand dollars ($1,800,000), down to three hundred eighty-four thousand dollars ($384,000) in 2012. 04-01-2013 Public Works (aa) Page 50 Mr. Haigh: That was an accounting decision to shift maintenance projects to CIP projects that year. So, that is a false indicator there. Ms. Nakamura: It is sort of at the million dollar level that we maintain and we feel like we have enough staff to do. Mr. Rapozo: Thank you. Councilmember Yukimura. Ms. Yukimura: Yes. Mr. Rapozo: You have one (1) more question? I asked Wastewater to stay because I wanted to get to them before lunch. But if you folks are going to take much long, than I will let them go. Mr. Bynum: I am just going to take a minute. Ms. Yukimura: I just wanted to do a follow-up on what I think is an important issue. We are setting aside monies. We set aside monies for the landfill,for closure of the landfill. We have Reserve Funds in our housing projects, in Pa'anau and Kalepa, because we have to. I am sorry I do not know the exact mechanism. It might be just reauthorizing it every year. But they are Reserve Funds and the reserved to the project, they come from the projects. I am very proud of the fact that our projects, unlike State projects, are putting aside Reserve Replacement Funds so that we can ensure the sustainability of these very important rental projects. If our County facilities and buildings are important, I am guessing Finance could develop a system that would help us put aside those moneys. It would seem important to do so. If it is an insurance issue as well, I mean, in the risk management part of it and it is related to ensuring of our assets of well, there might be some things we should do. The way I am seeing it, and I certainly could be wrong, but the Asset Management in each Division would be, to me, the place to do Assessment Management rather than having a central County person. I mean Roads should be taking care of their assets, Buildings and Parks take care of their assets. I am not sure of what the best corporate organization is of it, we should have more discussion. I really appreciate Council Vice Chair's attention and focus to this idea of replacement reserves and an Asset Management. But what form it takes, I guess, we should really discuss. To the extent that you folks are talking about it and beginning to set up systems to do it, that is very important and I hope there will be ongoing dialogue. Thank you. Mr. Rapozo: Mr. Bynum. Mr. Bynum: When the Parks Department was originally created, the plan was to move maintenance into Park and then they came back the next year and said, "No, we are not going to do it yet." My assumption is that plan is no longer fruitful? We are going to keep the Division the way it is, is that correct? Mr. Dill: That is right. There are no plans like now, to break up that and move anything to Parks. We have discussed that continually, but right now we feel it is best to be left where it is and as Doug said, we are working closer with Parks to make sure that we are meeting their needs. Mr. Bynum: Well, that is the key, right? I followed this repair & maintenance and work order issue for more than ten (10) years and I want to acknowledge at one point the Building Division was the only Division in the County that 04-01-2013 Public Works (aa) Page 51 had any kind of systematic repair & maintenance tracking. I believe that is now the norm in the Departments and that leadership, I think, came from the Building Division to begin with. I hear you saying that you are increasing dialogue because what I hear from Parks folks is that it has been broken for ten (10) months. Did you put a work order in? "Well, no." Mr. Dill: We are looking to improve those things. Mr. Bynum: That needs to be really stayed on, that communication. I was glad to hear you say, without me asking, you said you are taking that initiative to make sure the communication was increased between them that. That is all for now. Mr. Rapozo: Thank you. Councilmember Nakamura. Ms. Nakamura: Thank you. Just a couple of comments and questions. On the ePlan review, when I was at the Hawai`i congress and Planning Officials meeting in October of last year on O`ahu, Ron Darville did a presentation and that is where I really learned a lot about what was behind this and the efforts to go to ePlan Review and that it was really—we are the first County in State doing this. Mr. Dill: Well, actually, City and County of Honolulu already fully implemented this. We are both working parallel and they jumped ahead and they are regretting it a little bit. They have had some issues. But it is kind of nice because both of us have different based computerized systems, but the ePlan Review, we are using the same software. So, we are able to work with them and learn from their process. Ms. Nakamura: I am very happy to hear that. I guess I wanted to ask just in terms of time savings, what is our goal here with ePlan Review? How much time do we want it to shave off your processing? Mr. Haigh: We are hoping thirty percent (30%) to fifty percent (50%). Ms. Nakamura: Also, the other question that I had, had to do with your goals and objectives. I feel like there should be very specific goals and objectives relating to the main County building offices and what is it do we want to achieve over this next year with respect to the assets that are most important to us and that is our personnel. We talked earlier about what we wanted to accomplish and the timetable, but I think we need to really articulate what is it, when will the changes in the office based master plan be carried out and when are we going to start checking off these? I know it is being done in phases. So, it would be good to have that articulated in this section. Mr. Haigh: Okay and that is a little bit of a challenge right now because the responsibilities have been split. So, that is a little bit of a challenge. Ms. Nakamura: Can you explain that? Mr. Haigh: Well, Engineering has been leading up the planning for the Pi`ikoi Building. 04-01-2013 Public Works (aa) Page 52 Mr. Dill: That is right. Engineering is the lead Division for the project right not so they own that project right now. Our plan is to update the master plan and part of updating the master plan will be to generate, I think what you are looking for, a timetable with phases, cost estimates as to how that plan will be implemented for the renovation of the Pi`ikoi Building. Right now, I am reluctant to put anything forward to you knowing that that plan is going to be generated with this coming work. Ms. Nakamura: If that is the case, then the objective should be when will that plan be completed by and then that will set the stage for the implementation. Mr. Rapozo: Thank you. I just have one (1) question and it is Hanama`ulu Beach Park, the old pavilion, is that you or Parks? Mr. Haigh: Parks is taking the lead. We are assisting them. Mr. Rapozo: Any update on that? Mr. Haigh: We are trying to move forward with demolition. We have a demolition permit being processed. I am not sure on exactly what is happening with the Planning Department and their potential issues there. Mr. Rapozo: The plan is to demolish and rebuild? Mr. Haigh: That is correct. We are hoping that we will be able to do it as part of the bike/pedestrian path project because it is included in the environment documents and then we could use Federal matching funds to help build it. Mr. Rapozo: We should not expect anything soon? Mr. Haigh: I would defer to Parks. They may want to take a more aggressive. Mr. Rapozo: I will ask Parks. Many years ago the funding for the renovation or restoration or whatever it was of the pavilion and the community has been asking for a long time. But we will ask Parks when they get here? Any more questions? If not, thank you, Doug. Mr. Haigh: You are welcome. Mr. Rapozo: I appreciate it. It is 12:15, Wastewater. Questions? Mr. Bynum: Can I just, really briefly? Mr. Rapozo: Question? Mr. Bynum: Yes. Mr. Rapozo: Doug. 04-01-2013 Public Works (aa) Page 53 Mr. Bynum: I am sorry. Thank you very much for the actuals in here, but building R&M 1.7, down to 1.1, last year expenditure three hundred eighty-four thousand dollars ($384,000). This year's budget, nine hundred seventy-three thousand dollars ($973,000). Does that reflect us getting back on track at the level we need to? I mean, as an increase this year, right, building R&M? Mr. Haigh: That is correct. Mr. Bynum: Then you do not have to answer this now, but as a follow-up. During decision making last year, Council voted to add back some R&M related to repair of the Police Station roof and I would like an update on the project. I do not mean right now. Mr. Rapozo: We will send it over in writing. Mr. Haigh: Part of what happened in last year's budget is we were still working on the projects that had not shifted to the CIP Budget. So, that is one (1) of the reasons why last years' budget was a little bit lower because we still had these funds in the CIP budget that we had not utilized. Mr. Bynum: Because we had the same issue where occasionally we were putting R&M projects in CIP and we are not doing that any longer? Mr. Haigh: That is correct, yes. Mr. Bynum: Thank you. Mr. Rapozo: Thank you. I will be sending over a question to provide a breakdown to the best of your ability for R&M projects going forward for the next fiscal year, as best that you folks can put together. I would agree that there has to be some standard of R&M, even if we do not have an Asset Management System in place right now, a computerized version. But there has to be some sort of justification, there has to be some projects that we know we are doing R&M on. I would like to see some breakdown of what we expect to use going forward as well as they did deferred maintenance projects as well. We will send that over as well in writing. Mr. Tschupp, Wastewater, you get us before lunch. EDWARD TSCHUPP, P.E., Chief of Wastewater: I think the kind of big picture approach is a good way to go to kind of highlight on the goals and objectives. Our employees, employee development, staff development, facilities, facilities maintenance, we are a maintenance organization. We are coming off of some CIP as has been discussed here today. Our Waimea Wastewater Treatment Plant Project is nearing completion, will be completed this fiscal year. We just completed a couple of other smaller projects, replacement of the emergency generators, and a renovation of our laboratory facilities. We have those kinds of things, we have been trying to leverage Federal Funds, which have been very helpful. We have also got a pretty good network of funding availability called the State Revolving Fund (SRF) Program, State Revolving Fund Program, Federal monies administered by the Health Department that are dedicated to our CIP needs. But this is primarily at this point, I think, more about the Operational Budget and in the current budget request, we are trying to tow the financial line and maintain the systems in the same kind of not going forward and increasing budgets particularly. At the same time, we have through our scheduled rate increases, increased the revenues that the customers are 04-01-2013 Public Works (aa) Page 54 paying into the system, reducing our dependence upon general fund transfers. Just as with any other maintenance related organization, we have the challenges of aging infrastructure. We serve a relatively small customer base compared to something like City and County of Honolulu and yet operation and maintenance of wastewater plant is inherently an expensive proposition. So, that small customer base is carrying relatively high costs and limited funding, small customer base, but still it costs money to run a wastewater plant. We have tried to achieve a balance in our Operating Budget for the upcoming year. I guess I do not have any other general questions. Those are sort of our goals and objectives. Larry was just pointing out the improvements and upcoming initiatives section of the budgetary write up. We basically have completed three (3) CIP projects this year. The Waimea WWTP (Wastewater Treatment Plant) Expansion, the Lihu`e Laboratory, and `Ele`ele Generator replacement project. We have got a couple more in the pipeline. One of them has already been bid and contracted, that is the Wailua WWTP Process and Electrical Improvements. We are cued up and ready to go out to bid for a similar set of improvements at `Ele`ele. The island-wide SCADA (Supervisory Control and Data Acquisition Systems) system, we are reviewing contractor proposals right now. Coco Palms Pump Station Odor Controls, we have proceeded with the design and we are working with the vendor to tie down the contract provisions for the direct purchase of the equipment. We did get the R-1 distribution System Grant for the Waimea R-1 Distribution System, understanding however, that there is some risk with the sequester on a Federal level that some of those kind of grant funds could be pulled back. But we are proceeding with hiring the design consultant for that project. On the upcoming initiatives, one of the big things is that we are looking, always at our employees' safety and our safe practices. We have a great deal of need on an ongoing basis, which is reflected in our budget with budget allocation for ongoing training. That is actually a licensed maintenance requirement for our operators. We are looking very seriously at our energy footprint and I cannot jump the gun too much, other than to say that Mr. Dill was on the mats last week in my absence, haggling with the consultant that we are very close to, hopefully, executing an agreement for implementing the energy audit recommendations. We also have recognized the need to try to divert our Bio-solids from the land still landfill and we will be working on that into next year. Mr. Rapozo: Thank you. Councilmember Kagawa, had a question and then followed by Councilmember Nakamura. Mr. Kagawa: Thank you, Mr. Chair. Just a question regarding Kalapaki Bay. It is kind of disturbing to me that periodically, I would say twice a year or so, we announce that there is a sewage spill in that area. I am just wondering, in this year, we included any moneys to try and eliminate that from happening. Mr. Tschupp: It is actually much less frequent type of an occurrence than I think you may be thinking of. We did have an incident in May of last year that led to posting signs, "Sewage Spill." On average, we do not experience more than a couple sewage spills system-wide from Waimea all the way up to Wailua at any one of our four (4) systems. More than two (2) or three (3) in a year is very unusual and a lot of those are small. We have an intense rainstorm and we have a manhole overflowing somewhere. The Kalapaki prior to last year's incident, we had not had an incident for many, many years, I think in early 2000's there was a prior one that was significant enough to close Kalapaki Bay. 04-01-2013 Public Works (aa) Page 55 Mr. Kagawa: Well, just memory may serve me wrong. But I just recall more than one (1) happening. But anyway, what is the reason for that happening ,basically? Mr. Tschupp: Well, Kalapaki — with that being the focus, that actually would end up being a pretty big occurrence that would reflect an operational breakdown of some kind. The most recent occurrence, which was May of last year, was at the plant, our plants are not manned twenty-four (24) hours. We work one (1) shift a day, seven (7) days a week. So, that one was a situation where we had an upset condition, a power outage, a partial power outage at the plant that shut things town and at the same time we also did not get a call out through our SCADA system. So, that was a rather unusual set of circumstance. The much more common—and we issued a press release because it is part of the spill protocol if we have a manhole overflow and that would one thousand (1,000) gallons of sewage, perhaps. Mr. Kagawa: Thank you. Ms. Nakamura: Thank you. Thank you, Ed. I wanted to ask you, in your initiatives here, looking on page 4 of the Department's Report, fund a new position for the Waimea Wastewater Treatment as the plant upgrade nears completion in order to meet the operational standards as required by State DOH. Is that position in the budget? Mr. Tschupp: It is not at present. I think there is — we are going to be one (1) Assistant Operator short when the plant is finally classified as the grade 4 plant that it will be. But there is a time lag between when the project is complete, construction complete, and it cycles through the Health Department's process of reclassifying the plant. Our present staffing at Waimea is two (2) Operators and two (2) Assistant Operators. My expectation is that we will come out with the Operation & Maintenance (O&M) Manual recommendations for the upgraded plant to be a staff level of five (5) instead of four (4). Ms. Nakamura: What happens if we do not fund this position? Mr. Tschupp: Well, immediately probably nothing. But I am thinking that it probably will be pretty much essential by next year, by 2015. That by then, all the paperwork will be in that says the staff level needs to be at five (5). Ms. Nakamura: So by June, 2014, there is no need for this position? Mr. Tschupp: It may come a little ahead of that, which is why we were thinking about putting that in. But it did not survive into the actual budget document that you have. Ms. Nakamura: About when would you need that position? Mr. Tschupp: I am sorry? Ms. Nakamura: About when do you think you next year, where you might need this position? I am thinking that you need this to be certified? Mr. Tschupp: Right. 04-01-2013 Public Works (aa) Page 56 Ms. Nakamura: Is it a standard? Mr. Tschupp: No, it shows up more in the Operation and Maintenance Annual Inspection Report that the Health Department does every year. It would show up next as more of a deficiency, that we did not implement the O&M Manual requirements. It is a little hair splitting. Ms. Nakamura: Well, no, I am just wondering. If you had the position in the second quarter, I mean, March of next year? Mr. Tschupp: We would dearly love to have the position as soon as we could get it. We would take every measure to proceed to fill it as quickly as we could. Ms. Nakamura: If you get a deficiency, is there a consequence? Mr. Tschupp: Yes, the Health Department classifies the operations as "unacceptable," conditionally acceptable. They sort of have acceptable, conditionally acceptable, or unacceptable. We would really rather not find ourselves being classified as you been unacceptable. I think long-term, if you are a flagrant constant offender, that the powers of the State would probably be able to come in and financially penalize the County. Mr. Dill: Councilmember Nakamura, if I can add to that a little. As Ed says, they would not be any consequence — the first consequence would be when the State does their— that there is supposed to be annual Operation & Maintenance inspections and they would see if our staffing was in compliance with the Operation & Maintenance Manual that was generated in conjunction with this upgrade still being completed at the plant. We felt that it would not be until later in this year at the earliest, I am sorry, later in Fiscal Year 2014 at the earliest, that that might happen. I think it is reasonable to anticipate that when we get those inspection reports from them, we respond point by point to those with our Action Plan. Our Action Plan response would be that we would be to budget and hire that in the following fiscal year which I think is a perfectly acceptable response to the Department of Health, that they would be willing to accept. So, to me, that would be the worst case scenario, would be that we would tell them we recognize that, we will budget that next fiscal year, and we will get that taken care of. Ms. Nakamura: There are some increases in your budget for this year. One (1) of them has to do with collective bargaining and I thought one (1) of the assumptions that we made at the very start is that there were no provisions for increases at this time. I just wanted to clarify that. Mr. Dill: That is not speaking to wages or salaries. That is speaking to the requirements for us to provide certain personally protective equipment, for instance, to all the employees according to the Collective Bargaining Agreement. Mr. Tschupp: Eye wear, boots, and so on, safety equipment. Ms. Nakamura: Thank you. Mr. Dill: I had the exact same question when I first saw that. 04-01-2013 Public Works (aa) Page 57 Mr. Rapozo: Thank you. Mr. Chair, hang on just real quick. Earlier you said that all of the Collective Bargaining safety equipment Funds came out of Administration budget. Mr. Dill: The general funded ones. This is Sewer Funds. Mr. Rapozo: So, separate. This one, you maintain our own expenses? Mr. Tschupp: Right and that is a difference that you will see probably in this account because it is the!Sewer Fund, that there are things that are accounted for within the utility operation that might otherwise be more in the General Fund kind of category. Mr. Rapozo: Mr. Chair. Chair Furfaro: Thank you, Mr. Rapozo. So, clarify this for me. I would have much preferred to hear your rationale on the staffing needs for the Wastewater Plant in Waimea as being a directive you are waiting for from the Health Department. Is that how I should interpret it? I am serious, because you just said "it did not make the cut." Did you have the position in or not? Mr. Dill: It was part of the discussion because we are aware that we will eventually have to have another employee there at the plant. Chair Furfaro: Okay. I want to make sure that I understand what I am hearing, and because you do not have it in this particular budget, you are willing to let the Health Department comment on a deficiency rather than have it in the budget for the third or fourth quarter of next year. Mr. Dill: That is the possibility, yes. Chair Furfaro: That is your strategy? Mr. Dill: Yes. Chair Furfaro: I want to make sure, that is your strategy. Thank you Mr. Rapozo. Mr. Rapozo: Thank you. Council member Yukimura. Mr. Chair, is it okay if we go to 1:00. Chair Furfaro: That is fine. I have a 12:30 meeting. I am sorry. Mr. Rapozo: No problem. Chair Furfaro: Some of you are aware what I am discussing out of the meeting. But I will leave it with you and you take it where you want to take it. Mr. Rapozo: I do want to wrap up Wastewater. So, let us try to wrap up no later than 1:00 and the we will come back and hit the afternoon calendar from 1:45. 04-01-2013 Public Works (aa) Page 58 Ms. Yukimura: The SCADA system which is, I learned, thank you, Larry, Supervisory Control and Data Acquisition. There is four million seven hundred thousand dollars ($4,700,000) CIP item in the, is this the bond fund? Mr. Tschupp: Yes, bond fund. Ms. Yukimura: Is that paid back by the sewer users or is it paid by all the people of the island? Mr. Tschupp: As a bond funded initiative presently, the utility, the Wastewater Division, Sewer Fund does the debt service on the SRF funded projects. We have not had a discussion about adhering this particular bond funded project to have it is funding repaid by only the sewer utility, at present. There may be something that... Ms. Yukimura: You talked about, like the Golf` Course, like sewers, like Solid Waste which are fee based systems, you talk about trying to make it more self-sufficient. If it is not paid back by the Sewer Fund itself, then it means that it is a subsidy and should be shown as a subsidy. I guess, the same question that we asked Buildings in terms of asset reserves, I think you do have a reserve, I saw in your budget. I do not know if it is used for as a replacement reserve or as an operating reserve. Mr. Tschupp: No, that is more of an operating reserve. That is in the event of a major — like we lose some kind of pump station or something like that, then we have got a pretty rapid mechanism to respond. Ms. Yukimura: Okay. Mr. Tschupp: But it is not a replacement reserve in the sense that the discussion has been this morning. Ms. Yukimura: I do not know what a life of a sewer treatment plant is. But I bet we are nearing it with our Wailua Plant or we have exceeded it and we are beginning to address that, I take it. But is the life so long that we do not think about how we are going to replace it when we come to the end of the life of a sewer treatment plant? Mr. Tschupp: I have to relay back to when I was at Water Department and we were looking at possibly setting up a replacement reserve account for some of the assets that the Water Department had. At that time, and what I am about to say is that I do not have enough information to know all of the details. But I was made aware at that time that there are limitations on how government can handle, by law, some of those kinds of replacement accounts. Fund acquisition for replacements may be problematic under Hawai`i Statutes. Rather the approach that we have been using, I think, just as a general County position and certainly within Wastewater, is to identify the seeming deficiencies as they come up and try to proactively take care of them. Any public facility that is now forty (40), fifty (50), sixty (60), however many years old is undergoing a constant sort of infusion of repair/replacement, new capital expenditure type of activities. It is not like a car, that you go buy a car and at the end of its life you turn in the car. Now you have got concrete that has some finite life and you have steel that has other and you have machines. The life expectancy of the fundamentally equipment tends to be more like fifteen (15) years, but the concrete could be a lot longer than fifty (50). 04-01-2013 Public Works (aa) Page 59 Ms. Yukimura: I am just thinking that actually, the bond process is a way of taking out a loan and then people, over the time of the life of that, paying back. There is still the distinction of user versus overall County taxpayer that we need to think about philosophically. Mr. Tschupp: True, and philosophically one (1) of those considerations in that discussion is to the extent to which the Operation and Maintenance of a sewer system is a County-wide benefit. I would make the case there are County-wide benefit to be derived above and beyond those of the immediate user or customers in the system. Ms. Yukimura: Thank you. On your R-1 Distribution Grant, you said you have hired a Design Consultant. What is the scope of work for that? Mr. Tschupp: We are in the process of hiring Design Consultant and going through professional services procurement processes. Ms. Yukimura: So, once you hire, then you would hammer out a scope? Mr. Tschupp: Right. We are in the scoping discussion, right now, with the consultant that we have tentatively selected. Ms. Yukimura: At the last budget discussions a year ago, we discussed how R-1 systems are a C-Change or it is a real new aspect of sewage treatment or wastewater management and that there are many policy issues that have to be addressed. Who owns the water? Who charges what? How do you charge rates? Is this Design Consultant going to be addressing those issues and if not, who? Mr. Tschupp Included in the scope is a discussion or a kind of assessment, if you will, of what the utility, the wastewater , the R-1 distribution company utility, what that management structure should be. So, we are trying to put that in at the front end to be able to benefit from the best practices. Ms. Yukimura: This Design Consultant, has expertise in best practices of R-1 systems? Mr. Tschupp: We looked very carefully in the—I mean we ended up with a stack of documents this big from various consultants and we have gone through the screening process and have settled in on who we believe is the most qualified. They made their representations about their knowledge and experience. We are in a position to confirm some of that. I would like to say yes. Ms. Yukimura: You are looking for an expert in best practices in R-1 systems and you are checking their representations to confirm that? Mr. Tschupp: Yes. Ms. Yukimura: Then lastly, you are showing in your fiscal year budget "other services" of seven hundred percent (700%) increase, you are going from one thousand dollars ($1,000) to ten thousand dollars ($10,000) and I just wondered what is behind that and in Fiscal Year 2013, you had eighteen thousand dollars($18,000) there. MOE 04-01-2013 Public Works (aa) Page 60 Mr. Tschupp: Right. That was a budgetary provision made for part of our billing system and it is not something that we have made any changes in the past. Actually that eighteen thousand dollars ($18,000) had been there for a while and we did some small expenditures in prior years, but that all ties to automating some of our billing processes. Although it was not identified specifically as that. It was "Other Services," which is not very illuminating as to a title. Ms. Yukimura: You have abandoned the idea of doing billing with Water Department? Mr. Tschupp: We have not abandoned that. I think that for quite a while, the Water Department was trying to sort out their changes to their billing system and they were not in a position to really take on the challenge of trying to integrate our billing system into theirs. I think it is a possible best solution, but not necessarily the best solution. There may be better systems. We really need to have further discussion with the Water Department, which I think we can do at this time now that they have actually gotten their system up and running. Ms. Yukimura: Is that one (1) of your goals for the year? Mr. Tschupp: I do not think we illuminated that as a specific goal. Ms. Yukimura: Is it or is it not a goal? Mr. Tschupp: The thing that I would like to say that we have accomplished over this last year is that we have managed to close the billing gap between when the services are rendered versus when they are billed. We had a significant gap in the amount of times a month between the service period and when we billed for them. We have accomplished closing that gap by sending out extra billings to the customers that were affected. I think that was the main thing that showed up as an audit concern, although the Auditors say in their suggestion about how to solve it. They said, "Go hook up with the Water Department and combine your billing." I think that they probably were focusing on a solution that maybe was not necessarily the best solution. I am not in a rush to solve a problem that no longer exists because we solved it this year. Ms. Yukimura: Okay. But I think when we looked at it, there could be cost savings in terms of using the same system so that seemed to be something to look at in a system that you are trying to save costs. Mr. Tschupp: I would agree that is worthy of looking at. Ms. Yukimura: Water has recently gone to a monthly billing system too. So, even their lag time has changed significantly. Mr. Tschupp: Right. Ms. Yukimura: Okay. Anyway, that is not one (1) of your goals for this year? Mr. Tschupp: It is not one (1) of my major attempts to try to resolve something. 1 04-01-2013 Public Works (aa) Page 61 Ms. Yukimura: But we will see it sometime in future? Mr. Rapozo: Just say yes. Mr. Tschupp: Yes. Mr. Rapozo: Otherwise we will be here until dinner. Ms. Yukimura: No, do not just say yes. Thank you. Ms. Nakamura: Only if you mean it. Mr. Rapozo: Okay, Mr. Bynum. You remember your question, Mr. Bynum? Mr. Bynum: Yes, because I do not have many. Thank you for the presentation. I want to specifically get an answer about one (1) of the things that you wrote in here that you are working on. The odor mitigation in and around Wailua Houselots. What is the progress of that and the most important question, does it include the manholes near Kinipopo? If not, why not and what are we going to do about that because it is a half a project? If it does not include that, a manhole right in the middle of the business district that the people have been very, very, very patient about. Mr. Tschupp: Thank you. I will tackle this in sort of two (2) different ways. One (1) is the first step, the thing that we have been engaged on mostly is over at the pump station across the street. On that, we have identified the equipment. We p p � have gotten the vendor's proposal. We have gotten the approval of the Finance Director to proceed with a direct purchase. We are pretty close to inking a contract with that vendor to fabricate and ship the equipment. Meanwhile, we have also proceeded with our consultants' schematic plans for the site work needed to mount that equipment at the pump station. I am reporting some progress on all of that, not as quickly as I would have liked it to be at this stage. The vendor's, the supplier's terms and conditions have been a little bit tricky and we have had some legal discussion between our Attorneys and the supplier's standard Terms and Conditions of Sale. With respect to the Kinipopo side, I agree that that is — we have collected a lot more data now. We know the magnitude of odor and the sources and causes of odor over at the Kinipopo manhole side and we have also, I think, there is a couple of different approaches that may be a more cost effective, localized solution to that localized problem right there that may or may not be exactly the same solutions we are doing at the pump station. Mr. Bynum: Well, Ed, as you know, this is not a new topic for you and I to discuss and six (6) years ago we talked about carbon baskets and other things you could do in the hole, which you did and it did not mitigate the problem. The business owners there are great. They are dealing with construction that over the last six (6) months, have lost some parking and they are okay with that, brought by and large the ones I am talking to. But that odor thing, I get my haircut there, I visit the bakery. When you go up to that bakery and you are competing with fresh baked goods and the smell of sewage, it is not very conducive to the bakery operation, I do not think. This is like a seven (7) or eight (8) year issue that I have not heard an answer to and I am not hearing a commitment to do anything about it now. If you are just going to put carbon baskets or whatever you tried in past that failed. Then there was this experimental program that put the bugs in the system sooner so some of the treatment was occurring in the sewer lines. I 04-01-2013 Public Works (aa) Page 62 do not know what happened with that, but I have been patiently, along with the business owners, trying to get a commitment from the County to address this issue. The first question I want to ask is did anybody go talk to the owner of Kinipopo because you said you may need some place to put the mechanism. Has anybody approached the owner? Ms. Tschuppp: We have not had that discussion with the property owner. Mr. Bynum: Because if I approached the owner, that would be inappropriate, right? I would be crossing the boundaries if this was identified as a goal of the Administration? You know what I am saying? It is so tempting to call up the landlord and say, "You have the space over here, would you be willing?" But I am not going to do that because that would be inappropriate right, would you agree? Mr. Tschupp: I am not sure. Mr. Bynum: I am just not hearing an acceptable answer about when this long, multiple year problems is going to be addressed. Driving out of the Houselots, it is a real bummer to smell the sewage treatment there. But when you go to do business at these retail stores, to me, it is even worse. Mr. Tschupp: Well, I do appreciate the frustration of both yourself and the community. The budgetary allocation to work on the problem actually came with last year's CIP Budget. Mr. Bynum: When we had a briefing here, it was like we wanted to include Kinipopo and we will find out what our options are. I am not hearing anything new from that discussion seven (7) months ago, right? I hate to bug you about one (1) issue, but I at think it is an important issue for the business community there. Mr. Tschupp: I can say that we have learned more about systems and what can be done. We have not settled in on a solution for Kinipopo at this point. Mr. Bynum: What would you recommend to keep that as something we are actually going to move on and we are not here in five (5) years from now, when I will not be here saying, "Well, we have identified this problem." i Mr. Tschupp: Suggestion is to keep up with the soft pressure that you are applying in meetings such as this. Mr. Bynum: Okay. Well, that has not always worked out and we will see during the budget things, there are things that I have been putting soft pressure on for five (5) years that are now set back six (6) more years. A bigger question is, I see one (1) project in our six-year CIP that would expand the customer base in Hanapepe, that we have a plan to put sewer lines in. I assume those homes currently have septic systems, is that correct? Mr. Tschupp: I am not sure what project that is. Mr. Rapozo: Is that a CIP? 04-01-2013 Public Works (aa) Page 63 Mr. Bynum: It is in the six-year CIP. Mr. Rapozo: We will get to that, Mr. Bynum with CIP. Mr. Bynum: It is the Wastewater. Okay, then. Mr. Rapozo: Unless you can answer that now. Mr. Bynum: Let me reframe the question then. Do we have any plan in the future to expand the customer base and to bring more neighborhoods into wastewater treatment? Mr. Tschupp: Yes. That shows up in two (2) ways. One (1) is with community growth and development by a subdivider and that is where we, the County, can say, "We have the capacity at the plant, build the lines, connect in." There is all kinds of structural things that make that desirable so that with a new subdivision going in on say Hanamd'ulu triangle or with some of the Grove Farm properties in Lihu`e, those are all predicated upon connecting to the existing wastewater system. The other approach is a lot harder because it involves going into areas that are not currently sewered and it involves a commitment to go forward with Capital Improvement Project, to lay the lines and connect those people. As part of the Strategic Master Plan, I think that the next step for the utility will be to start looking at here is a street that is a good candidate to do that kind of connection and some of those kinds of projects have been done in the past. A lot of the sewer system expansions in Lihu`e occurred that way. But we have been focusing more recently, on some of the plant improvement work and we are kind of coming to that point... Mr. Bynum: I do not mean to cut you off but for the sake of time I get the answer. But I am thinking of neighborhoods like the Houselots. We are talking about a sewer main that drives right by the Houselots, but the Houselots is not sewered. It gets into this bigger issue of who is footing the bill for waste management? I think that may have been JoAnn's question. It was like, when we use bond funding, all the taxpayers pay for that, right? But you could argue it only benefits those hooked up to the sewer. The flipside is, those of us on septic systems are not paying sewer bills every week, right? I believe, and I think that was your point if I understood it correctly, is we are all responsible as citizens of this island to deal with the waste management in a way that is environmentally pono. Are we going to get the point that we do not allow new construction to put in new septic system, but new construction always — and are we ever going to retrofit those? Mr. Rapozo: We will send that over in writing because we are running out of time. I think Mr. Bynum's question about retrofitting neighborhoods is not reflected in this budget anywhere, right? Mr. Tschupp: That is correct. Mr. Bynum: I will just close with this. Mr. Rapozo: Go ahead. Mr. Bynum: Hanapepe's sewer system installation, two (2) sewer collection of un-sewered areas of Hanapepe. It is in the six-year CIP plan for design in Fiscal Year 2015 and construction in Fiscal Year 2017. That is the first thing since I 04-01-2013 Public Works (aa) Page 64 have been in the County where I have seen a retrofit to sewer in existing neighborhoods. Thank you. Mr. Rapozo: Thank you very much. I just have two (2) real quick questions and we will break for lunch. It pertains to page 4 on the budget, R&M building, R&M equipment. R&M building, this year, you are almost up to $200,000 and Mayor's budget is sixty-five thousand dollars ($65,000). R&M equipment, we are not done with the fiscal year yet nine hundred fifty-three thousand dollars ($953,000) expenditures to date versus a budget request of five hundred thirty-eight thousand dollars ($538,000). My question as far as R&M equipment, it says replace parts required to repair and maintain numerous mechanical and electrical equipment at pump station and Wastewater Treatment Plant. Due to the age of the equipment, breakdowns are occurring at increased frequency. Have those equipments been replaced? Mr. Tschupp:c pp: What we have done with the R&M equipment over the years has been to try to —based on experience and the operator's knowledge of age and condition, to identify pro-actively, it is time to replace this pump. We have done a fair amount of that. This year, we have actually scaled back on that in a deferred maintenance kind of approach to try to reign in budgetary and be fiscally responsible. Mr. Rapozo: Well, I just want to make sure there is enough budget for the R&M for sewer. I am looking at — it is a substantial reduction on both buildings and equipment. Mr. Tschupp: Yes. Mr. Rapozo: You are comfortable with that? Mr. Tschupp: I think that we have tightened things up to the point where we are at the point where it would be hard to tighten it any more. Mr. Rapozo: Okay. Last year, the budget was five hundred twenty-six thousand dollars ($526,000) and up until now, I mean the adjusted budget was one million two hundred thousand dollars ($1,200,000) and so far you have almost reached that. I just want to make sure you are comfortable with that substantial cut because we are not going to have the ability to go find money this year like we usually have. Mr.Tschupp: I must say I am somewhat nervous about this year's fiscal budget. Mr. Rapozo: I am nervous, too because we approved the Money Bills that come through and we approved the emergency repairs for your Department. I want to make sure that we are not cutting so much into areas that affect public health and safety. I will be sending over a question to you what you would feel comfortable with. I know that it puts you in a tough spot politically, but it is what it is and we need to know the real numbers because I do not want to fudge these numbers. I want to know what it is going to cost to maintain your system. So, that will come over in writing, I do not expect a response right not. It is 1:00, we will break for lunch. Please be back at 1:45 so we can continue. Just for the Councilmembers, when we come back, if the Chair is not here and if I am still here, we are going to do it differently. We are going to go around the table and each Councilmember will have one (1) question so each everyone will have an opportunity to ask. So, recess until 1:45. 04-01-2013 Public Works (aa) Page 65 There being no objections, the Committee recessed at 1:03 p.m. There being no objections, the Committee reconvened at 1:47 p.m., and proceeded as follows: Mr. Rapozo: The budget meeting will come back to order. Next up is Automotive. Unless Wastewater wants to stay, I would leave. Any questions of Mr. Dill while we are waiting for Automotive? Chair Furfaro: I do, Mr. Rapozo. Mr. Rapozo: Sure. Chair Furfaro: As we go into Automotive, I would like to know — it seems that last year when visiting the shop, we seemed to be having some difficulties with the trucks associated with our automation for pickup and I do not know if we ever heard how that was going to be resolved or is resolved? Was there a time and exposure issue that the trucks were delivered earlier than we began using them? Was there a manufacturer's briefing that had to be done with our teams that were on the road? What would you be able to share with us regarding the mechanical issues with the automated trucks and is that issue from last year resolved? Mr. Dill: I not sure exactly what the issue is. I am aware though, that in our initial order of automated trucks for automated refuse collection, that the trucks arrived some period of time before we were able to put them on the road. I believe we had not concluded negotiations with the Union in order to implement the automated collection. So, the trucks did sit for a period of time and during that period of time, I believe rats got into the hydraulics and did some damage to the vehicles. Chair Furfaro: You mean like they ate the hydraulic hoses? Mr. Dill: Do you not have any more detail on that? Mr. Tabata: Hydraulics and electrical wiring. They nested in areas where we could not get to without removing major panels. They nested and gnawed away mostly at the wiring. We were getting intermittent shorts and we are still dealing with some of that, but most of that is behind us now. Chair Furfaro: Okay. Mr. Tabata: And since we have one hundred percent (100%) redundancy at this time, we have been able to turn over the vehicles back out and get them back on the road. Chair Furfaro: Was it necessary for us to contact the State's Vector Control to treat any nests or anything by the base yard? Mr. Tabata: No, we just moved the vehicles from where they originally where. We did not know they would be invaded, so to speak, and so now we ensure we park the vehicles in areas more away from possible threat. 04-01-2013 Public Works (aa) Page 66 Mr. Dill: But we did address some Vector Control issues at the same time when we knew of that. Chair Furfaro: Are Y ou satisfied? Mr. Dill: Yes. Chair Furfaro: And the problem has not been reoccurring? Mr. Dill: Correct. I will say that automated collection is still relatively new for us. So, to some degree we are still getting to know these trucks. We have been having discussions about — we are finding out that when you have a double axel vehicle we get a lot more tire wear than we do for a single axle vehicle. So, having discussions about should we be ordering trucks with single axle versus double axel? When you order the bigger trucks, of course, they get much lower miles per gallon. So, we are looking at should we get a twenty-eight (28) yard truck with a double axel or should we get a twenty-two (22) yard truck with a single axle, that gets better mileage but has to make more trips to the transfer station to unload. So, we are looking at all of those things with these trucks as we learn more about them. Chair Furfaro: You are lookin g at all of those variables and at the end, how many trucks will we have, Larry? Mr. Dill: At the end, we are looking to complete automation and actually you do not see it in the March submittal, but you will see in the May submittal. We currently have six (6) full sized automated trucks, and as Lyle mentioned that is three (3) on the road and three (3) backups. I think we were a little conservative in doing that, partially because it was a new thing for us so we may have been conservative in our estimate for have a one-to-one backup. What we are looking to do now is complete automation where we will have six (6) trucks on the road and we are probably going to go with a fifty percent (50%) backup. So, one (1) truck backup for every two (2) on the road. Chair Furfaro: Just in closing because I will let Mr. Rapozo, as the Vice Chair of the Committee of the Whole continue because I am dealing with some phone calls and appointments on some other items. I have had three (3) questions today and you know that every question that you have responded to me, this is the common theme, "It is not reflected in this budget, but will be part of our May 15th submittal." I thought on all of my instructions to the Administration, we were going to try to put as much upfront in this budget so that we can look at everything as a whole. Mr. Dill: Well, I think this is the first time I have said that. I know we talked about the Wastewater Treatment Plant Operator, that would be actually we are looking at Fiscal Year 2015 budget, not the May submittal for Fiscal Year 2014. I am sorry, I do not recall the first item that we discussed that you are referring to. Chair Furfaro: Well, I will share it on my notes. Mr. Dill: Okay. 04-01-2013 Public Works (aa) Page 67 Chair Furfaro: My point was with the Wastewater Operator is, you should have gave us the answer the first time where it is not necessary right now. The way you gave it to me, it was removed. It was removed is how your response was. Mr. Dill: Okay, well I might have characterized it better than for clarity. Chair Furfaro: Well, I hope I am the only one who has questions that is saying, "You will see the corrected answer in the May 15th submittal." I thought we were going to really put as much needs assessment in this first round. Mr. Dill: I will say for Public Works, the inclusion of the automated trucks is the only item, I would say, that we are contemplating at the moment that would be different between those two (2) submittals. Chair Furfaro: I might hold you to that, Larry. Mr. Dill: That I am currently contemplating. Chair Furfaro: You are contemplating the only two (2) you have. Thank you, Mr. Rapozo. Mr. Rapozo: Thank you, Mr. Chair. Councilmember Yukimura, did you have a question? Ms. Yukimura: Yes, I did actually. In terms of storage of our trucks to prevent that kind of damage from happening again, we have paid attention to it. Though I suppose if a rat tried to make a nest again, they would be killed the next day and part of it was because of extended lack of use or something like that, that the problem was caused by? Mr. Dill: Yes. Ms. Yukimura: But in the same way that we are having to think about the base yard for buses and storage of buses, the issue of the storage of those trucks is addressed? Mr. Dill: Yes. Ms. Yukimura: And they will be where, at the base yards? Mr. Dill: I do not know where the trucks were stored. Mr. Tabata: They are stored at the two (2) base yards right now that we have implemented, automated. Ms. Yukimura: We do not have six (6) yet or we will? Mr. Dill: No, we currently have six (6). Ms. Yukimura: We are at the complete level? 04-01-2013 Public Works (aa) Page 68 Mr. Dill: No. We are currently approximately half automated island-wide and so we have three (3) on the road with three (3) as backups in order to accomplish that. When we get to complete island-wide automation, we would need to have six (6) on the road, but instead of having six (6) backups, we plan on three backups. So, one (1) backup for every two (2) on the road. Ms. Yukimura: Thank you. Mr. Rapozo: Any more questions? Mr. Kagawa. Mr. Kagawa: We can just maybe let Dwayne do his presentation. Mr. Rapozo: We have a tape change coming up in a couple of minutes. Let us take a very short recess for tape change. There being no objections, the Committee recessed at 1:56 p.m. There being no objections, the Committee reconvened at 2:00 p.m., and proceeded as follows: Mr. Rapozo: Budget session is called back to order. Mr. Kagawa had a question, Larry before we get into Automotive. Mr. Kagawa: I do not know if Dwayne wanted to do a summary or are we just going into questions? Mr. Rapozo: Is your question pertaining to the Automotive? Mr. Kagawa: Yes, it is. Mr. Rapozo: Okay. Why do we not let—you can go ahead and do your overview. Mr. Dill: If I may, I would like to respond to a question that was asked earlier during the Building Division's presentation about the Police Station roof status. I will just read back to you the information I have, that bid package for construction is currently being reviewed by Purchasing. So, it is over with them now. Tentatively it will be out to bid mid April to early May with award mid to late May. We expect contract execution late June to July, actual construction will then be in August to December. It is in the Operating Budget and the basic bid includes air conditioning (AC) chill coil replacements, flat roof cording with hydro-stop, repairs and replacement of metal roof hip a parapet wall, flashing replacement of deteriorated gutter sections, additives including recaulking of pitch break and roof panel cuts, cap and pitch break cuts, and adding access control hardware to the Chiefs office lobby door restroom tile restoration. So, hopefully that answers the question and negates the need for a question going across. Mr. Rapozo: Thank you very much. Mr. Dill: You are welcome. 04-01-2013 Public Works (aa) Page 69 Mr. Rapozo: Go ahead, sir. If you could just state your name for our captioner. DWAYNE ADACHI, Automotive Repair Shop Superintendent: I will just give you a brief overview of this year's budget. The mission of the Automotive Division is to manage and maintain the equipment and vehicle fleet of the Department of Public Works as well as other County of Kaua`i Agencies, enabling the County to provide core services to all communities. Some of the goals our Division has is modernize the County's vehicle equipment fleet providing all Agencies with reliable and efficient vehicles and equipment, allowing the County to operate effectively, offer support and disaster relief services to all Agencies and the community in emergency situations, and provide vehicle and equipment maintenance and support for all Departments and Agencies to ensure a safe environment for both employees and public citizens. Some of the successes and achievements we had over the past year, we have been successful in meeting the demands and requests of the various Departments and Agencies in the community in regards to equipment supply and vehicle and equipment maintenance and repairs, despite our inadequate facility conditions and staffing issues. We were able to procure some new vehicles and equipment to modernize the fleet and keep the County operating efficiently, such as Utility Trailers, Rotary Mower Decks, flail attachments for excavators, refuse trailers, one (1) bushwacker, Skid Steer leader, a few hybrid vehicles, and one (1) bushwacker for the Parks Department. Some of the challenges we face is meeting the demands and requests of the many different Division, Department, and Agencies we service on a daily basis as the County continues to grow and expand. Also, timely hiring of fully qualified replacements for personnel vacancies, and operating efficiently and effectively within our limited space has become a daily battle. The vehicle equipment inventory has increased by thirty percent (30%) over the last thirty (30) plus years and continues to grow. Some improvements we have made last fiscal year was our renovation to convert a two (2) vehicle service bay into a three (3) vehicle bay. This involved relocation of a supporting column that was directly in the middle dividing the space into two (2) equal portions so we moved the column to one side to allow two (2) vehicles on one side and one (1) on the other, so we can fit three (3) vehicles now in that space. Another project we have underway right now is the design — actually it is a design and construction, but it is still in the design phase right now of one thousand five hundred (1,500) square foot second floor storage area that will allow us to move materials, tires, spare parts, and accessories to this upper floor and free',up a lot of space right now on the ground that we are using to store all of these things. Upcoming initiatives is we have continue to update the fleet with energy saving, environmentally friendly vehicles and equipment, analysis of manpower needs, and addressing need for transitioning from retiring employees to new hires, analysis of workplace facility capacity, identify performance metrics. For example, Repair & Maintenance service interval on time completion is currently eighty percent (80%). Average vehicle and equipment repair turnaround time is average four (4) days and we are trying to reduce our industrial accident rate, we currently average one (1) per year. Right now in the process of purchasing and installing a new computerized fuel management system to replace the obsolete and inadequate system that we have right now. The manufacturer has two (2) months to complete that project. Mr. Rapozo: Are you done? Mr. Kagawa. Mr. Kagawa: Mr. Chair, before I start, are we sticking to the rule we said before lunch, one (1) question? Mr. Rapozo: Yes, unless the Chair decides to... 04-01-2013 Public Works (aa) Page 70 Chair Furfaro: I have given you the floor. Mr. Kagawa: But do we have another chance, should we go around? Mr. Rapozo: Oh, yes. Mr. Kagawa: Oh, thank you. I have no pressure I picking my good question. Mahalo, Dwayne, very alarming things that you brought up, huge increase in vehicles that you folks have to service and yet your Department is pretty much the same size. Those are one of the concerns I have heard from some of the workers down there. They said, "Ross, we could use an extra mechanic or two." I guess, my one question for now is you have had a big reduction in salaries as far as this worksheet. It goes down, and it is because of this reduction for services to other Department and Divisions, one hundred eighty-one thousand three hundred forty-four dollars ($181,344). What is that line and what positions does that... Mr. Adachi: Actually, what that indicates is, what we plan to do next fiscal year, is directly charge Divisions and Departments for repairs that we do, we make on their vehicles. Actually the funding is just being dispersed throughout the County rather than have me, my budget, handle all the expenses for that. So, we will be just charging. We have already notified the various Divisions and Departments to create a budget for vehicle repair/equipment repair. Mr. Dill: Dwanye's Department is funded by the Highway Fund. So, this is in response to the audit that occurred and found that we should be funding only Highway fundable items with the Highway Fund and it turns out many other Department were being subsidized, if you will, by the Highway Fund. So, that is addressing the auto requirement that another Department needs to pay for their own gas, pay for their own vehicle repair, things like that. So, that is why you see a drop in Dwayne's, because is only funding because he is no longer funding those things. He is only funding the Highway Fund related items. Mr. Kagawa: Follow-up question to that. You came up with that number as an estimate as to percentage of how much time your workers are working on cars that are not related to Highway Fund? Mr. Adachi: Right. Mr. Kagawa: Very good, thank you. I will save my questions for later. Mr. Rapozo: Any follow-up questions to the reduction? Thank you. Go ahead, Mr. Chair? Chair Furfaro: This recommendation came from the Auditors? Could I anticipate something coming from Finance to show us in a future discussion how these cost centers/profit centers are going to be keeping track of this? I would just like to share that now. I think it is an excellent idea, but I would like to know what is our plan in actually doing the accounting for these cost credits? 04-01-2013 Public Works (aa) Page 71 Mr. Dill: Basically it is twofold, to answer your question. One is simply the purchase of fuel products and with the new fuel master we will be able to... Chair Furfaro: I am okay with that. Mr. Dill: Okay. Chair Furfaro: I want to talk about the servicing of vehicles that are not associated with the Highway Fund. What is going to be the accounting process of that? I am not expecting you to have that answer right now, but I think we need to have a future discussion. Mr. Dill: Well, the basis of it will be that we have a Work Order System in place. So, the Work Order System tracks all equipment, materials, labor, and supplies that are used against any effort. If another Department sends a vehicle for repair with a scope of work, Dwayne tracks all of those things to go against that and the basis, that will be the accounting. Chair Furfaro: I understand that. But if I took my car to King Auto Center, I get an itemized breakdown of what they did to service my car. I would not expect them to do that off of a Work Order. I mean, the Work Order ticket asks for the work and accordingly. That is great, we are turning around these things in four (4) days. But what about the details for the work that is done? How is Accounting going to handle that because that will involve Purchasing, that will involve manpower, changing filters, those things have costs. I would like to have a little bit more information. I think it is a great target, but I would like to understand how you are going to do it, I think, rather than just by a Work Order. Mr. Adachi: But basically, what you just stated, most of that would be reflected on the Work Order and that basically, is what is going to get charged back to the Department, labor and parts. Mr. Dill: The Work Order request as you are stating, comes in very simple to us. But when we respond and complete the work, we add all of that information back on. We are tracking that. We have that information. Chair Furfaro: Okay. Well, maybe that will come up again in Accounting. First time I have heard it. First time I have been able to frame the question. I like what you are doing. My compliments to the shop for turning equipment around in four (4) days. That is to you folks, congratulations on a short turnaround. But when we start allocating costs to other Departments, I want to make sure that we are doing it fair and it is detailed and it could survive an audit trail at the same way. Thank you. Thank you, Mr. Rapozo. Mr. Rapozo: Thank you, Mr. Chair. I guess it will be treated as an auto shop. So, you get a Work Order. Basically I put in, "brakes squeaking." You folks take the car or truck and you do the work. Then when Department gets the bill, you will have the breakdown that the Chair is asking about? Mr. Adachi: Exactly. 04-01-2013 Public Works (aa) Page 72 Mr. Rapozo: Okay, and that will show up in each Department's budget as "auto maintenance costs?" Mr. Adachi: Well, initially they might just get the cost for the repair, not the breakdown. That would be reflected in the individual Work Order. Mr. Rapozo: I understand. But as far as the budget is concerned. Mr. Tabata: I think the mechanism is going to be a journal entry. Mr. Rapozo: But as far as the budget... Mr. Dill: Each Department was responsible for budgeting for their own auto maintenance and fuel. Mr. Rapozo: We should be able to see that line item as a new line item in each Department and they should have a pretty good idea, based on the work that you folks have been doing. I would assume that they are going to call you and say "Dwayne, send me all the Work Orders we had in the last couple of years so we can see a trend, so we kind of have an idea what it would cost us." I would assume, and I have not seen it, I have not really looked for it because it is new. But I would assume that the Police Department and Department of Parks & Recreation would have a line item that says "Auto." Mr. Tabata: Part of the budgeting process, Dwayne and his Clerks did a breakdown for every user and Department. Mr. Rapozo: So, they have the information? Mr. Tabata: They were given that information ahead of time. Mr. Rapozo: Okay. Mr. Tabata: Yes. Chair Furfaro: Mr. Rapozo, may I? So, you are telling me that this is going to be handled by a journal entry at the end of the month? Mr. Dill: I would defer to the Department of Finance about how they work that. Chair Furfaro: Therefore, I will put my question to Finance later. Gentlemen, thank you, you have given me a good idea how this will be covered. Thank you. Thank you, Mr. Rapozo. Mr. Rapozo: Thank you very much. Did have you a question Councilmember Nakamura? Ms. Nakamura: Yes. 04-01-2013 Public Works (aa) Page 73 Mr. Rapozo: Go ahead. Ms. Nakamura: Thank you, Dwayne, for your presentation. I think what I am most impressed about is the performance metrics that you added to your presentation. I think in talking to Finance, it looks like that is the direction that we want to move with these budgets. Hopefully, in the future is to have performance measures. I think that if we could have every Department doing this level, it really makes this level of detail — I think it holds everybody accountable. You may not reach it all the time, but at least it is a great goal to have. I wanted to just ask you on the refueling fuel management, did you say that it is probably going to be complete or in place in May? Mr. Adachi: Can you state the question again? Ms. Nakamura: On the refueling purchase and install new computerized fuel management system, when did you say it was going to actually be? Mr. Adachi: The contractor was given the Notice to Proceed a few weeks ago. So, he has sixty (60) days to complete the installation. I would say by the end of May, the third week in May he should be complete. Ms. Nakamura: Thank you very much. Mr. Adachi: One more thing to go along with what you said about the performance metric. I have a handout that you folks can look at. It is a summary of our monthly production rate. So, it shows how many times we had hit that eighty percent (80%), how many times we missed. It all depends on the nature of the job. Sometimes we get jobs that last three (3) weeks, four (4) weeks. Ms. Nakamura: Thank you very much for doing this work. I know tracking data takes a lot of effort, but this is really good information. Thank you. Mr. Rapozo: Thank you. Mr. Tabata: If I might add to Dwayne's credit, every week he sends me his operation backlog and I circulate it to the major users including Kaua`i Police Department (KPD) who requests an update and we pre-send them the following week's schedule along with that for maintenance. Dwayne is doing a very good job. Ms. Nakamura: Great work. Thank you. Mr. Rapozo: It is definitely an improvement over several years ago. I know I would get a lot of complaints, mostly from the Police Department and I have not had any complaints, really. Congratulations, eighty percent (80%) is a great number. I like the four (4) day turnaround, that is better than you can get in a shop, really in some of these jobs. Mr. Adachi: Some days we can, some days we cannot. Mr. Rapozo: I understand. But an average so that is a good number and of course, the one (1) industrial accident, we would like to see zero (0). But we have to be realistic and obviously you run your shop well, a safe shop. So, congratulations. Mr. Hooser. 04-01-2013 Public Works (aa) Page 74 Mr. Hooser: Yes, thank you. Following-up on Councilmember Nakamura's question about the fuel software systems. Is that going to be installed and working in May? Mr. Adachi: The contractor has sixty (60) days to finish, install, and get the system running. Mr. Hooser: Will people need to be trained, will it go into effect immediately? Mr. Adachi: Basically it is not much different from what we have in place right now. It is a more modern version and it is supposed to be more trouble free, more reliable. Mr. Hooser: Myself, and I think Councilmember Kagawa have never really been briefed as Councilmembers on the gasoline issue. I know there were issues of managing it and some abuses, if will, that involved I believe, this Office as well as Board of Transportation. Will this new system address those issues, will they keep those kinds of issues from happening again? Mr. Adachi: Well, basically the issues arise when the system goes down and we need to switch back to manual and that involves manually keeping logs, logging transactions in the County for fuel disbursement, and that is where we run into the problem. Hopefully this system will afford us more up time than down time and eliminate the problems that we ran into for the past year and a half with this old system. We are looking forward to getting the system running. Mr. Hooser: When the system does go down, are there any changes to policy or procedure as a result of the issues that happened a little while? Mr. Adachi: Basically, we probably expect to run into the same type of problems. Once the computer system goes down, we can only revert back to manual entries and that is the backup plan right now. Mr. Hooser: But whoever is doing the manual entries, have they been briefed or educated or reminded on the importance? Mr. Adachi: It is a constant battle to get people to remember what the procedures are and what needs to be done. Mr. Hooser: Are there repercussions for those that forget too many times? I am serious, it is clearly an issue people are concerned about. I understand manual, people forget or do it wrong. But are there any repercussions or systems in place to get better? Mr. Adachi: The full fueling sites, they have been cooperative and trying to do the best they can in keeping manual entries. We hope to minimize the issues that arise in the past few years. Mr. Hooser: I believe that the system allows for Global Positioning System (GPS) tracking, is that correct? 04-01-2013 Public Works (aa) Page 75 Mr. Adachi: No. That is a totally different system that we need to add onto this. All this tracks is fuel disbursement. It tells you where the fuel went and who put the fuel in the vehicle. Mr. Dill: The GPS would be an add to this system. Mr. Hooser: GPS, just so everybody in the public understands, that would mean that County would have a record of where County vehicles are and where they go. Again, the public is concerned that people are taking their cars home unnecessarily or whatever. The GPS system would give a hard record of County vehicle use by everybody. Are there any plans to implement that? Mr. Adachi: Not right now. Mr. Dill: Not with this budget. Mr. Hooser: How much would that cost to implement? Mr. Adachi: We have not done any cost estimates in that area. Mr. Hooser: Mr. Dill, did have you any input on what the costs might be? Mr. Dill: Not at this time, no. Mr. Hooser: Okay, thank you very much. Chair, I think at some point I would like to get... Chair Furfaro: I will clarify something for you right now. Amy Esaki is working on an Executive Session posting for the purpose of addressing issues with fuel including our own. Mr. Hooser: Okay. Chair Furfaro: That is dialogue going back and forth between the County Attorney's Office and the Chair and we will be having a briefing on these policy changes and implementation and part of that will also include a discussion about consequences. I would just like to leave it at that. Mr. Hooser: Chair, you have many, many talents and I discovered that mind reading is one (1) of your skills also. Thank you, that is exactly what I wanted to know. Chair Furfaro: You will see that posting within the two (2) next weeks, I think. Mr. Hooser: Thank you. Thank you, Chair Rapozo. Mr. Rapozo: Thank you. I just have one (1) follow-up question as it relates to the contract that we have with the vendor. Do they guarantee us a certain percentage of up time? Especially in the electronic world, the computer servers, when you 04-01-2013 Public Works (aa) Page 76 want to put your website online, they guarantee ninety-eight percent (98) / ninety-nine percent (99%) up time number, is that in our contract? Mr. Adachi: We did not get a guarantee from the contractor. But from speaking to the companies in the State, the companies in the State that repair fuel management systems, there is just a handful of people that do this type of thing and the feedback I get is that they spend ninety percent (90%) more time fixing everybody else's system than the system that we bought because this system rarely fails. He would say maybe ninety percent (90%) up time, ten percent (10%) down time. Mr. Rapozo: But that is not in the contract though? So, in other words, if they go down to seventy percent (70%) that we have no recourse, that is not in your contract? Mr. Adachi: No. Mr. Tabata: Actually, one (1) of the added benefits is this is a new system and the old system was obsolete and we could not get parts anymore. So, this will have a lot more backup capability in the State because there are other users and as Dwayne mentioned, the up time has been tremendous. Mr. Rapozo: I definitely agree that the current system was obsolete. But that is Fred Flintstone/Barney Rubble kind of system compared to what is available. On the new system, will the individual employee, is it an electronic system where they use a card that is assigned to them? Mr. Adachi: We would issue each an employee identification card and the computer would track who is operating the vehicle and what vehicle it is. Mr. Rapozo: Unlike the system now where you could punch in any four (4) digits and the pump will go. So, that is going to be corrected? Mr. Adachi: Right. Mr. Rapozo: Okay. Any other questions as it relates to the fueling system. Any other new questions? Councilmember Yukimura. Ms. Yukimura: First of all, I just want to say as I told you before lunch Dwayne, your overall initiatives, you are the only Division that had completely new statements for this year over last year. I do not know if that is the reason you have shown so much — if it is related to the amount of achievement that we see in your Division? Last year, the issue of work space was a real dilemma as we heard it and you have moved very progressively to change that situation within the limits of your resources. So, to go from two (2) bays to three (3) bays, do a second story for storage which will clear up your first floor, to move small equipment to the Transportation, and then to have this kind of statistics or indicators about performance so that we know you are tracking and measuring, that is all really commendable. I am really pleased. My only question is about your spreadsheet where you show training, a huge increase in training, which to me is just a positive. But I thought maybe you could explain some of that. Then you have Worker's Compensation Medical which is a really big jump, not from last year's budget, but previous years' budgets and I just wondered if you could explain those two (2). Actually the jump is not from last year's budget, but from Fiscal Year 2012. 04-01-2013 Public Works (aa) Page 77 Mr. Adachi: The Worker's Compensation? Ms. Yukimura: Well, both training and Worker's Compensation show big jumps. Mr. Adachi: It is still the same as last year. Ms. Yukimura: Yes, it is. Like I said, it is not about last year's budget because we do not have actuals. We only have actuals from 2012. If you want to explain how it jumps from one thousand four hundred dollars ($1,400) to fifteen thousand dollars ($15,000) last year, that is good too. Mr. Adachi: The Worker's Compensation? Ms. Yukimura: Yes. Mr. Dill: Councilmember, I think we will have to get back to you on that one. Ms. Yukimura: Okay. The training shows a big jump too from 2012. Mr. Adachi: Actually, we stayed the same. We had three thousand dollars(3,000). Ms. Yukimura: From 2013, yes. From last year to this year is the same. Mr. Adachi: We added training for mechanics because we were paying to send mechanics to training classes at night. But there has been a reduction in the availability of the training classes that we can send mechanics to so we have not been expending the funds. Ms. Yukimura: There is a reduction at KCC, is it? Mr. Adachi: Well, it has to do with the demand for training with us and the private sector because normally people have to arrange for somebody come down here, pay that person to come down here and train the people, and there has to be enough popularity, people who will attend and make it feasible for the person to come down here. I guess with the way the economy was the last few years, people were cutting back on that kind of thing. Hopefully in the future we have more opportunity to send people to training and make use of that. Ms. Yukimura: This is heavy machinery repair or just mechanical? Mr. Adachi: Some automotive things that would be applied to equipment, too. The training can be a cross training between auto mechanic and heavy mechanics. Ms. Yukimura: Is it sponsored by the Community College or is it separately? 04-01-2013 Public Works (aa) Page 78 Mr. Adachi: It is by the local part stores. Ms. Yukimura: I see. Mr. Adachi: It helps them, too. Ms. Yukimura: Yes. Mr. Adachi: Drum up business. Ms. Yukimura: Okay, thank you very much. Mr. Dill: Councilmember Yukimura, if I may. On the Worker's Compensation question, I can tell you through six (6) months of this current fiscal year we have incurred over five thousand dollars ($5,000) and I am is not sure if that is expected to be a long-term situation which is perhaps why we budgeted that amount. I will have to get back to you. But I believe that is what is happening. Ms. Yukimura: Alright. Thank you. Mr. Rapozo: Thank you. If I remember correctly the training was increased because of the new equipment, the hybrid vehicles, and the automated vehicles, if I remember correctly from discussions in past budgets. Mr. Adachi: Right. We were trying to prepare for that, but then the opportunities to send people to training decreased. Mr. Rapozo: I see. Any other questions? First time questions? Mr. Chair. Chair Furfaro: I just want to tell you how very pleased I am on this aging report for vehicles. I mean, it is exceptional how many vehicles are coming in, how long they were in the shop, and so forth. If this template could be used in Public Works for things that are out for repair and so forth. I mean, my compliments, well done. If you could use this scheme for other facilities that are out of order and so forth, it is probably exactly what we have been looking for, Larry. Mr. Tabata: We do have a report for Building Division, Maintenance. Chair Furfaro: You do? Mr. Tabata: Yes. Chair Furfaro: Well, I would love to see it when the next time permits. Mr. Tabata: Okay. Chair Furfaro: Thank you. Mr. Rapozo: Thank you. Mr. Kagawa. 04-01-2013 Public Works (aa) Page 79 Mr. Kagawa: Dwayne, one (1) of the things that have been brought up to me from some of the workers is that they are concerned about the duties you have to maintain and fix the police cars. It was brought to our attention during the pre- budget meetings that the plan from the Administration was to save money and not purchase new police vehicles in this fiscal. So, we might be running our cars pasted the normal date of turnover for the cars which brings out a concern that there might be more repairs that might be needed. I do not know if you folks are concerned about that. What is your take on their decision and where do we go from here? Mr. Adachi: It is something that we pretty much have to do what we have to do. If they take away funding to purchase new vehicles, only stands to reason that we increase the funding to repair the vehicles. The amount of space we have within that facility we operate out of, it is not possible to add more mechanics because there is no space to operate. You cannot add bodies if there is no place to allow that person to perform his work. We are handcuffed pretty much. Mr. Kagawa: What do you think about the new - I think we are thinking in the future of following O`ahu, in the program where the Police Officers will buy their own vehicle, maintain their own vehicle, and we will pay them based on — and Darryl, the need is on you folks and you folks can focus on Public Works side. What do you think about that? Mr. Adachi: That is a possibility, yes. Mr. Kagawa: I also agree that might be the right way to go. I know with Mike Layoso before, it was a battle trying to see which cars we can fix and keep going. I know that it places a lot of burden on you guys because the Policemen really need the cars back soon. That is their job, to have the vehicles. Mr. Adachi: If we stop purchasing vehicles and equipment we are going to run into that same situation the next couple of years. Mr. Kagawa: Thank you, Dwayne. Mr. Rapozo: Thank you. I have always been a very strong advocate of the Police having their own mechanic shop because it is their function. Obviously, this year is not the year to even entertain that right now just because of the budget situation. But definitely something I would like to see happen in the future. We understand your plight and like you said, it is what it is and we have to make the best of what we got. I know with the Police Department now and their take home car program, the cars are much better maintained because it is assigned to one (1) Officer. So, it is not running the twenty-four (24) hours like it used to. So, we have seen some improvement there. But the fact remains that these vehicles are run hard and they are run constant and they put on a lot of miles. Mr. Adachi: It is just the nature of the job. Mr. Rapozo: I am sorry? Mr. Adachi: It is the nature of the job. 04-01-2013 Public Works (aa) Page 80 Mr. Rapozo: Yes. So, we can only hope that the resources are there to make sure that those vehicles are safe and available for public safety. Anything regarding that? Councilmember Nakamura. Ms. Nakamura: I have a question about the budget relating to diesel. I noticed that there is a pretty significant decrease in your budget line item over last year. I wanted to ask you, does this include diesel for the buses or is that separate? Mr. Adachi: No, Transportation has their own budget for fuel. Ms. Nakamura: Okay. So, what explains the decrease? Mr. Adachi: We did the same thing with the parts and repairs. We distributed the costs among the other Departments and Divisions. Ms. Nakamura: Okay, great. Thank you. Mr. Rapozo: Any other questions regarding the diesel? So, we will see an increase in other Department's budget for diesel. Any more questions? If not, thank you very much, sir. Mr. Adachi: Thank you. Thank you for your support. Chair Furfaro: Congratulations on an effective year, too. Mr. Adachi: Thank you. Mr. Rapozo: Alright, Highways. Oh, go ahead. ERNEST W. BARREIRA, Budget & Purchasing Director: Councilmember Kagawa, just to clarify the vehicle situation for the Police this year. We will be acquiring a total of twenty-five (25) vehicles, ten (10) new cruisers which will come up by way of lease financing and fifteen (15) by way of the subsidized program. So, we are purchasing emergency vehicles this year. Even though we want to expand the life of the fleet, we have acknowledged that the emergency vehicles do have the higher standard of accountability. So, we are trying to replace as many as we can based on affordability for this year. Mr. Kagawa: Follow-up question. Mr. Rapozo: Go ahead. Mr. Kagawa: Thank you, Mr. Chair. On the leased vehicles, we are talking about police vehicles, correct? Mr. Barreira: Yes. Mr. Kagawa: So, there is a high risk that there will be some dents to it. Do we have to pay for the dents? I know when we own it, if we put the dent, it is up to us whether we fix it. But I think when we lease it, we have to return it back to its original state, right? 04-01-2013 Public Works (aa) Page 81 Mr. Barreira: Let me clarify, it is actually a lease by way of monthly payments. But we own the vehicle outright. So, there is no provision. It is not similar to that type of situation where the company or the bank institutional will actually own the vehicle. We make lease financing payments toward the vehicle as a way to limit our debt service on that purchase. But I am not aware of anything in the Lease Financing Agreement that mandates a certain level of maintenance, although it is governed quite strictly by Dwayne's operation. Mr. Kagawa: Thank you. Mr. Rapozo: It is actually a Lease to Own Program. Mr. Barreira: Yes, sir. Mr. Rapozo: At the term of the lease we own the vehicle. Mr. Barreira: We own the vehicle. Mr. Rapozo: Unlike your standard leases. Mr. Barreira: And unlike our copiers. Mr. Rapozo: Which cost as much as the car. Chair Furfaro: Follow-up question. Mr. Rapozo: Mr. Chair. Chair Furfaro: Yes. When we get to a point that we look for salvage credit on these vehicles that have expired in their time, how are we handling the credits for the sale of these vehicles and where does it appear in the budget? Mr. Barreira: You are talking about our auction process, Chair? Chair Furfaro: Yes, salvage credit. Mr. Barreira: Yes, essentially, I will double check on where it is actually allocated. But as I mentioned to Councilmember Rapozo last week, the auctioning is something that we try to do once a year. Chair Furfaro: I heard that. I was here last week. Mr. Barreira: Very good. Chair Furfaro: My question is where will it appear? Mr. Barreira: It appears in the General Fund. It is realized into the General Fund. Chair Furfaro: Okay. rx ;. 04-01-2013 Public Works (aa) Page 82 Mr. Barreira: It is unfortunate because of the high depreciated value of the items that we sell, it is not a large amount of money. But every little bit helps of course. Chair Furfaro: Especially when we have two (2) years of it to credit. Mr. Barreira: Yes, sir. Mr. Rapozo: Thank you very much. Mr. Barreira: Thank you. Mr. Rapozo: Highways. Go ahead and do your presentation and then if we could follow the template that was provided to us. We will start off with Roads Administration and so forth. But you have the floor sir. EDMOND P.K. RENAUD, Chief of Field Operations & Maintenance: I am going to go straight over to goals. Our goals are to keep the roads and bridges safe for public use, to anticipate and address road, bridge, and drainage needs, to make the best and most efficient use of the Division resources, to improve internal and public communications, and to install pride in the jobs that we perform. I am going to go to success and achievements. Implementing the improvement in the recording and tracking of public complaints has improved, responses and accountability through the Maintenance Management Information System (MMIS), which is the roads maintenance information system and that has been working out perfectly well without consulting with our people. This is going all the way down to the District Road Overseer (DRO) and their number two supervisor, selective other supervisors below that grade and also our Clerks and our Office — our Administrative Assistant person. I guess she is the Clerk of works and everything else. She is involved in it and also a person from Roads Administration that is the Administrator of this. So, this way nothing changes. Just a little bit about this program. This program, if a complaint comes in. We have it for complaints and we have it for Work Orders, scheduling, and planning, the whole thing. When we get through a year, we are going to know for example, if we want to know what is on Rice Street we will know everything that we have done out there, labor, material, costs, bottom line. This way, if a question ever arises from Council, they want to know what we spent there, we are going to have everything that is inputted. Ongoing training in the base yard on maintenance planning, scheduling, and reporting and supervising management. A lot of training is with Management Productivity Enhancement Tool (MPET) and we go through the whole procedures. The other training is we work with the Local Technical Assistance Program (LTAP) and they fund our transportation to there, or they come here, or we have other Counties that they present the programs on and it is for supervisory training, skills in different, in our case, road re-pavement and all of that. Then we have in-house. We have me, we have Scott Suga, who comes with a lot of experience from working in construction and we have picked up a Construction Manager to manage our Island Wide Road Resurfacing. He is the former District Manager for Grace Pacific where they reorganized and we picked him up on contract. Right now, we have a super team of people out there that is really looking at everything that we do. Ms. Yukimura: Excuse me, Ed? Excuse me, Chair? Mr. Rapozo: Go ahead. 04-01-2013 Public Works (aa) Page 83 Ms. Yukimura: Can you just speak out the acronyms like you talked about training with so and so and have I no idea who these people are. Mr. Renaud: LTAP is the local training at the University of Hawai`i (UH) that works with all the Counties, especially Public Works, Engineering, and other Divisions that assist us with training. It is all provided by their funding. Mr. Dill: If I may add to that, LTAP is the Local Technical Assistance Program funded by DOT, for the benefit of the Counties. Chair Furfaro: Say that one more time, Larry. Mr. Dill: Sure. The LTAP is the acronym, Local Technical Assistance Program funded by Department of Transportation for the benefit of the Counties. Chair Furfaro: Thank you. Ms. Yukimura: There was one (1) more acronym you used. Mr. Renaud: MMIS. Ms. Yukimura: Yes. Mr. Renaud: Which is our program that we receive with Four Winds. The consultant and it is Maintenance Management Information System and that does all of our trackin g and .d ever thin Y g Ms. Yukimura: That is a software program? Mr. Renaud: Yes, it is. Ms. Yukimura: Okay. Thank you. Mr. Renaud: The other one is implement documentation Road Division Management Procedures and Statement of Purpose (SOP). This is so called my project and help from my other people in the Roads Division that we are trying to complete. So, this way we have something had that we can refer to as a so called "manual". Using County forces, letting out contracts to enable Waimea Levee to be restored to active status with the Army Corps of Engineers Continuing Eligibility Inspection. That has been going on real fine. We have a really good relationship with the Corps and they are coming here this coming June, the week of the 17th and we are going do inspections on both levees. Like I said Island Wide Resurfacing, we picked up a super individual with a lot of knowledge so it makes my work easier and that is Mike Lingaton, former District Manager with Grace Pacific. The other thing we are also working on, you know that we have MicroPaver. MicroPaver is a program that we have in place, but we have not used it yet. This August, we have training with a UH professor who they hired especially for MicroPaver and he is working with the City and.Department of Transportation,. But we are going to have him for five (5) different sessions to work with two (2) of our people so that we can get on board with MicroPaver for our input data entry of everything that we are doing out there on the roads. 04-01-2013 Public Works (aa) Page 84 Some of our challenges have been the economic downturn which we understand what is happening and we have to just live with it and continue on. The other things is Roads in Limbo, Paper Roads, drainage maintenance, that is a big issue that our Public Works Administration and the Attorneys are looking at. Shortly, I guess, we will be coming to the Council, also. Meeting new mandate traffic sign reflectivity requirements, that is ongoing and we will be closing that very shortly. The mandate is this year with the Federal Government, but with the company that we picked up to do our inventory of roads, signage, and pavements existing what is happening on Kaua`i, iWORQ, which comes out of Utah, they have done a superb job in making everything accurate. So, this way we can input it back into MicroPaver and into our road systems and assisting Engineering on where we are at with the different inventory statistics. Chair Furfaro: Mr. Rapozo, may I get some clarification? Mr. Rapozo: Sure. Chair Furfaro: Yes. You mentioned in part of the Public Works program, Roads in Limbo. I want to make sure that we are using the same terminology. Most of the challenges with "Roads in Limbo" dealt with, goes back as far as 1927 where the State did not want certain roads due to the repair costs, the Counties did not necessarily want the roads for their liability and there is this whole definition whether it is roads that are down at Anini or roads that are down at Pukamu or Moloa`a or so forth. What are we doing with Roads in Limbo, if we are using the same terminology and what exactly is the County Attorney's Office doing because they have had that correspondence over two (2) years ago? Express to me, Larry, what approach we talking to Roads in Limbo? Mr. Dill: As you know, Council Chair, Roads in Limbo issue is an old one and it is a matter of owner dispute between the State and Counties. Occasionally, we will receive a complaint about a road on Kaua`i and we will do our research if we are not sure about the ownership of the road. If it turns out that the Road in Limbo, Ed's Department Division is kind of stuck between a rock and hard place. My understanding of the Roads in Limbo issue, and it is very technical legal wise, so I do not protect to be pretend to be an Attorney. But it is a road that from the State's perspective, their position that they maintain is that they have conveyed to the County. But our understanding, according to the law, is that until the Council, this body, acknowledges and accepts those roads, they are not County roads. Chair Furfaro: So, we are on the same track here because I have a whole bunch of documents on Roads in Limbo. But exactly what you conveyed is what happened to us at Hapa. First of all, they are said to us, "This road was conveyed to you, the County." Then they did an about face and they are saying, "No, that is part of our inventory." So, I just want to make sure I clearly get an understanding of how you are approaching this with the County Attorney's Office. Mr. Dill: At the legislature's direction, a task force, working group was put together of the four (4) Public Works Directors and State Highways Director to try to address this issue. One thing that has come out of that is a Bill going through the legislature, I think which has two (2) key provisions to it. One (1) is a concern that we have always had again, as the public Works Department, Highways and Roads Division, our desire is to have roads out there that service our community that are safe and usable. So, when a complaint comes in, if we find out it is a Roads in Limbo, it is very frustrating for us because our understanding from a legal perspective, that if we do respond 3 04-01-2013 Public Works (aa) Page 85 and do work on a Road in Limbo, we are effectively indicating to the world that we are no w responsible for that road liability wise, maintenance wise forever. So, that is why we hold off on those issues. The Bill in the legislature makes it clear that under the law that is being proposed, that we would be able to do maintenance on a road without that being the case. We would also be able to use Highway Funds towards that purpose and we would be immune from any liability, I believe, the comments that I gave back along with the Maui, and I think, the Big Island Director and I believe City and County of Honolulu were immune for a period of ten (10) years from liability which would give us some time to get that road up to standard. It helps in the issue and the Counties are not all on the same page exactly as where we stand on this because the County of Maui has already brought to their Council,I believe, their Council has agreed that they want to move in the direction of ownership on these Roads in Limbo on Maui. But we are not at that stage yet. However, the Bill does not commit us to anything. It allows us the opportunity should we choose. So, from that standpoint, we are supporting the Bill. Chair Furfaro: Let me share it with you. I will probably ask Mr. Rapozo to put this in his Committee because this Council has always been interested in those settlements on the Roads in Limbo. The fact of matter is you should never turn away free land if they are willing to give it to you. But they have done an about-face in Po`ipu on us. So, you answered my question, we are all talking the same terminology and soon, Mr. Rapozo, we will have discussion in your Committee. Thank you for allowing me to ask that question Mr. Rapozo: Thank you, Mr. Chair. Go ahead. Mr. Renaud: Okay. Just a little bit about Roads. Roads are made up of one hundred (100) positions. We have a staff of one hundred (100) people, of that one hundred (100), twenty (20) is Refuse Collection and the rest is HR Maintenance. Of the positions we have —I am going to say "re-organization," I do not like that word. But we have moved positions here and there so that we could make up the special Construction Crew and also the Levee Crew. The levee, as you all know, we have six (6) assigned positions, thanks to you folks, that we are working on and right now we have two (2) on board and we need to take up two (2) more Operators and we are going through the process and another laborer to bring them on board shortly. The other Operator is within Hanapepe that we selected. He was the senior member. So, he is already moving on and transaction is happening, they are on relocation. On the Special Crews, we have completed the last portion of the Maintenance Worker. The Supervisor is completed. We have a supervisor, but he is not on board yet. We are waiting for his physical. He was selected. He took his exam and everything. Then we have two (2) other positions that out of eight (8) positions, two (2) were selected by Human Resources. We looked at their names, they went through the written test and everything. They are highly qualified. Then shortly, also will be coming on board upon scheduling of their medical physical. Other than that, everything is happening, we have required some retirements at the end of this past March, so there so going to be some transactions happening on relocated people and putting it out for recruitment. But it first goes through in-house and then we go from there. Other than that, I am open for questions. Mr. Rapozo: Councilmember Yukimura. Ms. Yukimura: Thank you. Ed, congratulations on your reorganization. I think it is very creative and resourceful. I think it is a real plus that the Army Corps of Engineers, well, first of all, that you have gotten us back on the eligibility 04-01-2013 Public Works (aa) Page 86 and that they are is fully participating with us. I want to ask about the Roads. Last year we were told that with the MicroPaver system, we would have clearer ideas of how much we need to repave on an annual basis in order to keep our County roads preventatively maintained, so to speak. I want to know what the results are in terms of what we know now of our inventory and what our plan is for our repaving system. Mr. Renaud: First of all, the inventory of our iWORQ, a vendor from Utah, we are in questions and answers (Q&A) right now with them because I need a lot of things answered and a lot of this information then goes to our MMIS, maintenance Management Information System that we implemented through the program. We are finalizing that phase, the inventory, so that we understand everything that they did for us because they put it in a lot of code numbers and everything and we had to break that down with them. So, the answers come back and it is all on the Geographic Information System (GIS), which Information Technology (IT) has played a very major part with us in interpreting a lot of that language. Ms. Yukimura: Well, I mean, what is the total number of roads that we have? Mr. Renaud: We are not there yet and that is going to be one of the final things that we will have to come back to you with that. The other thing is your question on the future roads and that is where we are heading. The future roads after we go through this programs and how we select everything. We need to input it into MicroPaver, the inventory, and then MicroPaver would come back to us when we go into the system to tell us the most critical collector roads, the most critical major roads, and so on. Then with our moneys that we receive, and then we will allocated it that way. By discussions with the Administration and my team of people, with the moneys that we received annually is not enough to really do damage to the roads. Ms. Yukimura: You mean do the opposite, right? Mr. Renaud: Yes. Mr. Renaud: So, what we are looking at, two (2) years maybe three (3) years the worst. By that time we have enough moneys and we can get a better deal for our money with the contract. Ms. Yukimura: Well, I kind of felt like I was promised that we would get a lot of good information this year and so how are you justifying this fuel tax increase that you are asking for then? Mr. Renaud: We have the information. I need to make sure that the information is clear, so this way when I pass it on to the next vendor and my staff, that it is clear and understand everything because not everybody out there has a computer and that is the thing. I do not have time to have them to go on the computer and then break it down. So, I am trying to make it as simple as possible so this way we can give them hard copies, electronically instead of the breakdown of the inventory. But we are going to have that shortly and we can get it to you. Ms. Yukimura: Well, what kind of timeframe are we looking at for being able to have this thing in full use so that we can get data and we know? I mean, 04-01-2013 Public Works (aa) Page 87 you said or Larry has said that we are going to be doing our repaving—we are going out to bid on our repaving contracts twice a year. Mr. Dill: No, every other year. Ms. Yukimura: I am sorry, once every two (2) years. Thank you. I think it makes a lot of sense that you get the economies of scale and so forth. But I am not clear how many miles we expect to pave and whether that puts us on a schedule where we know that we are paving all of our roads in a timely manner? In an objective manner, too, that has been a concern. Mr. Renaud: Well, I guess the bottom line is we are looking at two (2) years, like I said, maybe three years. By that time we will be ready to select the roads through our programs that we have purchased. The thing is this iWORQ right now, I will not give it to our other vendors that need it for data entry until I am completely comfortable with it that. That is my bottom line. Then the thing is we can get you all the information. Out of this program that they did for us, there are five (5) different areas. Two (2) of the areas I have released, there are three(3) more other areas that I have to be concerned about and real roughly speaking, one (1) is the existing payment marking, what we have out there because I need to understand the coordinates on how they set it up. The other one is our bridges and whatnot and crossings that goes through or beside our County roads, that is the other one. Then guardrails, I need to be sure that every existing guardrail out there that we understand the way that they set it up and that is all. It is a simple thing, but it takes time. Ms. Yukimura: Three (3) years? Mr. Renaud: No, not three (3) years. I said within the—before this next budget we will be ready. Mr. Dill: I will add, we did believe that we would be further ahead with the implementation of the MicroPaver by this time. In looking at the work that needed to be done, at first thought we could populate the application ourselves. But in order to get a more comprehensive, accurate database to begin with, which would give us better information by which to manage our roads and select which roads to pave and how to scope that work, we felt it was more appropriate for us to go ahead and hire this outfit iWORQ to do a complete inventory of our roadway assets. It has delayed what we had hoped to do to get MicroPaver going, but we feel it will give us a much better working product moving forward. Ms. Yukimura:: I agree with you, garbage in, garbage out. So, if you get good data in there, you will be better off than if you did not. I am not troubled by a delay caused for that reason. I mean as you said, you will have the information before the next budget. Are you meaning the supplemental in early May? Mr. Renaud: We will have it before June. Right now as we speak, we are in communication with that vendor. Ms. Yukimura: And what will we get in June? Will we get an inventory of all of our roads, the condition that they are in, and how much we need to repave on an annual or is it biannual basis? So, we know, that sets standards for all of us, right? In terms of how much we have to allocate in terms of money and how much you have 04-01-2013 Public Works (aa) Page 88 to do in terms of manpower and time in order to get the job done in a timely way. Will we p g J Y Y know that in June? Mr. Renaud: I have it know. Like I said, JoAnn, I have everything. But I have to put it into layman's language. It is just on computer right now and the thing is it is in a GIS system, whereby if you go into the system. I do not have a problem getting it to you shortly. Ms. Yukimura: Okay. In terms of the — what are we allocating this year for repaving and resurfacing? Ms. Nakamura: One million two hundred thousand dollars ($1,200,000). Ms. Yukimura: Okay. So, if we have one million two hundred thousand dollars ($1,200,000) and can you tell us how many miles of road that is going to pave? The plan to accumulate it for another one million two hundred thousand dollars ($1,200,000) next year, is that the plan? Mr. Renaud: Well, we will get the answers back to you. I will not give it to you now because the thing is that we have to look into everything. It is not that simple just to put out the price. That is an estimated number that we are going to get. So, the thing is we add on more to it and I do not want to do that. I want to be as accurate as possible with the industry up there. Mr. Rapozo: Councilmember Yukimura, can you put those questions in writing and how long do you need, Ed, to get that to us because I think it is very important information as we move forward in the budget? Is that something that can be done in a week? I am just asking, if not, let me know. Mr. Renaud: Let us say a month because I have other projects too. Can that work? Mr. Rapozo: I think it is important for us to get it as we go into decision making. But I guess as soon as possible. Mr. Renaud: Okay. Ms. Yukimura: What puzzles me is how you folks can propose a raise in the fuel tax and propose this biannual process without knowing all of this information. I mean, I really was expecting a full plan from the Administration for how we are going repave our roads in the next year or two (2) if it is part of the biannual. Mr. Rapozo: I think what I heard that they have the information, they just do not available right now. I, like yourself, that sat here last year when we talked about MicroPaver, had assumed that we would make this information readily available. Mr. Renaud: We have that. Mr. Rapozo: I share your concerns 04-01-2013 Public Works (aa) Page 89 Mr. Renaud: What you want, I have it and we can get it to you. That is not a problem. Ms. Yukimura: When are you getting it to us by? Mr. Renaud: Pardon? Ms. Yukimura: When are you getting it to us? Mr. Renaud: In two (2) weeks. Ms. Yukimura: Okay, thank you. Mr. Rapozo: Great, that is wonderful. Ms. Yukimura: Thank you. Mr. Rapozo: Appreciate that. I think Mr. Kagawa had a follow-up question and then Mr. Hooser. Mr. Kagawa: Thank you, Ed. Just a personal observation. One million two hundred thousand dollars ($1,200,000), I cannot see that really doing a lot of road repair considering how much roads. I noticed that needed to be fixed. But I had a specific one because ironically, me and Councilmember Rapozo went out to Kekaha Host Community Meeting and I kind of got worried when I heard you say that you are worrying about the main traffic roads because some of the roads in Kekaha were beautiful. We were admiring how nice had a job the contractor did in repaving Kekaha Road and, I believe, the other main road there. I do not know if it was Elepaio. But I noticed that the connector roads were not repaved and I brought it up to Councilmember Rapozo and I said, "I wonder if they are going to do the interior roads too?" His answer to me was, "I would think so, right?" But now that I heard your presentation, I am not so sure. Mr. Renaud: It is in the process. But it is not for this Island Wide Resurfacing. It is in the future. Mr. Kagawa: It is in the future. Mr. Renaud: Yes. I did a survey, there is a lot of roads in there. I can give you the spreadsheet that need repair. The same thing identical problem where we have to do a preservation reconstruction, same thing, big, big bucks. Mr. Kagawa: Well, I guess... Mr. Renaud: Excuse me, I am sorry. One million two hundred thousand dollars ($1,200,000) is not enough to do the rest of those roads so we have to select what is the most used roads out there. Then by listening to the community and they kind of assist us. We want this road first, we want that road first or second, and that is what we have done. Mr. Kagawa: Yes, because I saw the same thing at Hanapepe Heights. They did the Ali`i Road, it just looks beautiful and that did not do the rest. I am kind of now gathering from your presentation that we are trying to do the heavily used 04-01-2013 Public Works (aa) Page 90 roads and we will do the side roads at a later time. Okay, well, that just give me more concern that we may need to actually instead of cut the budget, add to the budget because some of those roads are really in poor shape. I would like to see us at least fix some of those roads that are really in terrible shape. It is like riding on speed bumps with grass and cracks. Thank you. Mr. Rapozo: It is a great traffic-calming measure though, I have to say. You cannot drive fast. A follow-up to Ross' comments that, I know that the quality of the repaving today is much better than of past. I do not know if you folks are including the shoulder work or I am not sure what the difference is. But the... Mr. Tabata: Yes. Mr. Renaud: Everything. Mr. Tabata: Just an example, Alai Road in Kekaha which is the main road that connects up to the Koke`e Road which was completely rebuilt also. We examined that with the contractor and we were going to do specified repairs. But they came back and said, "No we just need to tear this whole road up and reconstruct it." We took their lea and it ended up being a little bit higher than the original cost. However, it would have cost more just to piecemeal it. So, those are initiatives that Ed has been making, that I think for the long run, it is going to provide longer life. Mr. Rapozo: Well, I agree. I think the maintenance costs long-term are much lower. Mr. Hooser, then Councilmember-I believe you had a follow-up as well. Mr. Hooser: I agree with much of what was said. I would like to see more roads paved for less money and no tax increase. So, if we could do that. I understand perfectly well, that this stuff costs money and we have to work within our budget. My core question is regarding how the budget process works and the biannual process. So, round numbers is one million two hundred thousand dollars ($1,200,000) for road paving, but then I heard you say that every other year we are are going to contract out. So, is this money going to sit there and combine with another year, that is what the intent is? Mr. Renaud: Correct. Mr. Dill: Yes. Mr. Hooser: Rather than just fund it all the next year? Mr. Dill: Correct. Mr. Hooser: Because that would be another way to do it. So, from a budget perspective, theoretically because we are not anticipating spending this one million two hundred thousand dollars ($1,200,000) during this fiscal year we could zero it out and deal with it next year, theoretically? Mr. Dill: Theoretically. 04-01-2013 Public Works (aa) Page 91 Mr. Hooser: Right, because the money is not going to be spent. It will not be encumbered, it will not need to be spent. So, I just wanted to clarify that that is the case and that is the case. The second question that I have, I understand that as a result of the Auditor's suggestion, there has been a change of policy with regards to CIP funding, Bond funding, and Operating funding in term of road repaving. That is correct, right? Mr. Dill: Yes, though I do not think bond funding was an issue. It was whether it should be in Capital Project or Repair & Maintenance project? Mr. Hooser: But you could fund CIP? I guess my point is if you want to do — we talked about a major road repair, tear it up completely and put in a major reconstruction. I would think... Mr. Dill: If I may? The issue specifically was regards to how the Island Wide Resurfacing was funded and historically, for whatever reason, it was in CIP budget and remember these are always Highway Funds, for the Island Wide Resurfacing. But now you see it budgeted in Operating Budget. Mr. Hooser: But we could use bond money, correct, to do major highway improvements, CIP improvements? I am not speaking about patching potholes. I am sorry, go ahead. Mr. Dill: Can I ask for a recess for a few minutes to discuss that, please? Mr. Hooser: Sure, I am not the Chair. Mr. Rapozo: I do not have a problem. Mr. Hooser: Well, let me finish my question. Mr. Dill: Sure. Mr. Hooser: It is one thing, we are talking potholes and minor resurfacing. But if we have roads that need to be dug up and new base core, rebuilt, then I would think that you would be able to use bond money, make that a CIP project and be within the spirit and the law and all of that. So, that is the point I wanted to make. Mr. Renaud: Can I just say one thing? Chair Furfaro: Excuse me, I just want to remind you, it was you folks that requested the break. Do you want the recess or not? Mr. Rapozo: Well, believe it or not, my apologies. We are beyond the caption break time. So, we will take a ten (10) minute caption break at this point, that will give you folks some time. When we come back, if it is a finance issue or whatever it is, then if we could have Finance up to answer the question, I would appreciate it. Recess, ten (10) minutes. There being no objections, the Committee recessed at 3:15 p.m. 04-01-2013 Public Works (aa) Page 92 There being no objections, the Committee reconvened at 3:24 p.m., and proceeded as follows: Mr. Rapozo: Budget session will come back to order and let the record reflect the presence of our Director of Finance, Mr. Steve Hunt. STEVEN A. HUNT, Director of Finance: Thank you. Mr. Rapozo: Now, I really cannot remember who asked that question. Mr. Hunt: Councilmember Hooser did. In response to Councilmember Hooser's question regarding whether the use of the moneys that are being suggested in this year for appropriation in the Highways Fund for resurfacing, if we were to zero that out and put a zero in that. Those are not moneys that can be reused for General Fund. These stay within Highway Fund, these are specific to Highway Fund. The intent is to is accumulate by budgeting this year to get, again, more bang for the buck because we believe there will be additional savings for doing more greater projects by doing it in two (2) year increment as opposed to annually. But the bottom line is, if we zeroed out that line this year in trying to fund all of it next year, there would not be savings realized in terms of moneys to be used elsewhere unless it is in the Highway's Fund that generally supports not only road paving, but also transportation. Mr. Hooser: Follow-up question. Mr. Rapozo: Sure. Mr. Hooser: So, the proposed increase in the fuel tax would then likewise just be used to accumulate or to create that one million two hundred thousand dollars ($1,200,000)? Mr. Hunt: Twofold. Yes, it is to create some balance for as well, but also to additionally support transportation because that added routes have been a bigger drain on General Fund. So, this is again, because it is running as it is own fund or can be used from Highway's Fund that we are trying to support that as much as we can. Mr. Hooser: Thank you. Mr. Rapozo: Follow-up? Ms. Yukimura: Yes. Well, first follow-up is about the Kekaha roads that needed reconstruction. The need for reconstruction, was that caused by us not paving in a timely way? Mr. Tabata: No. The fractures or the failure that we found on the road was due to inadequate initial base construction of the road and with the heat out there, and I know everybody reading all of these articles in the newspaper of O`ahu's problems, but the extreme heat in Kekaha during the day of expansion and at night shrinking, is problematic if you do not have a firm foundation. The fix that we did, using new asphalt base, time will tell. But all by sound engineering practice, should give us extended life of this road. 04-01-2013 Public Works (aa) Page 93 Ms. Yukimura: What you are saying is how the road is initially constructed is very important. Mr. Tabata: Right. Ms. Yukimura: So, when we have new subdivisions, it is important for inspectors to make sure that those roads are properly constructed or else we are going to pay? Mr. Tabata: Right. Ms. Yukimura: For lack of oversight. Mr. Tabata: Yes. I think I mentioned a few meetings ago that a large, I am not going to say majority, a large amount of our County roads were constructed with macadam base. So, macadam base, for those who do not know is rock and clay as a base versus today used on uniform base and we use asphalt as the foundation and compacted properly and built from the bottom up, versus in the old days macadam, was you just use this rock and mud base and you compact it with oil on it and then you pave over. The clay that bound the base together, especially moisture seepage, rain, and you get a pothole, it starts the degradation process. The mud gets washed out and then you get the structural failure of the road. Ms. Yukimura: Well, so in the assessment of the old roads that were constructed in the manner you just described, we have to be aware that it may not just be resurfacing. But it might be reconstruction and so the calculation of our budget and how far it is going to go has to take that into account. Mr. Tabata: Exactly. So, some of the information that Ed is gathering is not only the surface condition, but also speaking to members in the community who know these sections and how these roads were built and getting a better understanding and adding this feedback, so to speak, into what he is gathering. Ms. Yukimura: Then on a follow-up for Steve, or did you want to say something? Mr. Hunt: I was just going to add to that end because this was Councilmember Hooser's question as well earlier. If you were to basically dig out that road to the base core and redo it whether that would be eligible for CIP funding and our read is "no" on that still. Once it becomes a County asset, it still becomes R&M, whether it is fixing a pothole or redoing an entire road, it is still a County asset at that point and it is not eligible for CIP. Ms. Yukimura: Which means that bond money cannot be used? Mr. Hunt: Correct. Mr. Tabata: So, some of what we are right now doing, what we call co-plaining so we can recycle the asphalt. We are finding that there is macadam base underneath there and when we go down and co-plain, it is exposing the macadam that we did not know, that that was the composition of the foundation. So, at that point in time 04-01-2013 Public Works (aa) Page 94 we are making quick decisions out. We have some plus or minuses, some roads we are using less money. So, it is going to balance in the end, so far, right now. Ms. Yukimura: Right. I think Councilmember Hooser expressed some doubts as to whether it is true that we can use bond funds for major reconstruction. But maybe that is something that you can document for us. Then I have one other follow-up regarding Steve's response to Councilmember Hooser, and that is in proposing the $0.02 additional fuel tax that the Administrations intention was that part of it is used to fund the Transportation Agency? Mr. Hunt: It was more twofold. One was getting to the current standards Statewide as to what other Counties are charging for fuel tax and two (2) is to start to offset some of the demands from General Fund for Department like Transportation and knowing that we have now having to budget within Highways Fund for repaving, which we had not had to do before because we were using CIP. Those are certainly expenditure has we are addressing in this budget, but need to be funded Ms. Yukimura: So, the addition that I made to the purpose section of the Fuel Tax Bill for an Ordinance, is it correct to say that the purpose of these moneys — one (1) of the purpose of these moneys to provide for sustainable roads and public transportation? Mr. Hunt: Yes. Ms. Yukimura: Okay, thank you. Mr. Rapozo: Councilmember Bynum, follow-up? Mr. Bynum: I have a different question. Mr. Rapozo: Any other follow-up and not related to fuel tax, that is for Thursday. A follow-up, not to fuel tax? Mr. Hooser: It goes to the issue of Bond versus CIP. If you could look into that as little bit more and maybe provide us a response to that. It is my understanding that the criteria basically are based on the life of the improvement. If you are repainting a house, then that it repair and maintenance. If you are rebuilding the house, then that could qualify for Bond Funding. That is my experience in the past working with other budgets. If you could check, I guess, it would be the Bond Counsel or the Auditor... Mr. Hunt: Yes, Bond Counsel. Mr. Hooser: ...who made the recommendation in the first place? If you could check with that, I would appreciate it. Thank you. Mr. Rapozo: Mr. Hooser, if you could — I will write it down. We will get it over in writing. Mr. Bynum: This is a really important thing to research. I believe renovations on this building were done with Bond funding or CIP funding. I believe that there is a point where existing infrastructure gets to such a point where it is 04-01-2013 Public Works (aa) Page 95 replacement as opposed to repair. I would also have questions about I think we intend to do more pedestrian elements when we do road projects, that becomes a new amenity or something. So, I think this is an important question to research for a number of reasons. My questions, I gave Larry a heads up yesterday, and I do not know if he shared it with you. The same question I have asked six (6) years, thermal striping. I want thermal striping and so do a lot of people who live here. They do not even know it, but at night when it is raining, if the roadway was painted lines, they would go away when they are about a year old. I think we all know that. What is the status of us doing so I can get it all said at once? The commitment a couple of years ago was to make sure that any contract that we sent out... Chair Furfaro: Larry, please come back for Mr. Bynum's question. Mr. Bynum: The commitment that I heard a couple of years ago was that any new contract to a vendor that went out would have as a scope of service, that kind of striping and that we would invest in the equipment next year. I heard that for three (3) years and I did not see it in the budget. So, this is an important issue to me because I think it is a safety issue and it is a cost issue too. We have an upfront investment that will save us money, but will keep our roads safer. That is the most important thing. Mr. Renaud: Well, the thing is we are in the process of picking up a machine. That is where we are at right now and it is not a big machine. But a machine that we can handle, that we can do the work right now because we only have (x) number of people working. So, the thing is we are doing striping. Now with the striping in there, there are beads that are put in there for the edge pavements and whatnot. I do not know if we have done it correctly. But the thing is that we are moving in different areas where we are doing an inspection of what we are doing out there so that we know everything that we are doing. But there is a machine on its way. When the machine comes in—it is shortly. Mr. Bynum: I think that is good news and then there are some red flags in what you said. I do not know if we are doing it correctly in using the right materials. Mr. Renaud: What I am trying to say is when we looked at some of the older roads, I do not know who striped it and I do not have history on it and I will just leave it at that. But there were roads that maybe were not striped properly because there are beads that you put in there that reflects at night and when I look at some of them, I do not see it. I do not know what happened there, but these are the things that we are going to correct. Mr. Bynum: When you paint, you put things in the paint? Mr. Renaud: No, it comes in the paint or we hand spread it and it is a reflective type of bead that goes in the paint. Mr. Bynum: I do not want to act like I know a lot about this. Mr. Renaud: So, what I am trying to say is, we are looking at the process of what we do and we are changing everything to make it uniform in what we do. As with the machine coming in, we have a small machine coming in to do the job. If we 04-01-2013 Public Works (aa) Page 96 get good at that and the economy change and whatnot, then we will look at a bigger machine. A bigger machine like State has, it that runs for five hundred (500) plus, a big truck, so we are not there yet. Mr. Bynum: Five hundred thousand dollars ($500,000)? Mr. Renaud: Correct. Mr. Bynum: Yes. I did some research on this a couple of years ago. Mr. Renaud: Then collector roads, we are with the contract, they are going to do all the striping and whatnot. Mr. Bynum: And that is part of the Scope of Service, the type of striping? Mr. Renaud: Correct, thermal plastic. Mr. Bynum: Other than that what I understand to be correct. I just wanted affirmation is that we have a commitment when we resurface roads now, to deal with the underlying surface and if you come up with this substandard road bed you are replacing. Is that correct? Mr. Renaud: Correct. Mr. Bynum: To me, that in the long run — and I think that is a lot of JoAnn's questions were okay, we made this commitment, that is great. How many fewer roads are we going to be able to do if we committed to do them right and do we need to find resources to get back on top of the game? I hear the answer being that you will have a better answer a year from now. Mr. Renaud: Yes. Mr. Bynum: Thank you. Mr. Rapozo: Thank you very much. Any follow-up questions to striping? If not, Councilmember Nakamura. Ms. Nakamura: Thank you, Ed. Let us see, I wanted to ask you under the Signs and Roads Marking division detail, there is a four hundred seventy percent (470%) increase over 2012 when we had our last actuals. Can you explain that increase from six hundred thirty-eight thousand dollars ($638,000) to one million nine hundred thousand dollars ($1,900,000)? Mr. Renaud: Traffic Signs and Marking, it is not the correct name for the special construction group. In traffic sign they call it Traffic Signs and Markings, that is what we have right now. But it will all change to "Special Construction." Now, in Special Construction, you have traffic signs and markings, you have logistics, equipment mobilization and then you have bridge maintenance and road maintenance. So, what is happening there, since the Logistics Crew has moved to Traffic Signs, some of the moneys from the Kapa'a Base Yard has not transferred over. So, some of that cost, I have 04-01-2013 Public Works (aa) Page 97 to talk to my fiscal side and see why it is not coming from the other side that. That is what is happening, that is why it is high because of that extra cost of moving equipment and whatnot. Ms. Nakamura: So you are moving funds from some of the base yards? Mr. Renaud: No. When they went over to Traffic Signs and Markings, all of those crews are there right now. But we do not have the correct name on top. It should be "Special Construction" section. Ms. Nakamura: So, that is a coordination issue with the Finance Department? Mr. Renaud: Yes. Well, maybe with my fiscal and then they go from there. Ms. Nakamura: I am trying to get a handle on your total overtime and I have to kind of look at each of the subsections. But it looks like it is about one hundred ninety thousand dollars ($190,000) for all of your Roads Division. Does that sound about right? Mr. Renaud: Correct. Ms. Nakamura: What would you say is the main reason for that overtime? Mr. Renaud: A lot of it has been the weather conditions, call outs, we have been getting a lot of call outs. Then the other is Traffic Signs and Marking, trying to change that pattern to Safe Routes to School. We have been doing a lot there that was not planned in the budget. Ms. Nakamura: That comes out of overtime? Mr. Renaud: Some of it has been overtime, some of it has been all of the special projects that are out there. Ms. Nakamura: And so what is going on with the base yards because I see that funding has increased? Mr. Rapozo: The Chair has a follow-up on the overtime question. Ms. Nakamura: Sure. Chair Furfaro: I would like you to break down the overtime specifically, especially what portion is emergency and what portion is Safe Routes to School. Mr. Rapozo: Mr. Chair, I do have a question going over, a breakdown of overtime by each Division in Public Works, including Roads. But I do — because it is very difficult to follow with this budget because it is all over the place. So, one 04-01-2013 Public Works (aa) Page 98 (1) of the questions that we are asking is a breakdown for each and I would ask we will further specify what you have been asking. Chair Furfaro: Then one other part to that, at what point do you use Roads Department personnel for the landfill? Mr. Tabata: So, James can... Chair Furfaro: James, you heard my question? At that point do you use Roads personnel for overtime with the landfill? Mr. Matsushige: I do not think we really use a lot for landfill. But we do use a lot of Highway personnel for the refuse collection. Chair Furfaro: For the refuse collection? Mr. Matsushige: Yes. I guess when the refuse collector is sick, Highways Division fills in. Chair Furfaro: Mr. Rapozo, I would like to get that breakdown too. Mr. Rapozo: Yes, so would I. I think a lot of my questions on this sheet will cover that. Chair Furfaro: Okay. Mr. Rapozo: Does that happen often? Mr. Matsushige: Quite often. It can happen a lot because anytime that somebody is sick or off and also on holidays—every holiday we have collections. Mr. Rapozo: If somebody calls in sick from collections we take somebody from Highways? Mr. Matsushige: Highways, yes. Mr. Rapozo: Is that from somebody on a day off? Mr. Matsushige: No. Mr. Rapozo: Why would we pay overtime? Mr. Matsushige: Many times, I guess, they would continue their job because Highways also needs their people. I do not know how often that happens because it is Uku Pau, so they will finish their job and they can... Mr. Rapozo: So, they would go to work, collections, get overtime because it is pre-shift? Mr. Matsushige: On occasions they go to the transfer stations to cover shortage at the transfer station. 04-01-2013 Public Works (aa) Page 99 Mr. Rapozo: They are basically working a double shift? Mr. Matsushige: Yes, because of the Uku Pau. Mr. Rapozo: So, when a Highways person gets called to go work collections and we know it is Uku Pau, so do they get paid eight (8) hours overtime even though they do not work a full eight (8) hours. Mr. Matsushige: Yes, well if they work their full shift, they have the eight (8) hours. Mr. Rapozo: But if it is Uku Pau, they are not working the full shift. Let us say, what time do they start collections, 4:00? Mr. Renaud: 4:30. Mr. Rapozo: 4:30? Mr. Renaud: I mean 4:30, they start. Mr. Rapozo: So, they would come in at 4:30 in the morning and they would go to work and what time do they start at the transfer station or I am sorry, at the Highways? Mr. Matsushige: I need to check. Mr. Dill: Councilmember Rapozo, I think that might be better answered by Solid Waste. They are more familiar with this. Mr. Rapozo: Well, it is a Highways guy though. It is Highways overtime. So, my question is this, and it is a Highways fiscal issue, it is not Solid Waste because who pays overtime for that Highways employee? Mr. Matsushige: Highways pays. Mr. Rapozo: Right. Chair Furfaro: Here is the point, which tail is wagging the dog? I want to know which Supervisor is accountable for that overtime. If it is coming out the Highways Department, then it is Ed. If you are telling me ask the question of the landfill people, will I get the same answer from them? Then that overtime should be in Solid Waste, not showing up in Highways. Excuse me, I should not have interrupted, Mr. Rapozo, Mr. Rapozo: No, you read my mind again. You read Councilmember Hooser's mind earlier and now I am really getting worried Mr. Dill: I will tell you Councilmember Rapozo, there are specific Union rules for how the call outs happen and who gets requested to call out of offer the opportunity and those are the criteria that we follow. I cannot quote you those criteria right now. But we can certainly let you know. But everything happens in accordance with the Union contract. NEE 04-01-2013 Public Works (aa) Page 100 Mr. Rapozo: I understand. My question is if it is a Highways employee and a Highways person is getting—I mean you said it happens often. Mr. Tabata: For refuse. For the landfill, it is pretty much self-sustaining and at the transfer stations it is very rare that we have to use a Roads Division employee. It happens, but pretty much with the separation that we are in the process of completing, which the final phase is the refuse crews to Solid Waste, this should disappear. Until we complete the transfer of refuse personnel from Roads to Solid Waste and this situation will still occur. Mr. Rapozo: Well, I guess what I am concerned and I hope what is not happening, is that we are paying someone for more hours of work than what they are working. I understand the Uku Pau system for the transfer employees. Mr. Tabata: There is no other way right now with the rules as Mr. Dill spoke with the contract with UPW. There is no other way at this time, until we fully remove the refuse crew from Roads to Solid Waste. Mr. Rapozo: The Highways employee that gets sent over to collections qualifies for the Uku Pau as well? Mr. Tabata: Yes. Mr. Rapozo: And that is in the Union contract? Mr. Tabata: Because they are transferred, temporary transfer. Mr. Rapozo: They work their shift at collections and then they go back to work? Mr. Tabata: The refuse is still under Roads Division at this time, so the rules apply. Mr. Dill: But we are in the process of looking at getting that transferred to Solid Waste, so all the refuse collectors would be under Solid Waste then. Mr. Rapozo: Okay. Well, we will follow-up on that. Ms. Nakamura: Follow-up question Mr. Rapozo: Go ahead. Ms. Nakamura: Do you anticipate any problems with doing that? Mr. Dill: With making the transfer? Ms. Nakamura: Yes. 04-01-2013 Public Works (aa) Page 101 Mr. Dill: We have had preliminary discussion with the Union — I am not sure how to answer that question. It will certainly not be without its challenges. Ms. Nakamura: And timing wise, what is your goal to work on this? Mr. Dill: We plan to work on it before the end of this fiscal year. I do not think it will be accomplished by the end of this fiscal year, but I hope to accomplish it during next fiscal year. Ms. Nakamura: Thank you. Mr. Rapozo: Any other follow-up questions? I do not even know how to put that question in writing. Chair Furfaro: It is not the first time that that question has come up. Mr. Dill, I want you to know that many years that we have talked about this, the answer that we got basically said that as we go to automation, this roadside crew, possibly there will be an element of transferring some of them permanently to the landfill and that the landfill people might eventually be filling in for the overtime. That is the answer we have gotten for many years. I think the bigger question is can you show us something in writing that says if an individual works eleven (11) hours for the day, but ended up getting paid at premium rate for sixteen (16) hours of work, we actually understand that compensation is in the bargaining unit agreement, can you show us that? Mr. Dill: I can, yes. Chair Furfaro: I think that is where we have to start, okay? Mr. Dill: Okay. Chair Furfaro: But the other point that I was trying to make is if the overtime is in Ed's area, then it is Ed that has to manage the overtime, not just because the Roads guys are now in collections and we do not have an idea of who is overseeing the overtime. That is concerning, that is concerning. I will come up with some appropriate wording for that. Mr. Rapozo; You will? Thank you. Any other questions pertaining to overtime? Go ahead, Mr. Kagawa. Mr. Kagawa: I just have a, maybe a suggestion that if the Highways worker goes over and works the Uku Pau job, that we say you cannot do your day's work after you are done with that. This is why, I am worried that we will open ourselves up to liability because what the worker will say is, "I hurt my back because I had to work the refuse job and I had the work the other eight (8) hours." To me, it puts us in a bad spot. I am wondering, it is incentive enough to work the Uku Pau shift, work half the time, get paid for eight (8) at their normal Highway salary and I think that would be an advantage for them. But to allow them to work another eight (8) hours after that is, to me, putting ourselves in a bad spot. That is just my— I am not an Administration worker. But I am just giving my advice because I want to avoid any liability as much as possible. You have any comments on that? 04-01-2013 Public Works (aa) Page 102 Mr. Dill: No, I appreciate the thought. We would have the same concerns about somebody being overworked and possibly subjecting themselves to injury for that reason. Thank you. Mr. Renaud: That does not happen. Let me say something, that does not happen. The thing is, in the mornings when the refuse crews calls in, they call into the Roads Supervisor and say I cannot make it because of whatever. He has to call in before 4:00 and all of these things, and normally they do it. Now the district DRO, whoever he is, whichever district, he has to look for people now because when it comes over to Roads that means that they did their good diligence, they went out, they checked this, checked that, they do not have the people that want to volunteer. So, they come to Roads. Roads, what they do, they make a call. They have a hard time because not everybody wants to go on the back of the truck. So, now they come on duty, and per the Union, once he comes on, he is Uku Pau. That is it, he just worked those hours and he goes home. He does not come back to work, no way. We had some instances where I found out — this was way back and I stopped all of that because the thing is if you are going to go Uku Pau, you accept that, that is the bottom line and that is where we are at. We can break it down. We can get all of that information. Mr. Kagawa: Thank you, Ed. I was under the assumption that they were getting paid overtime because they were working their regular job after. Mr. Rapozo: That is what was said earlier, that is why you got that impression. Mr. Matsushige: I am sorry. Mr. Rapozo: Because I got that same impression. Chair Furfaro: That is how we all understood it. Mr. Rapozo: Where is the overtime then? If that is not happening, what was said earlier, where is the overtime? If you call a Roads person to come in and he is going to work, basically what will happen, rather than starting — what time? Mr. Renaud: The base yard starts at 4:30. Let me add something else to that because you have to be so many hours in advance to make a schedule, if you call that individual at a certain time he gets overtime, eight (8) hours. Mr. Rapozo: A portion of it, not the full day? Mr. Renaud: Refuse. Mr. Rapozo: They get the whole day overtime? Mr. Renaud: They work four (4) hours or something. It is eight (8) hours because that was not his assignment for the day. So, it has to be a planned thing. If we know this individual is going to be out in advance, then he gets normal pay. Mr. Rapozo: Well, we will follow-up. 04-01-2013 Public Works (aa) Page 103 Mr. Tabata: The additional overtime is for us to support Solid Waste with hauling green waste. Mr. Renaud: And landfill hauling dirt. Mr. Rapozo: Well, I do have a lot of questions as it relates to green waste hauling. But we will do that with Solid Waste because it is not you folks. I do have some concerns that were brought up last year that I understand is continuing to occur. But we will save that for Solid Waste. We have dismissed Solid Waste today. So, we will pick up with them first thing in the morning. We have another thirty-five (35) minutes with Roads. Is there another question? Go ahead, Councilmember Nakamura. Ms. Nakamura: Thank you. I am looking at page 2 of the budget presentation. At the very bottom under "Objective 1," you have several initiatives. In terms of complete the implementation of the MicroPaver for a pavement preservation program. When do you expect to have that in place? Mr. Renaud: We got a hold of the professor, like I talked about from UH. He is the master that UH brought him in and we are having that individual program training starting in August. We have five (5) sessions with him as we go along the year to complete that session with two (2) individuals. So, this way they can do data entry. Ms. Nakamura: That is the training, and then your data entry would be the next step? Mr. Renaud: Correct. Ms. Nakamura: How long do you expect that to take? Mr. Renaud: He has five (5) sessions and I think it goes all the way to December. In August, the first week of August, he comes here for two (2) days training with the two (2) individuals that we have. Then he comes back — he has different sessions all the way to December and one day presentations and then everything that we do on the computer back and forth. Ms. Nakamura: When do you expect data entry to be completed? Mr. Renaud: Completed, he comes the first two (2) days in August, they should be ready to move into that position and we have everything else ready to be implemented in the data entry so, December. Ms. Nakamura: By the end of the year, the data would be completed? Mr. Renaud: Yes. We have a qualified individual that is very simple of this. Like I said, Mike Lingaton. Ms. Nakamura: At the end of the - Lyle brought this up about the articles in the paper over the past few weeks about the road conditions in Honolulu. So, what they have is this report that shows... Mr. Renaud: Yes, I picked that up too. 04-01-2013 Public Works (aa) Page 104 Ms. Nakamura: The different condition of the roads by color, is that kind of what we are going to get? Mr. Renaud: Same thing and that is the Professor that we are working with. Ms. Nakamura: This is the same? So, we will get an idea of how many poor, failed roads, serious, in this same type of category? Mr. Renaud: Similar. Ms. Nakamura: Similar? Mr. Renaud: The thing I said in two (2) weeks or sooner, everything is in the report. Ms. Nakamura: So, that is what we will get in two (2) weeks? Mr. Renaud: Correct. Chair Furfaro: You will do all of our roads in two (2) weeks? Mr. Renaud: No, the information Councilwoman Yukimura requested. Mr. Tabata: This is a multiple part data acquisition and loading into the database software. So, we have iWORQ which is a contractor who went out to do the road surveys for us. We have this data now, it is in this format that still needs to be loaded into the MicroPaver software. The MicroPaver, we found after we purchased, is not as simple as we thought, as Larry stated and even the City, if you see and you follow their story, they had to get the same training like we are. We bought the same software as the City and they took that long for them to catch up, as you see. They have it paved also at a steady pace while they were inputting this data and creating the database and learning how to use it. We are just behind them and Ed, finally getting time in August now, for the formal train coming to us to learn how we manipulate the data, input and code the data specifically because the data is all collected, but then you have to code it specifically for this software and be able to use the data that we collected in the format that is presented in that article. We are learning as we move forward. The main thing is that we are still moving forward and we are not professionals in this area as far as this new IT, the software stuff. So, we are moving towards that end. We will get there eventually. Not as fast as everybody wants us to. Ms. Nakamura: What we get in two (2) weeks is preliminary? Mr. Tabata: I think it is raw data, that is not going to be a result of what MicroPaver will give us. Ms. Nakamura: What we get in a year, would be a much more detailed inventory. Mr. Tabata: Right. 04-01-2013 Public Works (aa) Page 105 Mr. Nakamura: Based on actual conditions in the field. Mr. Tabata: And coded per how what is going to make MicroPaver work. Ms. Nakamura: Will we also at the same time get an assessment of are we investing enough to deal with the most serious conditions of our roads? Mr. Tabata: I think that is something that we are going to learn as we move forward. It is going to give us state of the union, so to speak and then we are going to be able then drill down to specific needs that we are looking for. Then it is implementing what is the cost per pound or per cubic foot of material of the asphalt and that will in turn come back to say, this is your highest priority, next level, and down the line. Ms. Nakamura: One (1) of the questions that we asked at the last budget hearing was how much do we get for—I think at the that time it was seven hundred thousand dollars ($700,000) in our budget and the response was one point five (1.5) to three (3) miles paved road if it is assuming a twenty (20) foot roadway. So, even if we are going up to one million two hundred thousand dollars ($1,200,000) per year, so we are at two million four hundred thousand dollars ($2,400,000), so that buys us maybe twenty-four (24) miles if we use that same metric. Mr. Renaud: That is only resurfacing. Mr. Tabata: Yes. Ms. Nakamura: That is just resurfacing. Okay, got it. Mr. Tabata: So, you then there is the structural repair, shoulder repair that we have increased in our scope. Ms. Nakamura: So, that is going to reduce the actual number of miles. Mr. Tabata: Yes. Ms. Nakamura: I think that is what we will be looking for, probably not in two (2) week, but in next budget is when we will be really looking for that analysis of this is really the bread and butter of what the County should be do and making sure that we are not following behind like Honolulu where it is really a crisis there. Thank you very much. Mr. Renaud: One other thing with that, we are investing in a cord machine. So, even if the report states that, we are going to do core simples to see what is under there. We have to be sure before we agree on a negotiated price with the paving contractor. Ms. Nakamura: Thank you. Chair Furfaro: Mr. Rapozo. 04-01-2013 Public Works (aa) Page 106 Mr. Rapozo: Mr. Chair. Chair Furfaro: Thank you, Nadine, you clarified a lot of my comments. Gentlemen, I want to remind you to please, when you speak in terms of what is going to be accomplished, make sure it is something that you are implying that is achievable in a specific time. So, bottom line here it turns out, bottom line here is we are probably a year away from having the kind of results. It is not something that is coming in five (5) visits and then it is magic and it is going to happen. Here is my caution though, Larry, we went a period of almost three (3) years not paving any roads or resurfacing any roads. In that year, we had given you an extra one million dollars ($1,000,000) that I put in the budget for it. I do not want to find out that we are not resurfacing during this time where we are collecting data. Okay? I am really concerned because you said that if we did it in two (2) year increments, we would probably get about ten percent (10%) to fifteen percent (15%) more paving down if we issued a bigger contract. So, here is my one (1) chance to ask you, is that what you are anticipating now? You are not going to pave for next year? You are going to wait to do a bunch in a two (2) year funding? Mr. Dill: That is correct. If you see in the CIP Ordinance this year in response to the Auditor's report we zeroed out the CIP funds that had been appropriated. So, we would start again this Fiscal Year 2014 with the one million two hundred thousand dollars ($1,200,000) that was identified in the Operating Budget. Chair Furfaro: I just want to say that I make it very clear because I do necessarily need to hear from Glenn and others that we did not pave, we did not pave. That is your position and that position is based on the fact that as Nadine reconstructed everything that you said to us, it is this year that we are going to do a lot of investment in the road quality, the thickness. Is that a correct statement? Mr. Dill: Yes. Chair Furfaro: Okay. Even though I would prefer you continue to resurface until we have the data because we went a couple of years ago, Ed, you know this well. We went without repaving. So, as long as we are all clear, that is where our focus and our attention is going to be. Then I have one (1) more non-associated announcement that I would like to do real q uick, since you ou announced the fact that we are going to do Solid Waste starting tomorrow. We have the CIP documents. Are you prepared to pass it out to the members today, before we end so that everybody has a start for tomorrow? Thank you very much. Scott, if you can work on that. Thank you, Mr. Rapozo. Mr. Rapozo: Mr. Bynum. Mr. Bynum: The one million two hundred thousand dollars ($1,200,000) that is in there is Highway Funds right? It is not General Funds? Mr. Dill: Correct. Mr. Bynum: There is no General Fund money going into the Highway Fund this year. Mr. Dill: Correct. Mr. Bynum: Okay, I just wanted to clarify that. 04-01-2013 Public Works (aa) Page 107 Mr. Rapozo: Any questions? I apologize, I forget about the CIP. So, we can try to get through the CIP today, Public Works CIP. That is what the schedule says, right? Chair Furfaro: I would suggest with twenty-five (25) minutes doing this tomorrow. Mr. Rapozo: That is fine with me. Chair Furfaro: That would be my recommendation. Mr. Rapozo: Any other questions for Roads? I have a question. Lyle, you said — I guess it was Koke`e, the contractor suggested a reconstruction versus a repaving? Mr. Tabata: No, no that was Alai Road. Mr. Rapozo: Okay, and that we went along with the contractor, which is probably the right thing to do. But what was the difference? I mean, is there a ratio like in that example, what would it have cost if we just resurfaced versus what we p aid to reconstruct? Is there a standard or is it a case-by-case? Mr. Renaud: What would have happened if we just resurfaced, the cracks would have come back up. Mr. Rapozo: Oh, no, I understand that. But the costs? Mr. Tabata: Oh, the cost. We can get that. • Mr. Rapozo: Is there like, let us say five hundred thousand dollars ($500,000) to resurface, but if we reconstruct, is that something we could figure out? Mr. Renaud: Yes, we can. We have it. Mr. Rapozo: Thank you. I thought I heard you say it was a little bit more to do the reconstruction, but of course we know it is much wiser to do it that way because of the long-term maintenance costs. So, if we could just get that. Mr. Tabata: When Ed came to me with the change, we discussed it, he showed me savings from other roads already completed and we would cover the extra costs. It was not that much, really. Mr. Rapozo: Okay. Mr. Tabata: Because the specifications already said to do structural repairs and that just escalated, that was going to be way more. Mr. Rapozo: I am not disagreeing with that. I think it is the right way to do it. I think in a lot of our roads getting repaved over and over and you hear criticism from the community. I remember one time they even said because I live in Wailua Houselots, my road got paved several times and that is not true. My road is yet to be paved since I lived in the Wailua Houselots. But it does not need paving, it is perfectly fine. But I 04-01-2013 Public Works (aa) Page 108 agree that Kekaha and Waimea, going up past the neighborhood center going up mauka. I joke around and say after you go up that road, you have to go to the dentist afterwards to tighten up your teeth. Any more questions for— I say that not to be funny. But that is the reality of it. Any more questions for Roads? If not, thank you very much. Mr. Chair, I will turn it over to you for closing comments. Mr. Rapozo, the presiding officer, returned Chairmanship to Chair Furfaro. Chair Furfaro: Well, I think we covered a lot of area today and we will start tomorrow with Solid Waste, okay? Mr. Dill, that works for you? We will try and organize the more detailed questions that we need going forward. But two (2) items to clarify today is what you are presenting to us is also a strategy, not just the budget, especially on this road repaving piece as well as some of the things that we talked about earlier. Yes? Mr. Rapozo: I apologize. There was a question that I had highlighted here and may I? Chair Furfaro: Yes, go right ahead? Mr. Rapozo: Two (2) items on page 239 of the budget. Other services, which was the disposal of abandoned vehicles of three hundred thousand dollars ($300,000) and special projects, which the text is Beautification Projects of one hundred two thousand six hundred sixty dollars ($102,660). That is not a new item, that has been in there for the current budget, right? I do not know who to ask. Chair Furfaro: James is coming up. Mr. Dill: What page number was that again? Mr. Rapozo: 239 on the budget. It might by a Solid Waste question, I apologize. Scott just reminded me. It is probably Solid Waste. But if you can answer that. I am just curious as to the disposal of abandon vehicles, that would be Solid Waste? Mr. Matsushige: Yes. Mr. Rapozo: So, let me just hold that for tomorrow. Mr. Matsushige: That is part of our contract with Puhi Recycling. Mr. Rapozo: I noticed, but the year-to-date expenditure is zero (0). Mr. Matsushige: For? Mr. Rapozo: For the disposal of abandoned vehicles. Mr. Matsushige: For which year? 04-01-2013 Public Works (aa) Page 109 Mr. Rapozo: I am looking at this year's budget. It says original budget three thousand dollars ($3,000), adjusted budget three thousand dollars ($3,000) year-to-date expenditures. Mr. Matsushige: Probably that is because it is with a contract. So, when we write the contract, we encumber the money at once. Mr. Rapozo: But this is showing that we did not encumber the funds. In other words,this is saying that we did not spend anything off of that budget line item. Mr. Matsushige: Yes, probably—I am not really sure. But you ask them. Mr. Rapozo: We will ask them tomorrow. Mr. Matsushige: But I think when the contract is renewed or extended another year, they will take their money out and put it into the contract until that contract expires, we are not going to add money. Mr. Rapozo: Okay, I will ask them tomorrow. If anybody is listening, give them a head's up and maybe a Finance question, I do not know. But that is the two (2) items that I am inquiring, three hundred thousand dollars ($300,000) and one hundred two thousand six hundred sixty dollars ($102,660) for disposal of abandoned vehicles and the Beautification Project. I am sorry Mr. Chair, thank you. Chair Furfaro: No problem. To the Mayor, I want to thank you Mayor for your commitment for the day, your staff I think we had spirited discussions about items that needed discussing. But for now we are going to recess this meeting until 9:00 tomorrow morning and we are going start with Solid Waste and then CIP. Thank you for the distribution on the CIP worksheet. Okay, if you could tap the mallet, we are recessed. There being no objections, the Committee recessed at 4:12 p.m. 04-02-2013 Department of Public Works (continuation) (lc) Page 1 The departmental budget review reconvened on April 2, 2013, and proceeded as follows: Department of Public Works Continuation Honorable Tim Bynum Honorable Gary L. Hooser Honorable Ross Kagawa Honorable Nadine Nakamura Honorable Mel Rapozo Honorable JoAnn A. Yukimura Honorable Jay Furfaro, Council Chair CHAIR FURFARO: Aloha, and good morning. I would like to take this third day of the budget reviews, and call us back from recess, and focus on today's two (2) agenda items, which will be a review of Solid Waste and a presentation on CIP for the day. Those are the two (2) agenda items for the day. Now, before we start on those items, as posted for 9:00 a.m., I would like to see if there is any public testimony on these two (2) items that are intended for the agenda today. Is there anyone in the audience that wishes to either Solid Waste or Capital Improvement Project (CIP)? Good morning, Mr. Chang. There being no objections, the rules were suspended to take public testimony. ■ DICKIE CHANG: Good morning, sir. Chair Furfaro: I saw you on television (TV) last night. Mr. Chang: I saw you all on TV last night, but you had a little more air time than I did. Chairman, Vice Chair Nakamura and Members of the Council for the record, I am Dickie Chang. I want to thank first of all Chair for Public Works, Mel Rapozo, I just ran into him in the parking lot and he said come on up, now is the time. So happy to be here and good luck on your budget to yourself and to the administration of course, and I also want to say to Yvette, thank you very much. I ran into her a little earlier and just a human interest story and she said it is like déjà vu, I thought you were here. So did I, I thought I had a lanyard with my key so I could use the restroom, but I did not have that. Anyway I wanted to take this opportunity, and I am unprepared as always. I wanted to talk about a CIP Project as many of you folks know I live in the Puali Subdivision and prior to being a Council member four years ago we had a problem with just dedicating that subdivision. I do not know what it was, when I got here we tried to rectify that problem, which I believe it was rectified. I have a letter dated January 31, and also a response letter back and I think I circulated that with several of the members here, but, for a long, long time we were trying to get that subdivision dedicated and trying to get it legal through the County and I believe it finally is. We were working with our Clerk, Ricky Watanabe and Ian Jung and Mr. Larry Dill. One of the things that we agreed to do is to do an 1800-foot path from the Puali Subdivision to connect Halelani out to Kaneka Street. That was an one thousand eight hundred (1,800) foot four foot sidewalk that was going to link the community, community, community. Now as most of you folks know it is a very, very dangerous road, the Puhi road is very, very dangerous road. It is very well traffic and of course that is the home of the industrial area. Now to my understanding it has never been paved before so we were given the go-ahead, on the third page, and I can get this circulated too. We are proposing and this is from the administration. We are proposing to do the design and provide construction management of the project in-house and seek your favorable funding approval. Should you have any questions contact Wally Kudo, at 241- 04-02-2013 Department of Public Works (continuation) (lc) Page 2 4891, now this particular project and I can have your staff circulate this, but it is for street light installations. If you folks ever have a chance from Kaneka to the end of the road, if you turn off your lights there is only one light and it is across the street leading into the industrial area. So that is a concern, not just for safety reasons, but also for security reasons that we've had some crime across the street, burglary and what have you. But it is the sidewalk along Puhi Road to Kaneka Street through Haleukana and the street lights and drainage and the total package was $357... may have an additional three minutes? Chair Furfaro: It is different from Wala'au, here you are on a timer. Yes you may have another three minutes. Mr. Chang: Thank you very much. I am asking us to take a look at this because I know how important safe routes to school is, Get Fit Kaua`i and this is a project that is, I believe long, long overdue. If you see the amount of people walking there, like going to work, it is a very, very like Kauai, it is a very, very active community, and people walk to work and walk to school. A lot of times when you walk to work you are walking in the dark and walking to school you are walking with the traffic and believe me, cars are flying by and it became very apparent with me as anytime you need to shift the routing throughout Puhi road that road is here, there, and everywhere. If you have a chance to walk the road it is only going to take us another big rain for it to once again re-open again and then we do that little patch work action. I did receive and you can follow up with the staff, while I was on the Council in June of last year, I did get a response back from the Administration and I was always hoping to get this on the CIP Project but I got the report back saying that we are going to put that in the Statewide Transportation Improvement Project (STIP) Project and we hope to complete the sidewalk and the lighting by 2018. All my indications is that the rail system in Honolulu will be done by 2017, so it is one thousand eight hundred (1,800) feet for the community and as I mentioned it is a very active community. At one time I did have a database as to how many kids were actually walking to and from school, how many people was actually going shopping and what have you. I can tell you because we are a newer and more lighted subdivision in the subdivision itself, we receive a lot of kids from Halelani or the older part of Puhi during Halloween, and their walking on the dark road just to get into that subdivision. I am just asking you folks to please take a look at that because I think to no fault of the association and to the community there were things that happened for whatever reason that it was never able to get deeded or dedicated and consequently lawfully taken cared of awhile back through Ian Jung. I do want to thank Ian, Larry Dill and also Ricky Watanabe for help in guiding through this process. I do not believe it is in the CIP it could be, but I do not believe it is. So I am just asking you folks to consider doing that for the community and doing that in what we all call in the realm of Get Fit Kaua`i and safe streets. Myself personally I do not think I can wait until 2018 and I do bike it and I do walk it very frequently, any questions? Chair Furfaro: Dickie let me ask you, can we have copies of the correspondence that you have because I remember calling Wally Kudo on this item and he lead me to believe that is was going to be a decision made by the administration and since it III is our first day to be looking at the CIP, when we go on to make reference to the those sidewalks we would like to have that. Mr. Chang: Thank you Chair and you can get this from the staff and by the way there is also an illustrated map here as to where the lights are going to 04-02-2013 Department of Public Works (continuation) (lc) Page 3 be, where the mitigation as far as the drainage is going to be and how the sidewalk will connect Puali to Halelani, to Kaneka and from Kaneka as we all know you take a right turn and we are at Chiefess Kamakahelei. If I can while we are on that subject since I can ramble. One of the things I was passionate about was trying to get that sidewalk that I tried for a long time from Kaua`i Community Federal Credit Union (KCFCU), from Costco and that area by Home Depot, there was no crosswalk to link that road to Kukui Grove Shopping Center. Many kids go to Fun Factory but on Mondays you will see a lot of seniors with their bags trying to get to the Farmers Market there on Mondays so while we are on that subject, I do not know who's responsibility that is, I do not know if that was included with the deal with Safeway when they open up if they will be responsible. I have been getting several different responses and my last request would be something that I believe is very simple. I have been going to functions as we all have at the War Memorial Convention Hall and a lot of these are Hula Halau's that are doing fundraising and the more and more when I ,go to the fundraising efforts, seventy if not eighty percent of the audience are visitors. They want to see the culture, they want to see the experience and get involved with the history and the hula and many of these visitors are the ones that are funding these very, very well deserved Hula Halau's. Baby Luau's and everything else if it is possible I think some signage just to let people know where the War Memorial Convention Hall is. When you say oh the War Memorial Convention Hall, It is hard to describe that especially to the seniors or people coming from off Island. If they do not have a GPS or what have you it is hard to say come on down Rice Street and take the left turn across the Fire Station and nobody knows the roads of Hardy or what have you so, I do not know if there's a way to do this on the main road or do this on Rice Street but I think some sort of a signage. It is a Historic landmark and it is a very important place for not just our community but our neighbor Island visitors and more importantly the visitors that come here to support our arts. So if we can just take a look at some signage as far as that very important building that is so helpful to the community members here in fund raising efforts. Chair Furfaro: Thank you Mr. Chang. We have questions for you from Mr. Bynum. Mr. Chang: Thank you. TIM BYNUM: Hi Dickie, nice to see you again. Mr. Chang: Great to see you. Mr. Bynum: I was tracking this last year and I thought it was a done deal and it was going to be done in-house and now you are saying it got re- programmed to try and put it under the STIP and... Mr. Chang: That was my understanding, I thought we were ready set go and I wasn't trying to push and I just felt verbally we were going to move on and I did have several discussions. There is a letter that was dated back to me that your staff can find and I believe it was June of last year saying that we have decided to move it in the STIP project to get additional funding's, but like I said the completion date on that would be in or around 2018. At that point I was a little shock or a little disappointed knowing that this multi gazillion rail system is going to be done before we get this sidewalk on Puhi Road. I just thought it was important to speak up. 04-02-2013 Department of Public Works (continuation) (lc) Page 4 Mr. Bynum: I think that is a really high valued area for a safe route to school because you have the industrial road with the trucks and you already have sidewalks on Kaneka that connects to Chiefess and there are tons of kids and families at Halelani, so I thought this was going to happen. And my first question would be about whether programming it in STIP, STIPS been for repaving and not for putting in new facilities like pedestrian facilities so I'd like to see it move forward. Mr. Chang: Correct and I might be mistaken but I do believe from the main highway Shell Service Station — Kaua`i Community College, all the way out to Kaneka would be paved, but from Kaneka to the bypass road that is going to be a part of the STIP Program. My understanding is STIP is basically to help with the roads and not the sidewalks along the side of the road. If you take a drive by there is a lot of room for a sidewalk and connectivity. As a matter of fact it was a while back that I was out there with Lyle and Larry and Wally and Paul Togioka and Ed Renaud, there was a whole bunch of us that went out there to go look and do a little field study and I got the response back immediately, I got it back immediately from Public Works so I want to thank them. I thought it was ready-set-go but there were some legalities that we had to take care of and I was told way-back-when we were ready-set-go as far as legal terms were concerned and I know a lot of you help me get through that process also. As I mentioned I wished I was a little more prepared but I want to thank Councilmember Rapozo he saw me in the parking lot and I said what is going on and he said get up there right now and I am happy that I did just to share the voice on behalf on the community and that area itself. Chair Furfaro: We have other questions for you so if you could hold on and as you expand the narrative I just need to remind you that we are at a point here where we ask the questions. Mr. Chang: Yes I understand. Chair Furfaro: I know you do. Mr. Chang: I understand the rules. Chair Furfaro: JoAnn you had a question? Ms. Yukimura: Yes I want to say to that Puhi because of its density you really get a lot of value that as it serves a lot of people every foot of sidewalk and so forth, so I just want to thank you for bringing it up because I think it is a good smart growth project. I wish there had been more thought in the design of how all the different subdivisions connect to each other but now we are doing retro-fit and I think it is a worthy project so thank you. Mr. Chang: Thank you. Chair Furfaro: Mr. Rapozo and then Nadine. Mr. Rapozo: Thank you Mr. Chair. Dickie when was the Puali Subdivision completed? Mr. Chang: I believe that November would be seven (7) years and if you remember it was a seven (7) year buy back clause and I was blessed to be one of the original owners so November of this year would be 7 years. 1 04-02-2013 Department of Public Works (continuation) (lc) Page 5 Mr. Rapozo: So seven (7) years it was completed and people were able to move in or purchase? Mr. Chang: Yes. Mr. Rapozo: And when was the dedication? Mr. Chang: That was the problem...the dedication... Mr. Rapozo: You said that it was finally dedicated and I think you said the dedication was finally legal in the last year. Mr. Chang: Yes within the last year and again people have tried prior to myself becoming a Councilmember, but when you see the letters and this one was dated January 31st of 2011 and we are writing a letter to Susan Brinks, then the President of the Association and say you know it is kind of like in the hip-hip hooray we sent it off and everything's looking good, we are going to move forward and get it done. So, personally it was a little embarrassing for myself when everyone would say what is up, what is up, I am the Council guy driving through the end of the road and I have to kind of duck down because I told them stuff and I did not get it done. Mr. Rapozo: Okay so it was your understanding that it was going to be on the CIP and as far as you know right now it is been moved to the STIP so we are looking at a five year projection to complete this thing. Mr. Chang: And to be accurate that is my understanding however I would ask you folks to look at the correspondence and I believe that correspondence was in June of 2012. Mr. Rapozo: Okay thank you very much. Chair Furfaro: Okay Nadine. NADINE NAKAMURA: Thank you Mr. Chang for being here. Mr. Chang: Thank you. Ms. Nakamura: I have a couple of questions about the crosswalks. The first one you said is between Home Depot and Kukui Grove? Mr. Chang: Yes. Ms. Nakamura: What was the second one? You talked about Safeway as well. Mr. Chang: Well this is, when KCFCU opened up the lead certified West KCFCU there location, the first thing that was approached to me during the dedication was a lot of people do their banking than they go at that time Big Save or Star I beg your pardon. There was a lot of activity going around and I pass that area quite a bit and you see that is why they put those plastic so you do not cross. You have such a busy, busy area between Costco, Home Depot, KCFCU, Chiefess Kamakahelei School gets out people cross the street and go to Fun Factory, meet their parents or do whatever they do to kill time at Kukui Grove and you will see people running across the street because guys 04-02-2013 Department of Public Works (continuation) (lc) Page 6 aren't driving slow. I see seniors and I can tell it is a Monday because a lot of people are carrying their recyclable bags to and from so that would be that area. Ms. Nakamura: Thank you. Mr. Chang: You are welcome. Mr. Furfaro: Mr. Hooser, then JoAnn. GARY HOOSER: Good morning. Mr. Chang: Good morning. Mr. Hooser: Thank you for bringing this up, I know other members from the Community had asked me about this issue and I was interested for this discussion today and to be the first guy at the table is really good. It is an important project and again there aren't a lot of things that people come and really ask for in some respect and this is of them. Did you have an idea and you may have mentioned it already but the cost? Mr. Chang: Yes, three hundred fifty seven thousand ($357,000). Mr. Hooser: That is for construction? Mr. Chang: I believe Mr. Dill can clarify this but it is the total cost. Three hundred fifty seven thousand two hundred dollars that would be done in house. Mr. Hooser: For the sidewalks as well as the paving? Mr. Chang; Yes. Mr. Hooser: Because there are two elements to the improvements right? The paving of the road or the re-paving? Mr. Chang: Well not the paving in the road. This is specifically a four foot wide sidewalk going eighteen hundred feet connecting Puali, Halelani, and Kaneka. Mr. Hooser: Okay so it is a sidewalk? Mr. Chang: Correct but we also do have a lighting situation there for security purposes. The Association requested a light in front when your turning into the subdivision there is no light and also there are four lights that will be across the street on the industrial side because there is no lighting within that area. Mr. Hooser: So it is your understanding that the original idea was to do it in-house? Mr. Chang: Yes. Mr. Hooser: Not just the planning but to actually do the project in-house. i 04-02-2013 Department of Public Works (continuation) (lc) Page 7 Mr. Chang: The... Mr. Hooser: It seems like a relatively small amount of money. Mr. Chang: And the wording goes again. We are proposing to do the design and provide construction management of the project in-house. We seek your favorable funding, should you have any questions, please contact Wally Kudo. And this was sent to me on March 20, 2011, but I do believe there are other correspondence in regards to this and the STIP that the staff can get to you. Mr. Hooser: Okay thank you, thank you very much. Chair Furfaro: Any more questions? JoAnn do you have questions? Ms. Yukimura: Yes I believe when you were on the Council, either between you and I we requested the crosswalk by the present times. Mr. Chang: Yes and the staff can give you the correspondence because I think I have requested... Mr. Yukimura: But that hasn't yet been done? Mr. Chang: Yes and my understanding and I may be wrong was that it might have been part of the Safeway responsibility and I couldn't figure that out because Safeway would be across Chiefess Kamakahele versus I do not know what the name of that road is... Nuhou Road or what have you. So that was something that came on the radar screen as soon as KCFCU opened up and that was something that I was right on it at that time. Ms. Yukimura: Right. Mr. Chang: I can tell you when you folks do drive through there, you know how busy Costco, Home Depot and that area is and of especially to get across the street to shop or what have you. Ms. Yukimura: Okay so I will look into the history of it and see where we are on it. Thank you for raising it again. Mr. Furfaro: Anymore questions for the speaker? Dickie I would like to make sure you leave your correspondence with us although you indicated we have that I want to make sure we have it all. So if you could do that. Mr. Chang: I think there may be about two more documents that you need to follow-up on. Mr. Furfaro: Okay. Thank you very much. Mr. Chang: Thank you and it is great to see all of you, good luck in this process. Thank you. Mr. Furfaro: Thank you very much. Is there anyone else in the public that wishes to testify on CIP or Solid Waste?Yes go right ahead. Nessfisk 04-02-2013 Department of Public Works (continuation) (lc) Page 8 ROSS KAGAWA: Just one comment and I think one of the ways that we can handle this situation... well two situations is we can put it in my committee and I would be more than happy to try and work on the crosswalk across from Times and we can also have some detailed discussion with Mr. Kudo to see how we can make it a reality. Mr. Furfaro: Well that sounds like the right approach so when you are ready we will put it in your committee. Thank you, on that note I have another one of those days where I will be in and out but I would like to start with Solid Waste if we can today. Before we go into that I would like to see who's going to speak on behalf of solid waste because I have some follow-up correspondence that I have been working on and I would like to get some clarity on it. So Allison, Larry, and first of all Larry let me let you know that I has written to the Solid Waste Consultant to talk about the workshop we had planned. They did respond to me and the only thing I could find on our engineering detail system wide on the monies was AECOM's service fees identifying one million eight hundred forty eight thousand, five hundred and seven thousand dollars. That is not the entire amount we contracted to them is it? TROY TANIGAWA, ENVIRONMENTAL SERVICES MANAGER: I would say Chair that that amount is pretty close to what I recall also. Chair Furfaro: Okay and when you say pretty close, would you know because I do not have access to the contents of the contract right now, I was a little delinquent in trying to get it sent over. Is there a contingency in there proposal like five percent or something of that nature that is not detailed but is rather put on to their contract as a contingency? Mr. Tanigawa: No there is no contingency; every dollar in that contract is allocated to specific tasks. I can get that number for you in a few minutes. Chair Furfaro: I would like it and I am a little surprised it is a project released and we do not have a contingency at even five percent or something or in detailed to the penny. LARRY DILL P.E., COUNTY ENGINEER: For the record Larry Dill, County Engineer. In our consultant professional services contracts, every task is laid out and dollar amount is signed and there's no contingency. We typically have a contingency is our budget to take care of change of contract, amendments or unforeseen items but in the proposals on the contracts there are no contingency line items. Mr. Furfaro: So that is something I know you and I in the private world are not used to. There is usually a five percent contingency for something that might occur as a very basic change order. Mr. Dill: Well we do keep when we do our budgeting and request to our Council appropriation, we include a contingency amount so the appropriator amount is more than the contracted amount. But for the consultant it is difficult for them to anticipate unforeseen change orders and then price those out so we just price out the actual task we contract for. Chair Furfaro: I just want to let you know and that is the corner of my note here is the contingency for the workshop. They had responded to me indicating that they recognize the resource recovery program as being a very important one to us and 04-02-2013 Department of Public Works (continuation) (lc) Page 9 they would be happy to serve the Council in our workshop and that we are entitled to two sessions with them. The first one we had on January 30th and then the contract specifies a return visit when we had the draft of the Environmental Impact Study (EIS), but then it goes on to say between themselves and their sub-contractor our (inaudible) they feel that it is necessary that even their subs attend the planned workshop and without them we might not be able to get all the technical portions or questions answered. So they strongly suggest their available and they also do not think that the workshop will not have any impact on the existing project schedule dates. The total Larry they are asking me for eleven grand to attend the workshop. Mr. Tanigawa: I believe so. Chair Furfaro: Eleven on a one point eight million dollar contract, they want to charge the client and additional eleven thousand dollars. Mr. Dill: I believe its ninety two hundred Chair. Chair Furfaro: No and then Towill coming over from Honolulu is another grand on the next page. Mr. Dill: Yes and that is included from the first page. Chair Furfaro: Your microphone. Mr. Dill: Oh sorry. The Towill amount on the second page is included on the first page and the second page is back up so that should break up that cost. You can see (RMTC) workshop participation under other direct cost, sub-contracts. Chair Furfaro: Got it, but it is really interesting, even if I work this for the Kaua`i workshop even to have them come over for conference to go on a conference call they want four thousand seven hundred dollars. Mr. Dill: Four thousand seven hundred I understand would help take care of getting R.M. Towill and AECOM from their Honolulu office over here. Ms. Yukimura: Excuse me. Chair Furfaro: JoAnn I know your excited about this but let me ask the questions. Mr. Dill: This is the reality that it cost to this this sort of nosiness. Chair Furfaro: Let me ask you this. Ms. Yukimura: You got the wrong consultant. Chair Furfaro: Please JoAnn let me go through the questions, and even doing that am I reading that even for the day that if they are available by conference call there going to charge us a seventy five dollar per diem... is that for box lunches for the staff? Mr. Dill: If it is by conference call Chair I would have to review this to see, because this is for them to be present over here. I would have to confirm 04-02-2013 Department of Public Works (continuation) (lc) Page 10 that but I believe the per diem would not be charged if they were just here by conference call. That would make sense. Mr. Chair: Well I am reading their detail to their contracted services and so if you have corrected me I did not have to add page 2 to page 1. They do want nine thousand two hundred thirteen dollars. I will take them to Hamura's and buy them lunch I mean I have never seen a consultant go through that kind of detail to us a client. I do not believe the information that I gathered covers all of the particulars, but if I further interpret this than let me ask you if we stay with the date for the workshop and the contract says we are entitled to these two visits, the Council still makes the request to have them attend, and the way we would address this would be to say. Pleas plan to come over this is an important item and we are entitled by contract to two visits, but we would than rethink their second trip as it is directed to the Draft EIS. I mean we are not going to make this decision today but I think in the whole County we need to start thing we are the client, we are the client and these guys do not find clients like us to nickel and dime us through this thing. There is no contingency in their 1.8 million dollar bid. They are going to come over twice but if we expect a workshop so we can get good information, its nine grand. I just wanted to say that and I do not want to pursue any questions about it right now but it is really sticky for me to be thinking to have these guys come over and give us extremely good information about their progress and their professional recommendations, it is a huge charge of nine thousand bucks. Now granted one of the guys is coming from Canada but we do have some things to consider here Larry. I do not want to change the workshop or anything like this but this is the best way for me to share the information in solid waste with the Council and I am having a hard time understanding this as the client. So let's leave that for future discussion and I will circulate the response. JoAnn cannot we just leave it for future discussion?You will have the correspondence. Ms. Yukimura: Well Chair, I am concerned that this workshop will be arranged without the input and I believe it was my questions that... Chair Furfaro: It was your questions JoAnn and I want to say to you that I want to circulate all the information to you before we get into this discussion. I just trying to make you aware of how disappointed I am and I wrote the letter because I know you wanted the workshop and I supported it. Ms. Yukimura: And I share your disappointment. Chair Furfaro: This is not acceptable. Ms. Yukimura: I share your disappointment I do, I just want to say that the first workshop shouldn't even be paid for, I mean the first appearance was pretty much useless as far as I was concerned. They did not present their feasibility study and they just presented a list of general things that they're going to do. They weren't able to answer questions so I do not think you should even count it as the first appearance. Chair Furfaro: Do not respond to that you heard her opinion okay. This has to be further discussed with the group and I honor JoAnn's questions but I do not want to go into that discussion until I have shared this with all the members. Our decision is not made by a single Councilmember but by the body and I haven't even shared this with everyone yet. I think JoAnn's point, my point, it is almost unacceptable Larry. If they value there first visit as being a ten thousand dollar visit, I wonder if we are even getting the value that we should expect. 1 1 1 04-02-2013 Department of Public Works (continuation) (lc) Page 11 Ms. Yukimura: Chair will we have another discussion on this? Chair Furfaro: Yes we will JoAnn. JoAnn we will have another discussion, I will circulate this. Can you find Aida for me? Mr. Rapozo: Mr. Chair, aren't they here tomorrow? They are here tomorrow right? Mr. Chair: Yes it is either tomorrow or next week. Mr. Rapozo: No I think it is tomorrow. Mr. Dill: AECOM is here tomorrow, but not their resource recovery consultants but the Honolulu... ROSS KAGAWA: I have a question? Chair Furfaro: Yes. Mr. Kagawa: Can the staff check if tomorrow's agenda item is appropriate for us to talk about all of these things? Chair Furfaro: Yes it will be very appropriate. It is tomorrow in Committee. Mr. Kagawa: Thank you. Mr. Dill: Okay if I may tomorrow's agenda item is about the Kekaha Landfill expansion, not about the results recovery part. Chair Furfaro: But it would be appropriate if it is on the agenda because we will be discussing the landfill, to have further dialog of the issue. I just wanted to convey to all the members the responses I got and the huge disappointment we have for the cost and we will be pursuing it separately. JoAnn I wouldn't let something like this go to sleep under the table okay. Aida will you please distribute this particular piece to all the members. So, Larry I think you heard from us with this concern. Do you have a presentation for us this morning? Mr. Dill: Yes we do. So this morning Council Chair the presentation for the budget for the Solid Waste Division Head Troy and we also have asked Allison also as our Recycling Coordinator to give us a short presentation of what we are doing to expedite waste diversion for the County. So I will turn it over to Troy. TROY TANIGAWA, PUBLIC WORKS ENVIRONMENTAL SERVICES MANAGEMENT ENGINEER: Thank you Larry. Good morning Councilmembers. I wanted to cover a few things before we get into the detailed questions in the budget and my intro will also include a brief summary of what we do for the benefit of the new Councilmembers this morning, so I'll get right into it. The Division of Solid Waste Management is an agency with several areas of responsibility for managing solid waste generated on Kauai. Our filed operations include four Refuse Transfer Stations, One RCRA Subtitle "D" Landfill and the division also currently manages the annual budget for curbside refuse collection and we are managing the transition to the automated refuse collection system. Our other operations include, residential recycling and waste diversion programs. We have standalone programs and we also have programs that you'll find at our 04-02-2013 Department of Public Works (continuation) (lc) Page 12 disposable facilities for convenience for residents. We also manage these service contracts because many of them rely on services of professionals of private contractors so to get those contracts out we manage the procurements, the bid documents and once the contracts are let the administration of those contracts. We also do promotions, public awareness and a technical assistance program to assist not only residents, but some businesses is getting these diversion programs started in their agencies. Some of the highlights of these programs include Green Waste Diversion Programs, Where we've seen significant increases in the past year due to and this is increases in the incoming volume of green waste due to the recent passage of the no burn rule. Now residents cannot when they generate green waste on their property they cannot burn it according to this rule so they need to take it somewhere and they bring it to us. We also have residential diversion programs at the transfer stations like I mentioned earlier. These include white goods diversion, scrap metal, propane tank disposal and scrap tires. Again these are residential programs. We also have the standalone programs including eight residential recycling drop sites under the Kaua`i Recycles Program that Allison heads up, it is that section that manages all these Kaua`i Recycles Programs and all these diversion programs at the transfer stations. Also the Hi-Five programs with the implementation of the bottle deposit law several years ago. We have two weekly Hi-Five beverage container redemption events at two locations, Koloa has two days that they operate and Kekaha by the old Kekaha Mill is also two days. The new electronic recycling program has also been a new contract for both residents and businesses this operation is projected to open up sometime early summer at the Kaua`i Resource Center. We will have more information on that when that is ready to go. These operations make up approximately half of the divisions annual operating budget request. We also as part of the division, we have the residential refuse collection assessment and everyone knows that covers residential use of the transfer stations as well as our curbside collection. An additional component of our billing system is our billing s for our business refuse collection program. We also have special projects we work on and develop our infrastructure through CIP Projects which we are going to be discussing a little later on today. Also as I mentioned earlier we manage the transition to the automated collection program contracting for carts and the repair shop helps us develop specifications for the trucks. We manage and plan the cart distributions island wide so it is a pretty big undertaking once that occurs. We have some current measures that I would like to also mention to the Council this morning is performance measures for our solid waste program. We have the compaction rate results on a daily basis at the landfill that we use to make sure we are maximizing our airspace at that facility. We also keep track of the diversion rate in terms of materials diverted from the landfill. We have regular inspections at our transfer stations and these facilities are heavily used by the public and by our own refuse collections operations they have managed tons of waste on a daily basis. It is a seven day week operation and so we pay attention to those operations to make sure they are conducted properly abided by our Department of Health permits and make sure they are open on a regular basis to be a reliable area for the public to use to dispose of their waste. I also wanted to mention that this year's proposed budget reflects some significant changes that I would like to highlight prior to getting into the detailed questions. The highlights are as follows: We have new increases line items for fuel and repair and maintenance of our facilities and our heavy equipment. Per the Council recommendations I believe it was during the last budget session that waste diversion programs that were in the disposal portion of the budget be transferred to the recycling portion of the budget so that was done this year. Funding of individual line items in the past it reflected what we estimated as annual cost and this year to help balance the budget we funded these programs in less than 12 months, many of them just into the next fiscal 04-02-2013 Department of Public Works (continuation) (1c) Page 13 year, fiscal year 2015. Our request is for where 2015 funds will be available to continue those programs. I wanted to make note that this is a temporary measure to get some relief from cost for these programs but it is very important that next fiscal year that full annual funding be appropriated to make sure we avoid any lapse in these important programs. Our program promotions... Ms. Yukimura: Excuse me, can you please just repeat what you said. I think it was really important and I did not quite understand. Mr. Tanigawa: Okay, I mentioned that to help balance the budget we did not fund programs like we normally do. Normally we fund a twelve month period for all of our programs so when we renew contracts we renew it for a full year. This year in order to cut costs we funded it only enough to allow the programs or contracts to continue on into fiscal year 2015. So like for contracts that normally expire in March for May or for some time during the fiscal year. We would fund a full year's term so that it would expire the next full year after that extension but to cut cost we are only funding it for a few months into the next fiscal year when fiscal year 2015 funds become available to continue those contracts are the ones we mentioned earlier for green waste, scrap medal and white goods, scrap tires and propane tanks. Those programs have really help cut the illegal dumping around the island and we need to see them continue. Chair Furfaro: Well we do too so I would expect you are going to give us a list of those contracts that are expiring, the date their expiring and some kind of recognition of the urgency to renegotiate those that benefit us. So I will be sending that over a as a question to provide us that contract action list. Mr. Tanigawa: Okay and just to reinforce that we reviewed that information carefully when we prepared the budget so these programs have enough funding to last at least until fiscal year 2015. As I mentioned very important that this year's action to do that is a temporary measure and the fiscal year 2015 budget, you'll see the full years allocation for estimated for those programs. Chair Furfaro: Okay Mr. Bynum has a follow up question and it is a follow up question. Mr. Tanigawa: Okay. TIM BYNUM: So your just (inaudible) the remainder of the fiscal year and all these contracts than will be on the fiscal years basis all wound up at the same time. Mr. Tanigawa: - Just a little more than the remainder of the fiscal year, into the fiscal year 2015 so we do not have any lapse. Mr. Bynum: Right so there's... okay I understand. Thank you. Mr. Tanigawa: And the last item I wanted to cover is some of our popular programs have been initially cut, so we are looking at hopefully dollar funding those programs to include the used cooking oil, recycling grants and catalog choice are just to name a few of them that aren't regulatory which is why they did not make the priority list. They are programs that have become popular and used regularly by residents and it also helps our diversion efforts in keeping what we can out of the landfill. 04-02-2013 Department of Public Works (continuation) (lc) Page 14 Chair Furfaro: Did you expand your list to include those that you referred to as a mandated contract? Mr. Tanigawa: Yes. Chair Furfaro: Please. Mr. Tanigawa: Okay that is all I have and we are available to answer questions. Chair Furfaro: Okay, Allison would you like to add anything please? ALLISON FRALEY, SOLID WASTE PROGRAM COORDINATOR: Aloha Council, for the record Allison Fraley, Solid Waste Program Coordinator. I wanted to also follow up on what Troy said about budget and in an effort to balance the budget we did have to make a significant cut to the education budget for recycling this fiscal year. What we plan to do is utilize at no cost efforts to continue to educate the public at low to no cost I should say. We have our recycling guide that highlights all of our programs at very minimal cost for printing and we make sure to distribute that at all of the redemption centers at our recycling locations and at community events. We are going to be doing public speaking for community events, we are at the County Fair and we are going to be using social networking and our website to continue those efforts to educate the public. I wanted to take this opportunity to do a presentation because waste diversion is a priority for our division, to talk about the efforts we are taking to expedite waste diversion. I do actually have a power point presentation if we could get that going. Chair Furfaro: Allison may I ask you to include in the list I am asking Troy for could you include those educational programs that will be expiring and not reflecting funding at this point so we can see everything on one list. Ms. Fraley: Yes those cost programs are basically radio ads and print ads, but we can put that in there. Chair Furfaro: But I do want it on the list. Ms. Fraley: Certainly thank you. Chair Furfaro: Thank you. Ms. Fraley: Alright Council we've been over this before but we do have a little bit of new information that we can share with you about our efforts to expedite waste diversion. As Troy mentioned we do track the diversion rate also known as the recycling rate every year and in the last five years we have a graph for you as it has continued to increase. The main reasons for the increase have been an increase in green waste diversion as we've seen a lot of public participation in that program and that is by far for County programs the largest amount of diversion that we see as well as some contributions from the private sector. Here we actually have the diversion rate for 2012 broken down for you, as you can see its overall by about 40 percent. We have broken it down at the top programs that we manage and as I said green waste is by far the largest chunk of that but all of the other programs that we manage that contribute to that tonnage are listed here for you. Our residential recycling programs, our scrap medal programs, back yard composting. We also include in that a very low cost efforts and etc... and we also have the private sector programs which as you can see are a really large portion of our overall 04-02-2013 Department of Public Works (continuation) (lc) Page 15 diversion rate. In contributing to that a lot of the Hi-Five redemption centers are privately run and we have commercial recycling efforts by all the private agencies. Commercial backhaul is what happens when a large box store actually ships their cardboard back to the Mainland instead of running it through programs so that does count for part of the diversion. We conduct surveys of these stores to estimate those quantities. We have a big contribution by asphalt concrete a concrete asphalt recycler on island as well as the commercial green waste activities and a little bit of food waste diversion too. So here we have the total the 40 percent diversion. We wanted to p the over g o th potentials for the increases and in this chart it doesn't include all of our existing programs as well as all the potential programs, but these are the lowest hanging fruits for us. The left column there is what we are currently doing as far as diversion for each of these different programs and what we've estimated on the right column is what is possible when we develop new programs and those programs mature. At this point we are calculating maturity timeline at about 5 years for each of the programs that I am going to go over in the next slides. This maybe a slide that we would want to come back to as we go through the presentation so I would be happy to do that. So we've talked about it before about our ordinances...yes? Mr. Bynum: Did you skip a slide? Ms. Fraley: Oh did I? Oh hello, Okay the Materials Recovery Facility (MRF) excuse me. The MRF is critical to us developing a strong residential recycling program. A materials recovery facility is a facility that sorts a mix stream of recyclables and allows us to do a curbside recycling program. We've been working hard to site a fast track MRF so we can get this program running as soon as possible within 3-4 years. At this point site selection is something that has been a challenge for us and we've looked at many different sites and came close to different sites but now we are looking at a site that is by far in the way the best site because it is located next to our current Kaua`i Resource Center which also does a lot of diversion activities. So we are looking at the former papaya disinfestation facility and right now we've drafted an interim memorandum of agreement so we could move forward with our conceptual design and environment assessment activities. We are working with the land owner to get approval to use the site and hopefully can have a long term low cost lease or a transfer of that property to the County through executive order. Our next steps actually a current step that we are taking as we have gone out for professional service solicitation for the conceptual design and environmental assessment of the MRF and we are using this fiscal year's funds as we have some monies allocated for that. You will see in our CIP request that next fiscal year we have a request to do an engineering design a more formal design as well as the specifications for the actual equipment that would be used at the site and that is the funding for next fiscal year. In 2015 would be the actual construction funding through CIP and the installation of that equipment. The final step to this process would be of course to complete the construction and then to contract for private operations of the facility. Another measure is to put ordinances in place requiring commercial recycling and we are seeing some huge success with our current ordinance where we restrict cardboard, medal and green waste from the landfill. We have not even implemented fines but seen some major compliance by both generators and haulers with very few mistakes at the landfill on an annual basis, so we know that this works. So the top bullet is a new addition to that which would be to restrict concrete asphalt and pallets as soon as we have permitted facilities to take those materials in. The next two bullets are our ordinances that we have been drafting and will be sending over to the Attorney's this week so they can do their first review. So just briefly to explain 04-02-2013 Department of Public Works (continuation) (lc) Page 16 the business recycling ordinance what we would do is require businesses that generate certain amount of trash each month to develop and maintain programs to divert specified materials where there are programs available. Right now we are talking about card board, mix paper, scrap medal, green waste, glass and Hi-Five containers. For the construction demolition ordinance this would be any project of a hundred thousand dollars and above that is seeking a building permit would be required to develop plans and provide us with reports on mandatory diversion of card board, scrap medal, green waste, concrete and asphalt and also to look at salvage and re-use. The timing on these ordinances is we plan to present them to Council but first we have to go out to stakeholders and make sure this is something they are buying into and we know they can participate in and then bring a complete ordinance to Council within the next few months. We would continue to work with the stakeholders after the ordinances were passed so that we could set all these businesses up for success. The ordinances we plan to go into effect at the end of the next fiscal year. Although we do have a lot of work to do to get these ordinances off the ground before that we plan to use in-house staff to take those steps but next fiscal year there would be a budget request for a Compliance Officer to monitor these programs and continue to assist businesses. Automated collection as Troy mentioned we are managing that program and we need to complete it. We are half way there as half the island is automated and in order to have a successful "pay as you throw" program. To reduce our cost for collection we will be completing automated. So these are the steps in finalizing union negotiations to make the purchase of the trucks and carts and because of that we would be able to in future fiscal years initiate our curbside and green waste collection program so that we have a 3 cart system at the curb. That also requires continued union negotiations and more purchases. We had made a presentation back in September on "pay as you throw" and just briefly to cover it "pay as you throw" is an incentive program, it is an economic incentive for the customer to reduce their waste. It is variable rates for trash cans, the more trash cans the more trash you produce the more trash you pay and the more you participate in diversion programs, the more you save. The first phase of"pay as you throw" would be at the point of full automation and at that point we would be adding a 64 gallon cart option. At this point automated customers have a 96 gallon cart and so this would allow people to actually and we'll be talking about when we go for the ordinance, we'll be talking about the actual rates but at this point we are thinking that people can continue to pay the same rate that they are now if they use a smaller trash can. If they want to use a bigger trash can they're going to pay more and we will be discussing that through the Legislative process. That is phase one, that is when people are participating in our existing drop off programs. Phase two is when we kick in our curb-side diversion programs when we have the 3 can system and at that point there would be 3 different size options for garbage we would add that 32 gallon option and hopefully pay the exact same rate that we are paying now. If you want to continue to reduce your rate you can have the smallest can available if you produce more trash you can pay more. There is a third option not listed which would be to Phase 3 when we continue to adjust rates once people are used to participating in these diversion programs. A "pay as you throw" doesn't just show an increase in recycling which could be up to fifty percent more recycling. It also incentivizes people to source reduce and reuse and to make these choices when they're at the store and to participate in second hand clothing stores and things like that. We've discussed that center for hard to recycle materials and the reason we have it ( here it is not a big diversion element; however, it allows us to manage these potentially toxic materials that could have significant environmental impacts. We have seen in our landfill meetings that this is a major concern of the public and of us as well so this is an I's 04-02-2013 Department of Public Works (continuation) (lc) Page 17 interval part of our diversion program. A CHARM would manage household hazardous waste, electronics and also some difficult to recycle materials like mattresses and books and things like that that we just do not have programs for. We do want to target conditionally exempt small quantity generators and these are small businesses who aren't regulated by the State but still produce enough waste that it really needs to be managed, so that is a goal. At this point we are ramping into having more programs. This fiscal year we have more programs 2013, we are doubling our household hazardous waste diversion so twice a year events instead of once a year. As Troy mentioned we have already contracted for the Kaua`i Resource Center to have an electronics recycling program and that is at once a month, actually two events every month. We are very proud of that and want to continue in that direction. This is the final piece of the pie and this is something kind of down the line because we do need to have permitted composting facilities to support this but food waste diversion is a big opportunity for us in the future. We are talking and we can go back to that initial site about 12 thousand tons a year which is about 10 percent diversion is associated with food waste. There's the commercial recycling where things that are generated at restaurants and at stores can be participating in this program and what is key to that is to develop an efficient collection system. As an integrated solid waste management plan mentions there may be some grants or public funding that needs to be put towards that to make this work. We also would need to support the establishment of these permanent composting facilitates first and foremost. Right now there is a composting facility that is permanent and that is heart,and soul on the North Shore, they have a small space on their property where their doing that and the permit is limited at this time so we need to support that. Finally, food waste could be part of our curbside program but there would need to be a major education and outreach effort to make that successful especially with our worm environment but it can be done. Finally we have a timeline for you and here is the timeline to the left is project start so for the bands we are talking about and the ordinances this means drafting these ordinances and getting them through. The start of the other programs like the MRF and the refuse collection means funding... funding those carts, funding that equipment. To the right are the end dates and that is when the program kicks when we are implementing that program. We wanted the Council to keep in mind that there's a five year timeline after that where these programs come to maturity. These are things we are working on, things,that can be done to really get us actually to the 70 percent goal so I want to go back to the first slide to remind you of where we are at now and where we can go. If you look at those maturity tonnages we are talking about 68 percent diversion but that would be at a five year maturity point. Chair Furfaro: Just for some clarity before we go around and Troy your presentation is finish right? Mr. Tanigawa: Yes. Chair Furfaro: Okay. First of all Allison excellent layout for us thank you very much, excellent. I just want to get some clarity though on the infestation plane. Am I understanding this is the short term of five years? Ms. Fraley: Correct. Chair Furfaro: While we develop a location for a permanent MRF. May I ask that question? 04-02-2013 Department of Public Works (continuation) (lc) Page 18 Mr. Dill: The planning resource recovery park is to make it available for a MRF to be located up there but as you noted it will be some period of time before that will be developed. So knowing this is an urgent matter for us we are moving ahead with this site. It could be an interim site because we cannot say for sure at this point in time that a MRF would be situated at the resource recovery park in Hanamd'ulu, so we are proceeding on this site as our MRF right now. Chair Furfaro: Well first of all thank you very much for putting the urgency of the MRF in the plan. Secondly for clarification, this isn't the end of developing a MRF. This is responding to the urgency to have something now in what seems to be a location that will work. Okay, thank you for an excellent presentation. I want to remind everyone that mid-day yesterday was suggested by Mr. Rapozo that we will go around the table several times with several questions, but will allow Councilmembers to have questions asked and then pass it on to the next and the next so no one series of questions is more dominating then the whole Council as a body. I am going to turn the floor over to Mr. Kagawa for a question first, then Mr. Rapozo, and Mr. Rapozo I am going to have to step out after you have your first turn and if you could continue and thank you for the excellent idea in taking turns at asking questions. Mr. Kagawa. ROSS KAGAWA: Thank you Mr. Chair. Just for clarification yesterday I kind of stuck to my one question but other members ask more than one so can I go with two or three or what? Because I have two in front of me right now. Chair Furfaro: We are going to go around the table several times. Mr. Kagawa: Thank you. Chair Furfaro: But you can start with your first one and we'll get back to you six turns later. Go ahead. Mr. Kagawa: I do not know if I got my answer but thank you. I will ask my most important one first. I noticed in the collection side we have (18) refuse workers if I count right. We have (3) Equipment Operators, (5) Crew Leaders and (10) Refuse collectors. Is that correct about eighteen? How much is spread out to each district? We got Hanapepe, we got the Westside, we got how much? Mr. Tanigawa: Our collection system is distributed this way over 3 base yards. So starting from the North Shore there is (1) Crew Leader and (2) collectors that is still under our manual system. Mr. Kagawa: Okay. Mr. Tanigawa: And moving towards Kapa`a, we had originally before the automated system was implemented we had (3) crews there, so (3) Crew Leaders and (6) Collectors. Mr. Kagawa: Okay. Mr. Tanigawa: When we started the automated system we replaced (3) of those crew so we ended up with now what we have is (3) Truck Drivers reallocated from those (18) positions. Actually I am sorry (1) was a new position at the time. Mr. Kagawa: Okay. 04-02-2013 Department of Public Works (continuation) (lc) Page 19 Mr. Tanigawa: So we have (3) Truck Drivers to operate the automated collection trucks that we have in the system now, (1) Crew Leader and (2) Collectors to operate the one manual route that still exists under the Kappa Base yard. Mr. Kagawa: Okay. Mr. Tanigawa: The Han apepe Base yard is still under the manual system so we have (2) Crew Leaders and (4) Collector positions at that base yard. Mr. Kagawa: Okay which leads me to my next question basically is when we went with the machine operation I think we anticipated at some point to get some labor savings. Instead of(3) people on the truck you only need one. Mr. Tanigawa: Right. Mr. Kagawa: I know because I wake up early and I see what use to be Mark Soto driving and he could do it all by himself. Those two workers no longer are basically needed right? Mr. Tanigawa: Correct we do not use the two collectors, it is just one truck driver servicing the routes. Mr. Kagawa: So back when we decided to change did we anticipate possibly in the future using those two workers to perform other tasks? Mr. Tanigawa: Yes and so right now we are under consultation with the Union in the transfer from the Roads Division to Solid Waste Division Management. We are looking at using those additional workers as a utility crew where they could substitute for the refuse collection operation as if it is their primary back-up for being the refuse collections primary back-up, but also be able to perform in other wide varieties of duties to assist or support the other operations in solid waste. Mr. Dill: Council I am sorry if I may. I just want to reinforce the point that when you make the transition from manual to automated collection we are not losing any positions, so the staff that was previously assigned to picking up trash on the truck will be assigned other duties now. So we are not losing any men as a result of this transition. Mr. Kagawa; Okay here is the million dollar question. Do they still keep their huki pau hours from when they got in all the way until they retire? Mr. Tanigawa: Well that is the... Mr. Kagawa: That is what the public is asking me. They said they went to the automated now so what are those other guys doing now. The public is asking that and a lot of people do not pay attention to Government but they kind of figured that one out. They are asking me that question so I just want to get the true answer to that. Mr. Tanigawa: Okay and the way we are addressing that is through attrition. Right now where there is still warm bodies those people have to only do collection activities but because we require less workers to actually perform on a daily basis, we haven't been filling vacancies that have been created through retirement. So through attrition that is how we are going to address that answer and like I mentioned 04-02-2013 Department of Public Works (continuation) (lc) Page 20 earlier we are working on developing a utility crew where these vacant positions will be filled to support both the refuse collections operations and other areas of solid waste. Mr. Dill: That is an issue we are obviously talking about with the union as we conclude negotiations or open negotiations or open negotiations for the completion of automated. So that is definitely something we are well aware of that needs to be addressed as part of that negotiation. Mr. Kagawa: I guess my question revolves around the fact that we obviously went to the automated because we anticipated less back injuries and less labor needed for that very hard tasks and maybe even quicker because it just picks it up so quickly and dumps it all in so to me if we do not have the benefit of labor savings than no sense we doing that. We are buying a brand new truck, we are training a new person but we still got those guys on the huki pau hours which what are they doing when there not needed on the truck? What are they doing currently right now when they're not on the truck? Mr. Tanigawa: They are used to support the collection operation and there's not many of them. We've transitioned three routes and there are just two employees that are left collectors that are left. They support the refuse crew, especially the manual crew that needs the support when people take vacation. When they are not supporting the manual crew they have done other manual tasks in the base yard like washing the trucks, all related to collections. Mr. Kagawa: But they have the huki pau hours? Mr. Tanigawa: Yes. Mr. Kagawa: Well that is where I mean I think the public is not very happy with that fact and I guess it is the understanding if you picking up garbage that is a benefit that you get the huki pau hours but I think the public will have a difficult time accepting those times that they're not picking up rubbish and they have the huki pau hours. I think that is a dilemma that we need to try and work out with the union because in government we have to try and be fair and when we are fair I think the public can accept it. Mr. Dill: We are definitely on the same page Councilmember and that is something we will need to work out with the union. Mr. Kagawa: I understand thank you. Mr. Dill: Only the folks who are actually actively doing the refuse collection will benefit from the huki pau. Mr. Kagawa: Very good thank you. Chair Furfaro: Mr. Rapozo if you have a follow-up question to that one and then your own question go right ahead. MEL RAPOZO: Thank you. I think he did answer my follow-up question about the huki pau. So these guys although they're not on the truck they still work? So how does that work when the truck people go home they get to go home and they get paid the full hours? How many of those do we have? Mr. Tanigawa: Right now just two. 04-02-2013 Department of Public Works (continuation) (lc) Page 21 Mr. Rapozo: Just two? Chair Furfaro: Did you say two or three? Mr. Tanigawa: Two. Mr. Rapozo: All the rest have been transitioned into other positions so they do not qualify for that huki pau? Mr. Tanigawa: Well we haven't filled the vacant positions yet, so positions still vacant will remain vacant until... Mr. Rapozo: Yeah but you had more than two right? Mr. Tanigawa: Correct. Mr. Rapozo: When we went to automated we ended up with more than two employees displaced because how many routes did we pick up? Mr. Tanigawa: We have 3 routes now. Mr. Rapozo: Three routes, so we have three automated trucks? Mr. Tanigawa: Correct. Mr. Rapozo: So you had nine employees at one time? Mr. Tanigawa: Well actually the Kapa'a base yards always had nine than we added on or we requested a new position a driver position that was filled. That operated the first truck and the three manual routes still remained active after that first route first automated route was created. Mr. Rapozo: Okay but from the three routes if my math is correct, three times three is nine and we added another position that is ten. Mr. Tanigawa: Correct. Mr. Rapozo: And then you subtract the two per route that were no longer needed that is six right? Mr. Tanigawa: Correct. Mr. Rapozo: So ten minus six is four, so two of them with into other County positions? Mr. Tanigawa: No. Mr. Rapozo: Or they retired? Mr. Tanigawa: Well two of the drivers are now driving the other two automated trucks. Mr. Rapozo: Oh okay, so they were just transferred. Mr. Tanigawa: Yes reallocated into the other positions. 04-02-2013 Department of Public Works (continuation) (lc) Page 22 Mr. Rapozo: Okay so just those two remain? Mr. Tanigawa: Yes. Mr. Rapozo: That is my follow-up Mr. Chair. The other question is yesterday we had a discussion and I am sure you were made aware of the line item and it is actually in roads administration page 239, in the budget for three hundred thousand dollars for disposal of abandoned vehicles and another hundred two thousand six hundred for beautification. When I look in your solid waste recycling budget this year on page 252, there's another three hundred forty three thousand dollars for vehicle Metals recycling and another fifty five thousand for abandoned derelict vehicles. Can you explain what those are? Let's start with the three hundred thousand in roads administration. Mr. Tanigawa: Okay. Mr. Rapozo: And the only reason why I am asking you is because that is where I was lead too. I asked yesterday and they said its solid waste. Mr. Tanigawa: Okay just real um... generally what happens is we use a portion of that beautification fund to fund the contract that we have with the resource recovery solutions now at the Puhi Recycling Center. That contract currently is roughly about forty six thousand five hundred per month and it comes out to over half a million dollars. A portion of that beautification fund funds that contract and the remainder or balance under that contract is funded through that motor vehicle and scrap medal processing line item we have under our recycling budget. Mr. Rapozo: Okay, I am sorry how much is the contract for Puhi? Ms. Fraley: Approximately forty seven thousand a month with the tows. Mr. Rapozo: So about six hundred thousand a year? I do not know if I do the math forty seven thousand times twelve it comes out closer to six hundred thousand. Ms. Fraley: Yes close to six hundred. Mr. Rapozo: Product of Kaua`i High School. Okay and if I add up all these amounts and I get disposal of abandoned vehicles is three hundred plus the vehicle Metals recycling, that is six forty three and then beautification and see the beautification amount is under special products but it is not defined. The other part I had the question about yesterday is both of these amounts, three hundred thousand and a hundred two thousand six hundred hasn't been expanded this year I mean it is zeroed out and I am not sure why. Ms. Fraley: The current contract for services is through the end of this month so we are actually in the process of negotiating a new contract and that is when the remainder of that funding would be spent to fund the new contract. Mr. Rapozo: Okay so are you saying that the three hundred thousand enrolls administration, the hundred two thousand six hundred enrolls administration, the three hundred forty three thousand in solid waste recycling and the fifty five thousand for abandoned and derelict vehicles are to pay for that contract? 1 04-02-2013 Department of Public Works (continuation) (lc) Page 23 Ms. Fraley: The fifty five thousand actually is a different contract for hauling abandoned vehicles. Mr. Rapozo: For Hauling? Ms. Fraley: I mean for towing. Mr. Rapozo: So we pay people to bring it to... Ms. Fraley: Yes that is a separate... those that are abandoned on the side of the road it is a separate contract. Mr. Rapozo: So three forty three in your recycling budget is for the contract. Ms. Fraley: For the Metals processing contract correct. Mr. Rapozo: Okay and in Roads Administration the three hundred thousand as well? Ms. Fraley: It is not a full three hundred though. Mr. Rapozo: Well that is what is been budgeted and there is no text assigned to it is just... Ms. Fraley: It is a portion of that actually is what we have access to it is not the full three hundred. Mr. Rapozo: Okay maybe I guess we'll just send that over because it is very difficult to follow because it sits in different department's budget. Chair Furfaro: James did you have something to add? JAMES MATSUSHIGE, BUDGET/FISCAL ANALYSTS: James Matsushige for the record. On that 205 account. Mr. Rapozo: Okay hang on, which one is the 205? Mr. Matsushige: It is under beautification. Mr. Rapozo: Okay the hundred two thousand six hundred? Mr. Matsushige: Yeah the hundred two thousand is not really a public works account. The three hundred thousand is for all solid waste. The hundred two is I guess beatify the highways and I guess it was originally under public works when beautification was which is parks and recreation was part of public works. When they moved out that beautification fund kind of moved with them. Mr. Rapozo: The only reason why I am asking them is because I was told yesterday to ask them. Mr. Matsushige: Yeah they have to resource for the three hundred thousand that goes into the (inaudible). Mr. Rapozo: I kind of figured that out now. 04-02-2013 Department of Public Works (continuation) (lc) Page 24 Mr. Matsushige: But not the hundred and two thousand that is not a public works money. Mr. Rapozo: Okay well public works maybe should have said that yesterday. Okay so that three hundred thousand and I am just trying to get a better understanding of what that is for. Is that the only expense just the contract for Metals recycling with that whatever is? Mr. Tanigawa: Yeah resource recovery solutions, they have also towing of derelict vehicles that is separate from towing of abandoned vehicles. So that is an additional cost to their contract in addition to processing and recycling what is brought to the facility. Mr. Rapozo: Okay so what is the fifty is that part of the fifty five thousand the abandoned derelict? I am going to have to draw a picture pretty soon because I am getting... Mr. Tanigawa: Yeah I think like you suggested send it over to us and we can present in a way where in a table where... Mr. Rapozo: Okay what is the other contract for derelict towing that we pay who? Where is that in the budget? Mr. Tanigawa: It is part of that allocation. Mr. Rapozo: Which allocation? Mr. Tanigawa: There's an abandoned vehicle towing... If you look at page 252 of the budget under the 208 account other services towards the top of the page. If you go down the list of text items about maybe two thirds of the way down you will see the line item abandoned derelict vehicles. Mr. Rapozo: That is the one the fifty five thousand that I am referencing. g Mr. Tanigawa: Yeah. Mr. Rapozo: So that is for Puhi as well? Mr. Tanigawa: We can use that interchangeably for also the derelicts that we tow from Puhi. Mr. Rapozo: So who else will tow? Mr. Tanigawa: Right now the derelict tow's are under RS's contract. Mr. Rapozo: Okay so all derelict vehicles that are called in gets towed by Puhi? Mr. Tanigawa: Correct. Mr. Rapozo: No private tow companies will tow a derelict vehicle? 04-02-2013 Department of Public Works (continuation) (1c) Page 25 Mr. Tanigawa: Well they sub-contract the services so it is... Mr. Rapozo: But as far as we are concerned we only pay Puhi? Mr. Tanigawa: Correct. Mr. Rapozo: RSS or whatever? Mr. Tanigawa: Correct. Mr. Rapozo: Okay and then abandoned is dealt differently? Mr. Tanigawa: It is under different contracts and they go by zones and we pay for the actual tows that are made. Mr. Rapozo:` Okay yeah we'll just send it over and get a better break down. Mr. Tanigawa: Okay. Mr. Rapozo: Thank you. Chair Furfaro: Okay now I am going to recognize Nadine and at the same time I am going to turn over the meeting to Vice Chair Mr. Rapozo. I do want to make an announcement right now if I can. When we get to CIP, I would like a presentation made that shows all of the bracketed numbers. I would like to go through all if the projects that have been removed first, when we get to CIP. I t is very clear to me that we need to understand where monies have been shifted okay. Mr. Rapozo I will give you this as Vice Chair and I am going to be in and out most of the day so Nadine. NADINE NAKAMURA: I want to go back to Allison's presentation and thank you very much Troy and Allison for that overview. I wanted to talk about the papaya disinfestation facility. Ms. Fraley: Okay. Ms. Nakamura: Some of you may not know that that was the site being looked at for the slaughter house and commercial kitchen until we were informed that Larry Dill was very interested in this site for other purposes. As Council people we have to look at the big picture and the multiple needs of this community and I wanted to find out if your discussions well first of all who ultimately owns the land and will it be a discussion with the land owners before we move into the EA, are we going to get site control? Mr. Dill: The short answer is we certainly want to get site control before we move into the EA. For the work that is budgeted in Fiscal year 13, which as I also mentioned the EA and the conceptual design will be part of that effort. We are very close to getting a consultant on board; we want to get site control first for the facility before we kick-off that work. A little bit of an overview of the history of our efforts to get site control over there is still a work in progress. We understood that that facility had been programmed for tropical fruit disinfestation facility had conducted a feasibility study and it turned out and I am not an expert on what happened on this but my understanding is it turned out the feasibility study recommended against pursuing that facility, that location. 04-02-2013 Department of Public Works (continuation) (lc) Page 26 Ms. Yukimura: For the tropical fruit disinfestation? Mr. Dill: Yes, yes. As soon as I found out that was the case obviously next door neighbor to our Kaua`i Resource Center, next door neighbor to our Lihu`e Refuse Transfer Station, good access utilities ideal well a very good location for our MRF. We found out that the site was under control with the ADC, ADC had a lease with the University of Hawai`i, University of Hawai`i has the land under an EA with the State of Hawai`i. Initially we began discussions with the University of Hawai`i and after speaking with them for a while we found out that they actually they had it by EA and they were open to the pursuit of the site as a MRF understanding benefits it had for the County of Kaua`i. Also understanding that as you mentioned shortly after the feasibility study was conducted for the fruit disinfestation facility that I do not know how to name the group I call the cattlemen was interested in it as a potential site for the meat processing facility. When an alternate site was proposed for the meat site facility we felt we were the leading candidate for the facility there. Ms. Nakamura: Right and I wanted to just make sure that everyone around this table knew that history that Big Save wasn't the first site or only site being considered. Mr. Dill: What is happened fairly recently as I also mentioned in our presentation we have drafted an MOA because we wanted to get something from the University of Hawai`i who had control of the site to indicate to us that they were willing to work with us on a MRF there and then follow-up with whatever needed to happen in order to get it is official and firm site control. What is recently come up is DOT Airports has indicated that in a mid-1990 environmental assessment they may have done for Lihu`e Airport had looked at that site as a potential expansion location for their facility. So that is pretty late breaking news and that is just come on the radar for us so as I mentioned we do not have site control yet and airports at least 20 years ago was interested in that site as a potential expansion. So we have to deal with that issue now so unfortunately we've been a little hung up on pulling the trigger on getting our MRF worked on until we've identified the site. We do feel and as again as I also mentioned it is far and away of all the options we were able to explore the best options for a MRF for us so we are pressing to get that site control for that facility. Ms. Nakamura: Do you know what the State DOT in their EA identified the use for that site? Mr. Dill: I believe that they looked at as some sort of additional maintenance facility. From our perspective I believe they have plenty of land, plenty other opportunities out there for that facility but we have to work with that as part of our work. Ms. Nakamura: Thank you. Mr. Rapozo: Any follow-up questions? Follow-up question Mr. Hooser? GARY HOOSER: Yes this is for Ms. Fraley and before I ask my questions I couldn't help from thinking that you've got a tough job holding down the gender balance formula in the Department of Public Works as I look at the audience. Thank you for the work that you do. The MRF Facility and I am coming a little bit late to the discussion but I thought I was familiar with the concept and most the MRF's I am familiar with it 04-02-2013 Department of Public Works (continuation) (lc) Page 27 seems like they're adjacent to H-Power or a landfill, the trucks come in and they deposit the materials the recyclables are pulled out than it is either burned or landfill. Is that how this works? I do not want to spend a lot of time on it because I know others are more familiar that I. Ms. Fraley: Well actually the best location for a MRF is near port because your product is going to be hauled to port so that is one of the biggest considerations actually. Mr. Hooser: So all the trucks do come and deposit the materials there and it is sorted out? Ms. Fraley: Yes. Mr. Hooser: So than it has to be hauled again? Ms. Fraley: Well the recycling trucks, so it is different from a truck that contains garbage, these are dedicated trucks. Mr. Hooser: Oh it is a mix recycle, okay. Ms. Fraley: Right this is a cleaner and we are only taking the clean recyclables. Mr. Hooser: Okay that was it is a clean MRF as opposed to the other... Ms. Fraley: Yes. Mr. Hooser: Thank you that was my question thank you. Mr. Rapozo: Do we have any follow-ups? You do not really have to JoAnn. You do not have to ask on every issue. Ms. Yukimura: Well you know the MRF has been one of the top priorities as far as I am concerned and well first let me just say... Allison this is an excellent report, thank you very much. I am very excited about how detailed and how integrated it is and how very specific time tables and goals you have but for the MRF, is there room for expansion? Ms. Fraley: Yes. Ms. Yukimura: Long term? Ms. Fraley: Yes. Ms. Yukimura: Okay. My other question and we can take it up now or if Committee of the Whole Vice Chair thinks we should make it as a separate subject I am willing. Is there a way we can accelerate the timetable to make it available faster? Ms. Fraley: I do not believe so, I think this is an acceleration on the table. 04-02-2013 Department of Public Works (continuation) (lc) Page 28 Ms. Yukimura: So in your timetable it shows the MRF being completed that is your last slide, by the third quarter of fiscal year 2016 which is when it would begin operations. Ms. Fraley: Correct. Ms. Yukimura: And it is timed with the curbside recycling. We are going to be fully automated and will have "pay as you throw" in place so that you will be able to have full operation of the MRF with all the supporting structure? Ms. Fraley: Correct and you can see actually the MRF comes online one quarter before we implement the second phase of"pay as you throw" when we have the curbside recycling. Ms. Yukimura: Sorry it comes... Ms. Fraley: The MRF is completed right before we implement the curbside recycling program. Ms. Yukimura: Right before? Ms. Fraley: Correct, just one quarter before of course we wanted to be fully operational before the program kicks. Ms. Yukimura: Okay, okay. So that means it will actually be fully operational by the end of Fiscal Year 2016 or at the beginning of Fiscal Year 2017? Ms. Fraley: Correct. Ms. Yukimura: And to get the full maturity will be another five years? Ms. Fraley: Correct. Ms. Yukimura: And so that means that assuming all the other programs are put in place for their maturity to dove tail we will reach a 68 percent diversion by 2022. Is that the plan? Ms. Fraley: Yes. Ms. Yukimura: Ok. Ms. Fraley: Which is in line with our goal of 2022. Ms. Yukimura: For the solid waste which is 70 percent? Ms. Fraley: Yes. Ms. Yukimura: Ok. Ms. Fraley: As I said this doesn't include all of our programs so we expect to achieve the 70 percent additional through other programs. Ms. Yukimura: So have you as we have with our multimodal Transportation plan figured out the budget up to year 2022? 04-02-2013 Department of Public Works (continuation) (lc) Page 29 Ms. Fraley: We do have the program cost. We've been figuring those of course the actual budget would be dependent on competitive bids for service and things like that. Ms. Yukimura: Yes right no these would be budget. Ms. Fraley: We have an idea of what the cost would be. Ms. Yukimura: These are budget estimates so... Ms. Fraley: Yes. Ms. Yukimura: And it includes both CIP and Operating projections? Ms. Fraley: Yes. Ms. Yukimura: Well that is excellent. I am still going to look for ways to accelerate but the fact that you have a time table and you've cost things out and you sequenced them in terms of practical implementation is very excellent. Thank you for that. Mr. Rapozo: I know it seems like a long time but think of it this way. It will be done before Dickie Chang's sidewalk. Mr. Bynum: Hopefully not. Mr. Rapozo: Councilwomen Nakamura and then Councilmember Bynum. Ms. Nakamura: How many acres is this site? Mr. Dill: Three point six acres. I had it in my head it was four or five but maybe it is a little less. I cannot give you an exact number but it is neighborhood of four to five acres I believe. Ms. Nakamura: So it is a thinking that we build this and it will be ready in 2016 to operate and in the meantime the new landfill is being worked on, the resource recovery park and is it thinking that those two facilities will be built at the same time? Or with this MRF, how long do you think this MRF will be in operation? Mr. Dill: This MRF will be in operation until it is something that the County decided needs superseded. Ms. Nakamura: So it could be forever? Mr. Dill: That is a possibility. Ms. Nakamura: What will this facility provide that the resource recovery park would... what would not be provided that the resource recovery park will? Mr. Dill: Well if you recall the presentation the resource recovery park looked at feasibility of every waste diversion program under the sun. The MRF specifically will look at curbside recycling so it will be as Allison did specifically switched things as this clean MRF will be accepted. 04-02-2013 Department of Public Works (continuation) (lc) Page 30 Ms. Fraley: Well to address the question of the difference between the two MRF's. The MRF that is recommended at the Resource Recovery Park is a highly mechanized MRF for the full diversion potential and so it is a more expensive MRF than the one that we plan to build now. However the MRF that we build now can be retro- fitted with more mechanized equipment and expanded into the site behind it if the land is available so it does have flexibility. The recyclables are your fiber so cardboard, mix paper as well as your containers so plastics, Metals, medal containers as well as it would contain a glass processing, a glass crusher as well. So those are the different materials that would be accepted. Ms. Nakamura: It could be mechanized right? Ms. Fraley: It could be mechanized. Initially we do not see that there will be enough volume to have a heavy mechanization it would be a lot of manual equipment for a stream of this side that is appropriate. Mr. Dill: It will be mechanized but to a low tech degree compared to some that are out there. So there will be a sorter and a bailer but many of these things when you go to a larger facility that exists in the world these are highly automated but these will be a lot of manual sorting done on the sorting machine and then go to a bailer. Ms. Nakamura: (inaudible) Ms. Fraley: Yes similar to Maui. Mr. Bynum: Thanks for the report. I am going to stay future oriented and for the last couple of years I have always asked this question so I am going to ask it again. We have a historic opportunity here when this work is operational to provide employment for our citizens with disabilities. I want to make sure that is still an option and something you are incorporating into the plans and in terms of construction it is only minor changes that we might consider in order to accommodate that. When you go for an operation contract we have to have a commitment to that so I just want to make sure that commitment still stands? Mr. Dill: We are considering that as an option. Mr. Bynum: I just want to say consider it very strongly, it is a historic opportunity and we have (inaudible) that need equal employment and have disabilities (inaudible) and this is a successful operation within the community so it allows us to have (inaudible). I am invested in a separate budget looking at our integrated solid waste plan and a timeline that were set there and found through the discussions of where we are at now and how we changed from that. So we are all clear as to what elements of that plan we can follow and what elements we can (inaudible) thank you. Mr. Rapozo: Thank you Mr. Bynum. So are we planning for two MRF's? Mr. Dill: No we are planning right now we are incorporating as part of the environmental impact statement which addresses the landfill I'I and the resource recovery park. We are covering it in the environmental impact statement so it is included from that scenario if and when it makes sense to site a MRF up there then we would consider that, but for now we are proceeding with this MRF in this location. This 04-02-2013 Department of Public Works (continuation) (lc) Page 31 makes a lot of sense for the County right now to include it and only if there is an overriding reason for us to re-locate it would we do so. Mr. Rapozo: Okay that is clear, go ahead. Ms. Yukimura: So how much money are we spending on figuring out the feasibility of a resource recovery center that might not happen? Mr. Dill: I do not know how it is broken up in the contract I would have to get back to you on that one. Ms. Yukimura: Please. So that is a question yes? Mr. Rapozo: Yes that was your question, any follow-ups to that question? See how she tries to sneak it in as a follow-up. Ms. Yukimura: No mine was a follow-up to your question. Mr. Rapozo: From the MRF to the entire Resource Recovery Park so any follow-up to the resource recovery park? Ms. Yukimura: I will wait my turn. Mr. Rapozo: You just used your card...okay JoAnn, go ahead. Ms. Yukimura: AECOM is doing the feasibility on the resource recovery park right? Okay so what is the question that they are answering? Is the resource recovery park feasible? Is that the question you gave them? Mr. Dill: No, the question they are answering generally speaking and I do not have the scope of work in front of me is the County is interested in setting a resource recovery park in the vicinity of(inaudible) landfill. What waste diversion activities would it be feasible for us to site there? Ms. Yukimura: What waste diversion activities would it be feasible to site there? You could ask that question of any place so what is going to be the value of that answer. Okay because the question that we should be asking where we have limited money is what is the most cost effective design of our resource recovery system? And are we getting the answer to that question? Mr. Dill: We have not posed that question to them. Ms. Yukimura: So how much money are we spending on asking questions that are not the real questions we need to ask? Mr. Dill: Well I disagree with you because we believe after reviewing the issue that the resource recovery park has a potential to have a very valuable asset to the County of Kaua`i and its waste diversion activities. Often as was pointed out by Mr. Hooser, these facilities are located adjacent to existing landfills because they are more efficient that way and it serves the public better and it serves the purpose better. Ms. Yukimura: Only dirty MRF's are efficient to locate near landfills. 04-02-2013 Department of Public Works (continuation) (lc) Page 32 Mr. Dill: That is right and so we would have the potential of setting a dirty MRF there. But also not only dirty MRF's there are other waste diversion activities that happen adjacent to many landfills, not just MRF's. Ms. Yukimura: But you still have to make sure that that system is going to be the most cost effective for the island. So we need to ask that question first. Mr. Dill: Well we have a system now that is not operating in that manner it is a decentralized system and we wouldn't relocate any facilities up there unless those facilities made sense or were cost effective to relocate them. Ms. Yukimura: But what if a decentralized model were more cost effective given the goals of the system?You make it user friendly, you want to make it close to people so it is convenient. I mean you have to consider all those aspects in developing a system so do not you have to know that before you put money into a site that is far away? Do not you have to know that the design, the centralized system is better than the decentralized system? What if you were to put the money into a decentralized system that might be less money needed and more benefit or more usefulness? Wouldn't it be wrong to do a centralized system in that case if it cost more and doesn't deliver the convenience and the whatever you need out of this system. Mr. Dill: Yes and that is why we wouldn't situate anything up there if it wasn't cost effective and efficient to do so. Ms. Yukimura; But how do you know? Mr. Dill: This was an opportunity when we did the EIS for the landfill to possibly provide the implementation and resource Recovery Park. Ms. Yukimura: But how do you know that is it is the most system unless you are looking at all the other possibilities too. Mr. Dill: We will know if and when for instance the MRF. We will not relocate a MRF up there if it doesn't make sense to do so. Ms. Yukimura: But your assuming it makes sense to do so by asking them to evaluate it. Mr. Dill: I am assuming that it may make sense to do so. Ms. Yukimura: Well if we pursue all the may make senses we won't have any money. Mr. Dill: But we are not doing that. I am sorry but we may just have to agree to dis-agree on this because... Mr. Rapozo: That is perfectly fine with me. Ms. Yukimura: Yes you are right, you are absolutely right on that. Mr. Rapozo: That is perfectly acceptable in this Chambers, that is what budget sessions are for. 04-02-2013 Department of Public Works (continuation) (lc) Page 33 Ms. Yukimura; Right but I hope you see it as your responsibility to develop the most cost effective systems for the infrastructure that Public Works is responsible for? Mr. Dill: That I do agree with you a hundred percent. Ms. Yukimura: Okay thank you. Mr. Rapozo: Thank you very much. I happen to disagree with Councilmember Yukimura, I would agree to have it all in one place is the most cost effective way. I also remember I think the dialog we had about originally planning for a MRF up the resource recovery park and I just got to believe this expedited action. I happen to disagree with Councilmember Yukimura, I would agree to have it all in one place is the most cost effective way. I also remember I think the dialog we had about originally planning for a MRF up the resource recovery park and I just got to believe this expedited action to relocate that MRF down at the airport and I think Councilmember Yukimura's persistence had something to do with that as well as she pushed this Administration to getting it done sooner. Mr. Dill: We take Council's input very seriously. Mr. Rapozo: And that is how I see it so I just wanted to make that point because when you mentioned that slide I looked at Councilmember Yukimura's face and she was smiling and I hadn't seen her smiling, I hadn't seen her smile like that in a long time. I told Kagawa hey check JoAnn she's happy...but not happy enough so anyway. Ms. Yukimura: Not at wasting one point eight million dollars. Mr. Rapozo: I understand JoAnn and your points are well taken and again we are all in that canoe. We are going to take a caption break, we are going to take a caption break for ten minutes thank you. CAPTION BREAK: 10:59-11:14 Mr. Rapozo: Budget session will now come back to order. Any more questions as it relates to the resource recovery park? Thank you, any other questions for Solid Waste?Mr. Kagawa. Mr. Kagawa: So Allison and Troy, I really like the percentage I think we are at 68 percent is a realistic number percent that we can divert and the other 32 would basically be things that we cannot divert. Things such as galvanize or whatever... Ms. Fraley: Well composite materials that may not be recyclable that two different materials combined together or else things like treated lumber and other things that just aren't recyclable. Mr. Kagawa: Yes there are many things that I guess we cannot recycle like a shirt right? Ms. Fraley: That is a textile and that could be recycled. Mr. Kagawa: Could be? Ms. Fraley: Yes. 04-02-2013 Department of Public Works (continuation) (lc) Page 34 Mr. Kagawa: So that sixty eight might even go higher? Ms. Fraley:a ey. It could and some communities with mature programs have seen diversion rates above seventy although it is rare. Mr. Kagawa: I mean like for a lot of us it almost goes for that second use like the shirt would turn into a rag and we use that to polish our car and we end up throwing it away but at least instead of buying a rag from the store a lot of us are recycling it. I guess my question is this and I talked to Troy about it and even other Councilmembers and that was the (inaudible) type percentage if we cannot divert the thirty. My focus is on that and I do not want to bury anything because I have seen Kekaha when it was flat until now and that is my 30 something years of observation. I am just thinking and I am going to say the same thing when I am eighty or ninety about Maalo and I am just hoping and the answer that I get is that (inaudible) and stuff we do not get the 30 percent that we are looking at is not enough we need a bigger population to create more than that to make it feasible. Ms. Fraley: Correct at this time through put is an issue the quantity of through put, however as these technologies evolve it could be that in the future we would have an alternative technology to deal with the remainder of our refuse. Mr. Kagawa: Yeah and I guess that is my hope because if you look at it our household need like an outdoor grill you have a small weber you have a big weber and basically that is what (inaudible) is you are going to cook our rubbish and make it into road material or that kind of reusable source. I know the availability of rocks are going down on our Island and that possibly could be used for underlayment for our roads and I actually went to a plant some 20 years ago with Senator Kouchi besides going to visit our Congressman in D.C. we went to visit a site and they showed us what looked like lava rocks or whatever but this was back like 30 years ago. I am just really looking forward to the day that we can buy one but like you said the day isn't here that we have the small weber but that is my only suggestion that we keep pursuing it because even if we end up paying a little it might be worth it because the cost of landfilling is going to go up too. So let's always keep our options open because anything is better than burial to me. Mr. Dill: We remain open to all that possibilities as Allison has said we haven't seen one yet that is appropriate for our Island. I think I may have mentioned to the Council that the County of Maui has issued a RFP I believe for waste energy proposals and received several so we are in close touch with them and they will keep us posted on the results of their RFP and we'll take a look and it might be applicable to our situation. Mr. Kagawa: Yeah and I think it came up from another Councilmember and I thought that was brilliant so I brought it up to that we could actually if we were looking for more volume we could dig up our own landfill and pull up that rubbish and that might be an option but I do not know. Thank you. Mr. Rapozo: Any follow-up questions? Go ahead. Ms. Yukimura: Allison your second slide of your presentation which is showing your diversion graph... you show a couple of slopes between 20- 2009 and 2010 and then it was flat between 2010 and 2011 and then went up significantly but doesn't look like as good a slope as 2009-2010 but 2011-2012, we should maybe put that on... 04-02-2013 Department of Public Works (continuation) (lc) Page 35 anyway while they're doing that have you examined why or how you got these increases in diversion and why between 2010 and 2011 it was flat? Ms. Fraley: I do not have an answer for you right now about those particular years and the difference but I can tell you that getting the data together has been a challenge in years past and we are really working on our efforts to have some standardized way of measuring our diversion rate and access to accurate data. In the past we haven't received information for programs that we do not control and we also haven't been able to access information from the State Department of Health that permits those activities because they did not get it. It is been very difficult to get accurate information however, usually the large spikes are a result of shipments of Metals for instance when a barge goes out in a particular fiscal year although during the prior fiscal year they were stop piling stop piling and then boom the barge goes out. That is where you see that number increase... Ms. Yukimura: I see. Ms. Fraley: Things like that and like and as I said for this last fiscal year a lot of green waste diversion. Green waste is... Ms. Yukimura: I am looking for the graph, its page 2. Ms. Fraley: There we see the last 5 years of diversion. Green waste right now, I am sorry if you show the next slide I just wanted to show the next slide. You see how our County programs were showing green waste, nineteen thousand tons in fiscal year 2012 was attributable to green waste alone. Ms. Yukimura: Wow. Ms. Fraley: So just to let you know that if there's some change in participation then that is where you are going to see those increases. Ms. Yukimura: I command your effort to get accurate information. In all throughout the hearings we've been having and will continue to have this concept of accurate data is pervasive because you cannot really do good planning or you can do good measuring of whether your work is having any impact without getting the data. Ms. Fraley: Yes and it is been a problem as I said and we are excited that we have filled a vacancy for our Recycling Specialist recently and that is going to be one of the assignments of our new specialists to really get a handle to have someone keep their eye on that and continue to see that its accurate. Ms. Yukimura: And make sure the system collects that data? Ms. Fraley: Yes. Ms. Yukimura: Okay thank you. Mr. Rapozo: Thank you very much, any other questions on the presentation? Go ahead Councilmember Nakamura. Ms. Nakamura; Allison when did you say we would need a Compliance Officer? 04-02-2013 Department of Public Works (continuation) (lc) Page 36 Ms. Fraley: That would be and we would want to hire Fiscal Year 2013. Ms. Nakamura: And... Mr. Dill: If I may add to that. The main purpose for the compliance officer would be those two ordinances we are proposing and a large part of the bulk of that work would be processing the permits because the (inaudible) with the ordinance will be done in conjunction with billing permit applications. That person would be responsible for reviewing billing permit applications to make sure they were proposing a recycling program as part of their construction work and it is a fair amount of work for someone to be doing to review all the building permit applications that come in. We are still working with exactly how that would work we'll probably establish a threshold that we would implement at least in the beginning probably over a certain value we would have to comply and projects below that value would not have to comply. We would lower that threshold as time went on and worked the kinks out in the program. I also wanted to mention that we would use existing staff in the first year because there is still a lot of work to do which has already begun to get the ordinances reviewed, approved and adopted by Council. A lot of education and outreach would happen as well also to the Community and so a lot of effort since we are not asking for additional staff this year actually would be (inaudible) by the Environmental Services Officer himself, by Donald Fujimoto, so he would do a lot of leg work in getting this up and running this fiscal year. Ms. Nakamura: And how many and this is another personnel related question. How many bodies do you need to operate? Mr. Dill: I do not think we have that number yet for you. JOHN HARDER, WASTE PROGRAM ADVISOR: Hi I am John Harder, Waste Program Advisor of some kind. Essentially for the facility we were looking at that would process say initially about 10-15 tons a day and maybe up to about 30-35 tons a day at maturity, we would be looking at probably a staff of eight to ,nine. It would be a Supervisor, probably a Floor Manager and Mechanic, a Spotter, a Scale Operator and maybe four Sorters that would work in the facility. At the beginning they could probably do with two or three less people and scale up as more material went through. Mr. Dill: Keep in mind that we are envisioning this now as a privately run operations, we would contract out the operation. Ms. Yukimura: What you said at maturity at the beginning the MRF would process 10-15 tons a day at maturity you said what twenty? Mr. Harder: I think we are talking about thirty plus and part of this depends on how much commercial material comes into the MRF. The main purpose of the facility would be to have all the Counties curbside recyclables, but ultimately that could provide also a more efficient more effective processing of commercial material and they wouldn't be mandated to go there. I would say 30- 35 tons at maturity. Ms. Yukimura: I think one of the reasons you are looking to contract it out is it is going to be operated somewhat as a business. I mean they're going to be selling commodities the result the MRF is a place where trash comes in and commodity goes out, I mean material that people will pay for whether it is recycle paper or cans or whatever. Thank you. 04-02-2013 Department of Public Works (continuation) (lc) Page 37 Mr. Rapozo: If you can do your closure than Ms. Nakamura: Mr. Hooser: The private contracting out of the operation management, so there are companies interested or have we reached out there are companies interested?And is this an operation where the County would pay a fee or do they pay us? Ms. Fraley: We anticipate that we would pay them. Mr. Hooser: So we would pay them, provide them the facility and they would also get the benefit of selling the recyclable goods? Ms. Fraley: Correct. Mr. Dill: Yes there are different means we could put in the contract and of course commodities is pretty volatile to their value. So generally speaking what you are saying is correct and what we are implementing for the first time in our Metals recycling contract is a threshold so when that commodity of Metals goes above a certain level the County shares in the profits to some degree. We are looking at those things and implementing them so that these things make more and more sense for the County as well, but there would be basically a floor blow which the cost would not go for the contract. Mr. Hooser: And the amount of money the County would anticipate paying out to operate the facility versus the offset of the cost of landfilling it. Has that been calculated? Mr. Dill: We have looked at that but we do not have that information with us right now but we have looked at that. Mr. Hooser: Is it a net financial benefit? Mr. Dill: Yes. I'I Mr. Hooser: I mean in terms of just operating costs not capital costs? Mr. Dill: Yes. Mr. Hooser: Okay, thank you. , an Y Mr. Harder: Part of the contract that Larry mentioned that we are in the process of implementing with our consultant that will do our conceptual design and our environmental assessment, another part of that is to draft our procurement documents. We will be basically telling them what we would like it to look like and they will be putting it into a professional form based on other types of contracts, operation contracts that they've worked on the Mainland. Ms. Fraley: So in other words we are getting technical advice on how to structure that contract so it would be the best benefit to the County. Ms. Nakamura: That is good to hear because and it would be the consultant would be someone who does this all the time and has a lot of knowledge about how the County can share in growth? 04-02-2013 Department of Public Works (continuation) (lc) Page 38 Ms. Fraley: Correct someone with a lot of experience. One big challenge for us is competition of course so we do let these contracts competitively but it is been a challenge. Ms. Nakamura: Thank you. Mr. Rapozo: Well the competitive nature is a good thing for us because we should be getting the best deal. Ms. Fraley: Sorry what I meant to say is that it hasn't been that competitive. Mr. Rapozo: Well there comes a point I think it is more beneficial for the County to operate it themselves and I think Puhi is a good example. I mean for many, many, many years we paid them a lot of money and yet they benefited from all the commodities of the medal as well as their little junk yard that they had going and charging people cash and I am talking about the former Puhi Metals Recycling. We received a lot of complaints about that guys go in take a part off the car and pay a hundred bucks and the County benefits absolutely nothing and we paid them to operate that... what Councilmember Nakamura calls a windfall or a land mine... I mean a gold mine not a land mine well that too, that too. I think we also have to be cognoscente of the fact that and I have said this numerous times on the floor that the commodity is not always in demand. There are times—it is seasonal or I would say it is cyclical. Very volatile and when I was in San Francisco years back, I mean it was in a time no one was buying the plastic and they were forced to store the plastic and wait for someone to want to buy it. That is the other part of the equation as we do the contract, but I definitely believe that the contract has to be written in a way that benefits the County. There is nothing wrong with benefiting the County and if they do not want to play ball with the County and they want their cake and eat it too, we manage the facility ourselves because I do agree that the commodities that comes out of those MRF's are very, very valuable if we strategize correctly. Councilmember Bynum. Mr. Bynum: I visited a MRF in Oregon and their contract with the County, they basically were guaranteed enough to operate and then commodity sales were kind of split half/half. And in the time, you know because that was so volatile, at one point they were doing all their mixed paper in one place and the price of white paper was so high that they started to do a secondary sorting of white paper and ended up being largesse for the County and the non-profit and it was all transparent and clear. Kind of like if our commodity sales can go above a certain amount, we both benefit. At one point they had to pay people to take the plastic away, because at one point they were getting money for it and a year later they actually had a cost incurred to take the plastic away. You can negotiate those contracts where there is a shared benefit and a floor so the County knows it won't go below a certain amount and I hope we do that. Mr. Dill: That is how we are doing more or less the current metals recycling contract but as Allison mention there is not a lot of competition out there. So that is kind of a limiting factor in our ability to implement that as much as we'd like to, but nevertheless, that was part of the solicitation and part of the contract. Mr. Bynum: Okay, Thank you. 04-02-2013 Department of Public Works(continuation) (lc) Page 39 Mr. Rapozo: Again like I said earlier there is a point that the County is better off doing it themselves. So that the vendor or the bidder has to understand that they cannot be too greedy, because they are just going to lose it all. It is about to get half of something than all of nothing. So I would encourage us to look at what is that threshold? Also encourage to look at that with the Humane Society as well. Any other questions as far as -- and we are actually in a good point, because we are still an hour away from lunch and if we can get through solid waste through lunch, we can finish up CIP in the afternoon. So we are in a good spot right now. Councilmember Yukimura. Ms. Yukimura: This is related to contracts that we are talking about and it is related to your line item budget. You have a departmental contract specialist in your budget? Ms. Fraley: Yes, yes. Ms. Yukimura: Who is that and what do they do? Mr. Tanigawa: Yes, the Departmental Contract Specialist comes under Allison's supervision. But just let me generalize, what that person does is takes care of all our contracting, contract processing needs from the division. Ms. Yukimura: Okay.So how many contracts does your division oversee? Ms. Fraley: I do not have that number. I would say about 20. I want to mention too that that specialist actually oversees -- manages certain programs as well. Ms. Yukimura: Okay. Ms. Fraley: Very efficient worker by the way. Ms. Yukimura: So I would like to get all the contracts that you oversee and the values of the contracts? Does this include the AECOM contract? Mr. Tanigawa: The processing portion yes, but the administration is taken care of by me and the Environmental Services Officer. Ms. Yukimura: We are paying out huge liabilities due to -- that arise out of these contracts. The Puhi metals site is one of them, $2 million in the upcoming budget to pay that. You know we had operational liabilities with our recycling center. That is downtime, having to go out to bid again different kinds of things. So I am concerned about contracts management and how we are doing that and it is a tough area. I wouldn't know how to do it, but where we do our operations by contract, we have to get really good at doing this. So I am just wondering what kind of training we are getting for those who oversee contracts? And I mean, I believe we appropriated monies for special counsel for the AECOM contract oversight; right? That is public information? Mr. Dill: It is a special counsel to help us with legal issues related to the environmental impact statement is how I would characterize that. I agree with you 100% with the contract management issues, solid waste does gave a lot of contracts they manage on-going operation contracts and so we sat down and reviewed all of 04-02-2013 Department of Public Works (continuation) (lc) Page 40 solid waste contracts with the division to address how those contracts are being addressed to make sure that we are doing a better job of paying attention to some of the details there. We have not at this point gone outside for some training, but I appreciate that input and we will look into that. Ms. Yukimura: I am not sure what form the training would take. I just see a need to have training. Mr. Dill: Thank you. Ms. Yukimura: And Allison, the 20 contracts that you mentioned, did that include the AECOM contract or are there other contracts that are not under that? Ms. Fraley: That was just a guess. I would have to give you more accurate information later. Ms. Yukimura: Right but when you say but when you say 20 contracts were you thinking of AECOM's contract too? Ms. Fraley: Yes. Ms. Yukimura: Okay. Ms. Fraley: That is a big one. Ms. Yukimura: Right. And I mean, you know, you have so much going on and we do not do it all by County personnel. And I think it is appropriate at times, especially when we are limited by budget and otherwise. But if we decide to go contract rather than County personnel doing the work, we have to get really good at contract management and both writing of the contract and then the oversight once it is consummated. Okay thank you. Mr. Rapozo: Thank you. One of the good things about government contracts, its public record. So we really do not have to reinvent the wheel. I mean we can look outside and I know you mentioned that earlier about how that is done in the mainland with the MRF's and how those contracts are written up. And we also have our County attorney's office as well that should be guiding you folks in drafting together some good contracts. Mr. Dill: The attorneys review every contract that goes out the door. Mr. Rapozo: I understand and they are reviewing for legality and the format and the substance is beyond the scope, as far as what we want to see out of contract. We want to see a more favorable contract for the County. I do not expect the County attorney to know that. I do expect the County attorney to review the contract to make sure that we are protected in the event that we get sued, but as far as the substance and the profit-sharing number and the threshold, that stuff we could probably solicit from other agencies that are in similar situations. 04-02-2013 Department of Public Works (continuation) (1c) Page 41 Mr. Dill: And we do that, Council member. As you know, our County attorneys primarily look at contracts with form and legality, but I can tell you we have received above and beyond that from our County attorney's office, but what you are talking about with what is at the appropriate threshold and we are in contact with other counties in what they're doing and we get input when we do our solicitations as well. Mr. Rapozo: Well I know Maui does it a lot different as far as how they manage their metals recycling and cars. Their vendor pays the people to bring the cars. So they will go out and independent tow companies will go out and pick up cars off the side of the roads and bring them in and they get paid, I think it is $25 a car. Ms. Yukimura: $100. Mr. Rapozo: $100 on Maui. So everyone is different. We could pick up and learn from some other places and I am not saying it is the right way, but it definitely encourages the community to bring their junks in. Right now if you call them up and say, I know you have to bring your car in and you try to get your car towed to Puhi, it is not worth it and just say let's put it on Kanahele Road and rip off the plates, take off the J Y p p p vin numbers and no one will know. We have to encourage and incentivize the delivery of this metal. The car is worth a lot more than the $100 bucks that their paying the metal. What was the number that they gave us on the tour? $700 or $800 or $1200 that they make per car once they cube it and crush it and send it off. Mr. Dill: At that time. Mr. Rapozo: Yeah I do not know now, okay go ahead. Ms. Nakamura: I have a question. I am looking at slide no. 4. And I wanted to -- this is very helpful, because it tells us where we are getting, like you said the biggest bang for our buck. I think another column would be helpful and that would be "what does it cost the County to get this -- to make this diversion happen per ton?" That way we can look at where we really want -- not all solid waste diversion is really the same. It is telling us that we get so much more green waste being half, almost half of the total diversion and business recycling is right up there. So what does it cost us, the County, to make that happen?And where should we really focus our energy and limited resources? Ms. Fraley: Well we want to do all of these things in a perfect world, yes, but with limited resources where do we get the most for our funding? Mr. Dill: And a great point and we certainly look at that, as to which is the lowest-hanging fruit of course, and where we do get the biggest bang for our buck with the least amount of resources. That is certainly what we consider when we proposing this list to you and implement our schedule. So there are a lot of factors that go into that schedule and the ordinances are something that is some of the low hanging fruit and is already underway because that will eventually cost us one body to implement those programs. Ms. Nakamura: It would be good to see that third column to see what is the County's cost, and then we can say, look if we want to do more in this residential green waste or commercial green waste, maybe we should put more resources there if the costs are lower? 04-02-2013 Department of Public Works (continuation) (lc) Page 42 Ms. Fraley: That column would be projected costs. We do not know the true cost, but yes, that would be helpful. Ms. Nakamura: Our best guess based on the numbers that we have today that number that we have today to work with. Ms. Yukimura: I love the suggestion of cost per ton and I want to say that that goes to my question about the system of diversion? Some systems will cost more and make per ton cost more, depending on what the design of the system is. So that is why I keep questioning that whole resource recovery issue. I also think what might be another column that is of interest is "cost avoided." right? It is avoided costs because if it doesn't go into the landfill you are saving something there. So you need to see that cost, too. And those are not always easy costs to calculate, but they are all part of the picture. We are doing diversion, but that means that -- and if you are not paying for the amount to operate that landfill in a given timeframe, because it is going to fill up in a given timeframe and then you have to include the closure costs, which are for 30 years. You have to pay for a landfill for 30 years after you close it to capture the methane gas and whatever and that is a cost that our grandchildren and great-grandchildren have to pay and not us. Mr. Dill: That is an excellent point and at this table we have 16 numbers. There are reams of data that are backups to this and I can tell you that we look at both of those cost as parts of our analysis and we come to recommend to Council and show us our proposed implementation schedule. That backup is what the basis is for this. So that information is that we are taking those into account. Ms. Yukimura: That is very good. Thank you. Mr. Rapozo: Good point. Air space at the landfill is a commodity. There is a cost or a value, I should say to that airspace. So that all has to be considered in the formula. Mr. Hooser, did you have a question? Any other questions? All right, let's break for lunch now. Ms. Yukimura: Another April fool's joke huh? I am looking at your solid waste narrative and at the very end of your operating budget discussion you say increase in operations are due to... increases in R&M equipment, R&M vehicles and diesel. In doing the Multimodal Land Transportation Study our consultant pointed out that the cost of diesel right now is thirty percent of our operating costs and if that costs of gas or diesel were to double in the next ten years, that would make fuel 60 percent of our budget assuming everything else stays the same. So part of the plan is to look for an alternative fuel and in the search for alternative fuels that is a renewable fuel. What is come up is that in order to spur the development of that you need enough buyers of the fuel, you need a market for the fuel and that the County's together may really have a good market. And so Celia Mahikoa our transportation executive is going to be talking to all the other bus systems neighbor Island counties to talk about possibilities of doing bulk purchase together. And to the extent that we as a County have other diesel needs. We might want to see what our total diesel needs are and the budget thereof is you know the amount of money we are spending on it now and see if there are opportunities to encourage people like Pacific Bio- Diesel or others who are producing renewable fuels to see if we can begin this transition off of fossil fuels to renewable fuels. So I just wanted to point out that there are some discussion going on in the transportation community so to speak that may be worthwhile to link too. 04-02-2013 Department of Public Works (continuation) (lc) Page 43 Mr. Tabata: Yes and we have had those discussions. Ms. Yukimura: Good. Mr. Tabata: However the equipment manufacturers spec engines that do not allow for an increase percentage mix of the fuel. So at this point our options are very limited. Ms. Yukimura: My understanding of bio-diesel is it works in diesel cars. Mr. Dill: Okay we are looking into that right now and there are some challenges but we are looking into that and I will also mention that with thanks to some very forward thinking fellows in the Office of Economic Development, we are also discussing with them the possibility of converting landfill gas to compress natural gas as another opportunity to potentially fuel our bus fleet. So we are looking and exploring all those opportunities that we see for that. Ms. Yukimura: That is good and it makes sense to involve the energy coordinator because we may need to take a County wide view of these things. Thank you. Mr. Rapozo: Any other questions, budget questions? I have a question on the solid waste disposal budget under other services. There's a two million dollar line for Kekaha Landfill, is that just a transfer to subsidize the operation or something specific? Mr. Tanigawa: That is the operational subsidy for our waste management contract. Mr. Rapozo: Is that every year? We did not do that last year right? Mr. Tanigawa: We have it every year since 1994 was the start. Mr. Rapozo: Okay, any other questions? Couple more just general questions and we'll send it over in writing and if you can answer them here that is fine if you need time that is fine as well. Have or are we able to show a direct correlation between the reduced hours at the transfer station landfill with the overtime reduction? Is there a correlation that is directly related to the hours versus maybe the reduction because of automated versus manual? Is there a direct correlation between reduction and the only reason I ask is that is one of the more prominent complaints from the Community, was the reduction and hours at the transfer stations and landfill. Mr. Tanigawa: Yes there is a direct correlation and we were able to satisfy minimum staffing requirements, more on a daily basis with the reduction in hours because we have added staff, that otherwise wouldn't have been there because they were scheduled for another day. Mr. Rapozo: You guys were on the 10 hour day right? 04-02-2013 Department of Public Works (continuation) (lc) Page 44 Mr. Tanigawa: Correct. Mr. Rapozo: Four days a week so by reducing the hours you get that body for 5 days? So you get that extra body so that in itself was able to cut you out of the overtime. Mr. Tanigawa: That is correct and also we through consultations with the Union, we were able to open up that pool of people to support other transfer stations across the Island. Mr. Rapozo: Okay and the other questions was... some of the li employees were saying that the Sunday operation at the landfill is a very slow day and was that an option to close the landfill on Sundays? Mr. Tanigawa: Actually Sundays it is a little slower but some days a lot slower so it is a good day to catch up on projects, whether it is area's that need to be cleaned up because of the busy week and they couldn't get to it. I wouldn't consider closing it on Sundays at least at this time. Mr. Rapozo: Okay. That was just employee feedback and I would assume you guys meet with the employees out there and try to figure out ways to make the operation better. Mr. Tanigawa: Correct. Mr. Rapozo: Okay. That is pretty much all I have. Mr. Dill: Councilmember, if I may just to follow-up on a couple of things I know came up over the last day or so. One of the issues we talked about was the management of overtime for our refuse collection employees and one of the things that we are in the process right now to improve that situation is right now our refuse collection employees are supervised by the roads division but we are in the process of transferring that supervision over to solid waste. So that will clarify lines of communication and help us to minimize the overtime incurred by refuse workers or collection workers. Also it was just a point made just for clarification on solid waste. The increase in operational cost was mentioned was equipment repair and fuel issues. Those increases are a result of again consistent throughout the County that previously funded highways was not being allocated to the various divisions and departments so that division is seeing an increase in that for that reason. Just for clarification. Ms. Yukimura: I have a question? Mr. Rapozo: Go ahead. Ms. Yukimura: So you are saying your last point was that it was a paper shift it is not really an increase in cost, it is coming out of the division which I support and command. Mr. Dill: It is a net zero overall but its allocated to the department or division incurring the cost. Ms. Yukimura: Okay thank you. 04-02-2013 Department of Public Works (continuation) (1c) Page 45 Mr. Rapozo: I did ask in yesterday's questions in writing to send over basically the organizational charts of the proposed reorganizations and the various public works division. It is very difficult for us to follow and when you see a spike in a line item we do not necessarily there's no record in a downwards spike in another department so it is very difficult to follow at times so with the org chart at least we'll be able to determine where the transfers will occur. And the necessity of maintaining those vacant funded positions until the reorg is complete and I can appreciate that so. I am going to ask one last question for me and Mr. Chair it looks like we can probably break at twelve and come back at one and go right into CIP. Chair Furfaro: Sounds like a plan. Mr. Rapozo: I got to ask this question and I going pull a Councilmember Yukimura, I going ask the question again hoping I get a different answer. Ms. Yukimura: Because it works. Mr. Rapozo: I am learning that if you ask it enough times you get your MRF, I mean you do. Shredding, shredding as a variable option when we look at the cost of these alternatives and as we move forward down the road to capacity at Kekaha. Is that something that we can look at? I know you folks have looked at it and I know it is expensive but is there a way of even... we looked on the slide for mandatory diversions or when we are looking at construction debris, can we do limited shredding something that we can just divert or reduce the footprint I guess if you will of the trash going to the landfill? Make it smaller so we can at least enjoy a little more extended life, something we can look at. Mr. Tanigawa: Yes Councilmember Rapozo we have continued looking at that option especially for bulky items. Most recently within the past week we did talk to Department of Health to see what would be involved in getting something like that implemented here as far as permitting and regulatory stand points. We got some feedback unfortunately we had discussed during our budget administration a shredding component but because of the budget constraints that did not make the final cut. We do continue to evaluate that and we will propose it to the administration in the future when we find some good information that we can put together. Mr. Rapozo: Okay I will send over a request for the preliminary numbers because I think as we sit around the table earlier there is a cost of not reducing or diverting and continuing to fill up the landfill. I think we need to compare that cost or that value of basically using up landfill space that we do not have to use and I kind of want to see what that comparison is. So we'll send it over in writing, any more questions?Mr. Chair I will turn it back over to you and you can send us off to lunch. Chair Furfaro: I think we shall recess for lunch. I just want to share with my colleagues at the table Senate Bill No 1194, which deals with the TAT Tax deadline today for testimony I just signed off on is today by 2:30 and the hearing is tomorrow. I do not know if anyone is planning to attend but... if you have not sent any testimony, please try to by 2:30 today. And on that note... Mr. Rapozo: Real quick...addition. 04-02-2013 Department of Public Works (continuation) (lc) Page 46 Chair Furfaro: Yes. Mr. Rapozo: I am not sure but I am sure you are all aware but it is to reduce the TAT. Chair Furfaro: Yes. Mr. Rapozo: So fast (inaudible) to get you off some testimony today by 2:30. Ms. Yukimura: Question? Chair Furfaro: Go ahead. Ms. Yukimura: It is reducing the raw value not... we are cap right now... it removes the cap so... Mr. Bynum: It makes the cap permanent. Ms. Yukimura: Oh it makes the cap permanent, Okay. And reduces the percentage? Chair Furfaro: Yes. Ms. Yukimura: Okay thank you. Chair Furfaro: Mr. Hooser, I will recognize you. Mr. Hooser: I did submit testimony today and I believe there are a number of fiscal bills that are going to be going into conference to be used as tools to balance the budget. So my prediction would be it would pass in some form and then hopefully not pass out of conference. But it will be one of the tools that they are looking at I am sure, Thank you. Chair Furfaro: And you are correct there's several versions of it, III there's one that makes it permanent, there's one that makes it two additional years. So please note that by 2:30 today if you want to give testimony, it is due for tomorrow. On that note, it is 12:00 and we are in recess until 1:00. We'll come back with CIP. RECESS/LUNCH- 12:01-1:05 Chair Furfaro: Aloha, and welcome back from our lunch break. We are going to focus on CIP and the capital improvement plan as laid out. And I believe I am asking for Mr. Dill, Lyle, and Keith Suga, if you folks can come up now? Okay, first of all let me once again say and extend gratitude and thanks to Mr. Keith Suga, who is relatively new to the approach of tracking and managing our capital improvement projects. We have a new project worksheet that he has laid out for us that helps pretty much us follow items. The particular first column references a project and that they are now listed alphabetically and the project numbers starting with various alphabets again relate to the following. If it is a "W" it is a project from public works. "R" comes from parks and recreation. "H" is housing. "D" is economic development. "Z" is planning. "X" is it. "F" is for the fire department and "P" for police, so you have an idea from this layout, exactly 04-02-2013 Department of Public Works (continuation) (lc) Page 47 what departments are benefiting from these investments. The columns also reference what are appropriate and approximate balances on projects because some projects are in motion. Here is also a number that references a proposed budget for new projects. And any appropriations balances after an ordinance has passed. So obviously, we start with bikeway and bond funds and we'll go through this top to bottom alphabetically, if we can. But so that none of us lose our way, I would like to ask Keith, if you could give us a summary on those projects that show credits or brackets in there, because that money has either been moved or transferred to complete other shovel-ready projects. So if we could just go through that listing real quick, real quick, and then we'll come back for the projects overall. Now before I go any further, let me just send our gratitude from the Council for putting it in this format and let me turn the floor over to you, to add anything that you would like there, along with the County engineer and the deputy County engineer. KEITH SUGA, CIP MANAGER: Thank you Chair, thank you. Good afternoon Chair, Vice Chair, Councilmembers, This is my first time here and a little bit nervous but I think I am prepared as well as can be for the first time. Chair if it is okay with you what I would like to do is just go through and overview introduction that I had prepared than speak about the bracketed items that... Chair Furfaro: That would be perfect. Mr. Suga: Excuse me, Keith Suga, CIP Manager. First time, first time, first time. So just to provide an introduction I had started with the County last August, August 1, after working for 13 years in the private sector for a construction company. So coming over to the County was something that in my professional career was a good change for me at that time, something that I needed and recognized. However, within the Government arena there are a lot of processes and procurements and procedures that are laid out that I needed to get familiar with. I still do not claim to be the expert on it as I am still learning all of those processes. In the construction industry out in the private sector it is easy to have a challenge that arises and you can immediately address it and here on the government side again that is something I am not quite used to that I need to get familiar with the process that although there is probably ways to streamline things that once I am familiar than I can help try to move that along efficiently. I have heard from Administration and working with public works that this has been one of the toughest budgets to go through and I acknowledge that. I guess that is one of the best ways to learn is just jump right into the fire in one of the toughest situations and try to pick up and roll with the discussions and I have been able to participate on the CIP discussions of course,as well as sitting on some of the operation discussions so again learning on the fly if you will. I want to just acknowledge the support that I have received from Administration and the Finance Department Steve Hunt, Ernie Barreira, and the Budget Analysts. Of course I am housed in Public Works Administration next to Larry and Lyle and they've been really good in having open lines of communication and supporting my efforts and in turn me supporting theirs. Again, I just want to say thanks to all of them for helping me along to get familiar with all of the things I need to be aware of. I want to speak to some of the successes within the CIP program this past year. So real briefly for CIP we've spent through March I believe it was about 13.7 million dollars' worth of projects that have moved, with another 6.4 million pending award, we've received bids and their pending award. Some of those projects that I want to highlight are the Civic Center ADA site improvements, `Ele`ele Waste Water Treatment Plant improvements, The Kaua`i War Memorial Convention Hall seat replacements, Hardy Street improvements, Island wide resurfacing which is on-going, Kapa'a Stadium improvements, Kokee Road 04-02-2013 Department of Public Works (continuation) (lc) Page 48 resurfacing, General Plan Technical Studies, Land Acquisition for Lihu`e Elderly Housing at Rice Camp, Ann Sheehan parcels in Hanalei, The Comprehensive Road Maintenance Program, The Planning, Zoning and Engineering which is really the e-plan review that is being implemented. Also as a success I would like to bring up the CIP software management system that really public works had done a lot of work prior to me coming on board, in terms of research and developing the initial information for the RFP. When I came on board and met with Larry and Lyle they handed me over the information that was put together thus far and allowed me to take it from there and go through the procurement process with purchasing. Where we are currently we have had the priority list established, 3 priority listed offers established and we've had them invited down to perform a demonstration phase for us that we've sat in and witnessed. I think the capabilities and the potential for the software system that we saw during the demonstrations were really eye opening and I think will provide the ability for the County to manage a project from initiation phase all the way through construction and completion, as well as be able to store the data historically so it is available electronically. So there are a lot of benefits I see within the CIP software and we have just received last week Wednesday, excuse me last week Thursday best and final offers from the vendors and once this budget sessions kind of die down I will meet up with the evaluation committee so we can go through the best and final offers and do the final analysts and be able to award here in mid-April. Out of all of the 3 proposers they have indicated to us that roughly about 4-6 months for training and implementation before its up and running so about 6 months from now. Again I think that would be a huge benefit not only for public works but for a lot of departments and divisions that have projects within the CIP. Being that this is my first time I do not really have a last year to go back or compare to, I wanted to just maybe speak on some goals as I have observed it this first eight months on the job. I think there is certainly room for improvement like anything else there's always room for improvement and I think the CIP program is no different. I feel and what I have been able to explore and extract and provide to the department of public works and will continue to learn and provide additional information is within the AS-400 software that we currently have, our accounting software. I was able to work with Ken Shimonishi and Ann Wooten, the budget analysts and they helped me to become familiar with the AS-400 on the project side. I was able to go in and extract a lot of project data because the AS-400 is difficult to manipulate and get into so what I was able to do is extract a lot of that information and put it in a spreadsheet to illustrate it for the project manager so they have that information for the projects when it comes to project budgets, project expenses, project encumbrances. Again give then a good overview of their projects and they can use that as a tool to manage their projects better. The CIP software that we are looking into obtaining, does have the components to integrate into the accounting software so that can happen more automatically versus me doing it manually which I am currently doing. So that is a big plus. I just want to speak to another goal would be in my prior employment one of my mentors along the way had always said to me... Keith it is not about necessarily working harder all the time but it is about working smarter and trying to do more with less. I think with my involvement with public works and all of the other departments as it relates to the CIP projects, I am looking forward in trying to help in any way I can to streamline processes and connect the conduits that maybe aren't so strong right now between inter-departments just to help that process along, and be maybe the conduit for communication and again whatever it may be to help support the development and expediting of projects within CIP. Also I have been able to as I mentioned in the opening I have been able to build quite a bit of relationships already within public works and the various department heads and other individuals within the 04-02-2013 Department of Public Works (continuation) (lc) Page 49 department that handle projects. I have met with Chair, Vice Chair and some of the Councilmembers and I want to continue to do that because building the relationship will help everyone as a whole to improve the CIP program. The Chair spoke about the spreadsheet and this was something when I met with Chair a while ago he recommended it and I asked for his input. This was what I was able to on the first attempt to put together to provide as guide as we go through the CIP projects and as something that I just want to make all of you aware of if you look at the draft ordinance that was submitted, really the first one, two, three, four, the first five columns are exactly as shown on the draft ordinance. I just wanted to keep that consistent to what was submitted by the same order by funds and by alphabetical order for the projects. I went ahead and added in the column for the back ground information and tried to provide some status updates on the status column and estimated project completions on the far right column. Also does everyone have a copy of that spreadsheet in front of them? Okay, when you are looking at the spreadsheet what I tried to identify is for projects that reside within public works I had them highlighted kind of gray if you can see that. All of the other projects would be projects that reside within the other departments, so as you flip through and you want to try and follow along a little bit easier you can see the shaded is for public works. So now at this time to speak to what Chair requested in the opening about bracketed items within the proposed budget ordinance column, and just to throw out there on the table ahead or in the beginning also is for this year's CIP this annual CIP discussion we certainly did not have any new funds come into the CIP. We were just dealing with all of the existing funds that was previously appropriated for projects and tried to manage or work the projects within that budget. Within that process there was several projects that were identified that via permitting or time wise or not being shovel ready if I can use that term. We ended up defunding certain projects to move funds over to projects that were ready to hit the pavement if you will or other priority projects that were brought up that needed to be funded, so those have been proposed. Let me flip through really quickly and Chair I will try to just hit on the bigger... Chair Furfaro: Yes that would be fine and just a brief understanding of what monies have been shifted, but very brief. Mr. Suga: What I'll do is let's go over to page 9, page numbers are on the bottom center. If we flip over to page 9, the first project that I'd like to speak towards is the Kekaha Landfill lateral expansion as I know there has been previous discussion on the Kekaha lateral expansion at previous meetings. This was a project that as public works had indicated... yes this is for lateral expansion for cell one as Larry is pointing out. Cell one was something that I actually worked on with my prior employer and the project is complete and so those were monies that we were making available to spread out through the rest of the project list that needed funding. The lateral expansion cell two is roughly the 9 million dollars that I am sure all of you are aware of due to the vertical expansion that is being proposed I believe via the money bill. The roughly nine million dollars' worth of funding that was associated with cell two has now been spread out through the other projects. Some of the new projects that are being proposed that the funding got reallocated to be the eight hundred MHz radio system and again this is a project that we will go through in more depth and detail, that is one project. Kekaha Gardens being ready for construction so construction monies were allocated to that and more additional funds were needed for the Hanalei Courthouse for construction as well so monies were allocated for 04-02-2013 Department of Public Works (continuation) (lc) Page 50 that. Also for the seawalls that are wrapping up design and ready for construction soon, Moana Kai and Pono Kai's seawall got additional funding also. I know I am missing a couple but those are the major projects that got funds from the lateral expansion. There are some other projects and again I apologize I do not know in what detail you wanted to go through these but there's some projects similar like Wailua Emergency Bypass Improvements on page 18. That has a reductions originally it was appropriated at 1 million and has a reduction of 4 hundred thousand and that is due to discussions with public works and the ability or the estimated that they anticipate that will come in within six hundred thousand for that particular projects, so funds were removed for other projects. Also I will make note that for a lot of the bracketed projects as you read through and I should have a description in the background or the status if the project were complete and that was just left over balances that are getting spread out to new projects that needed funding. Also for projects that were funded within the general fund and exercise that we did through the budget discussion process was to try and see which projects were a pp p ro riate to be utilized for other bond funding that was made available. So if you look at the general fund section which starts on page 22, you'll see that there are a lot of bracketed items starting with "Aliomanu... and so forth. If you follow the list of projects there's a lot of projects there that got transferred over to bond where appropriate and some certainly were completed as indicated in the notes. Just so you are aware if the projects show up twice perhaps in bond fund and in general fund, that is what is going on there. The projects weren't deleted or eliminated those projects where the funds were reallocated into the bond fund. Chair with that if there is any additional items you'd like to go through its certainly welcomed. I think that is kind of a good overview and what I would like to do is with Larry and Lyle to my right here have them walk through the public works projects as we move forward. Chair Furfaro: I think that would be appropriate right now, I just want to make sure we gave everybody some information as for the shifting of the money than we can start going through from public works. Mr. Suga: Okay. Chair Furfaro: Mr. Bynum has a question for you. Mr. Bynum: Before we get into projects specifics if I could ask some general questions? Mr. Suga: Sure. Mr. Bynum: I realize Keith that you may need assistance from Lyle or Larry to answer some of these questions or maybe even Mr. lieu who is in the audience. Just generally and I will try to be really brief. When the economic down turn came we had projects we just cannot get money out the door in this County. It is just frustrating and that is why you are here. I supported creation of this position with someone like you with that kind of background so we could move these... be more efficient at moving projects out. We pretty much had had a pretty bad and we had millions of dollars sitting there that if we could have put out quickly would have helped during the economic downturn, but we cannot. But in that whole discussion that I have been pressing very heavily for five years how do we improve this resulted in your position. One of the things, the commitments that were made was that there would be this project initiation document. I do not know if we abandoned that, but the idea was to create a living document for each 04-02-2013 Department of Public Works (continuation) (lc) Page 51 CIP project, so we know who is responsible for it? It gets updated, so you do not need a bunch of memos coming over from Council, what is the status of this? We go online or in the County's, if it is confidential information into the County's system and we can -- any of us can find out real time what is the status of that project. Is that still the goal? Mr. Suga: Excellent point, excellent point, and I will answer that. The PID's are still being utilized and I with the help of the Planning Department and input from Public Works modified that PID a little bit. I agree with you that is a good living document to provide information for the project and I have worked with IT to post that information on our share point site our CIP share point site. There is still some fine tuning that needs to be done so that that information can be made available certainly for the project managers and the next step would be for all of the Councilmembers to be able to access some project information like that. I just thought rather than bring in binders and binders of PID's, I kind of consolidated it here on this worksheet with the project background and the project status update. The PID is still something that we do utilize. Mr. Bynum: Okay so it is still the intention that it be a living document meaning that its updated and when someone accesses it they can have some assurance that its current information? Mr. Suga: Correct. Mr. Bynum: Because let me tell you my experience with the PID is a great thing and we get a bunch of them and we are relying on that information and it is like oh, no that changed and that is not the case anymore. This is the case. Well, why did not we get and update PID?A living document is something that you can rely on and it is something that is updated and we know who is responsible for it. So we have been talking about this for five years. It could have been here by now, you would think, but that is a goal right we are going to have that at some point? Mr. Suga: I think what I have done is expanded that a little bit more. Because although the PID document is a good and living document, to be able to search for projects by, I am going to call it "district locations" or by "project managers," I have extracted the data from the PID and created a spreadsheet if you will that I have on the share point site. That gives you the ability to search really easily and quickly among the different projects. So if you had a project in Koloa for example and the pull-down menu selected Koloa, and you wanted to look at a project related to "parks" maybe you would go to department and click `parks," and it would filter all of the projects for you and have the project description, the project id number, the project background, the project status, the project manager. So again, it is an easier way because the PID although it is a good document it is hard to sort through that really quickly and I think allowing me to sort through that data and present it in like a worksheet fashion, it just provides an easier to sort through and filter. So that is something I am working on the share point site. These are all discussions that we had with the priority list vendors for the software management system that the PID document and this type of information is something that we want to have that can be a living document or provide that up-to-date information for projects as we move forward. So they have all indicated that they can support integrating something like that also. Mr. Bynum: Were you involved in the creation of the six-year CIP plan? 04-02-2013 Department of Public Works (continuation) (lc) Page 52 Mr. Suga: This year I did help provide input in the update of the six-year CIP plan. Mr. Bynum: I May need help from the chair or the Staff here that the Planning Department worked on that and sent it to the Council. Is there Council action required on this? Mr. Suga: I am not sure. Mr. Bynum: so we just received. So there is no input? These are the administration's priorities without Council input? Chair Furfaro: I would just add that those administrative intents are reviewed by the commissioners then the document is sent to us. Mr. Bynum: Right but we do not act on the document, we cannot amend it or... Chair Furfaro: We act on it now. Mr. Bynum: The reason I been here eight years and do not know these answers is because the six-year CIP has been a meaningless document in the entire time I have been here. That was explained to me the first months on Council. Oh, that is just something that we have to do and update every year. Do not pay any attention to it. So what is the point of doing it? Because we have a real serious access to information and communication problems in our County we are we are improving. But this hurts our credibility and generally these changes priorities, CIP is a multi-year project and when the priorities change, we do not even get clued in, much less the public, when they see this, like this week, we'll come up to a conclusion and fund these projects and does that mean they will actually happen? In the history of the County no? Because a new Mayor comes in, new priorities and new things and then nobody is told about it, nobody is updated. So for instance, the six-year CIP, I have reviewed it and there are proposals in this document that are inconsistent with what was presented in the six-year CIP just a couple of weeks ago. So that is another systems thing, that 6-year CIP should be an updated thing; right? Even though we only do it every so often, but if this Council takes action on the request of the administration, and we defund a project, you know, there should be some awareness of that. And it should be reflected in the 6-year CIP. Do you agree with these things? Mr. Suga: I agree and this being my first year providing input to the update of the 6-year CIP and again, this is something that I believe by charter the planning department takes the lead on. Mr. Bynum: Yes. Mr. Suga: So I agree with you it should be and needs to be a good guide or tool to be provided to forecast for upcoming major CIP projects. I think just for me seeing it this first go- around what I hear from other people there have been some improvements made from previous years to last year and I hope that from last year to this year there are some improvements as well. And I agree with you that it should have information that can be utilized and referenced. I think with the process that starts with the 6-year CIP report, because I believe we started in just after I started, maybe 04-02-2013 Department of Public Works (continuation) (lc) Page 53 September/October, is when the process to update that report happened. So from that standpoint, or that point in time, until when the actual report got formulated to budget discussions here as we are going through right now, certainly there is a timeframe there that things do change. Because when we initially start the CIP 6-year process, I am going to departments and requesting their best estimates and that is what gets imped implemented and as we get to actual budget,certain things have changed and that is part of the inconsistencies that you are seeing right now. Mr. Bynum: And the other is about financial planning right and in this CIP budget we are starting projects that are going to have huge cost in the future. We should project that and say we are going to have these huge revenue issues in two or three years so we can plan for it. I appreciate those opportunities to as these general questions for my side and I just want to say that getting this together will save us all kinds of money, and particularly for all of the departments and the first thing is to get memos from Council and please tell me this information right. And give it to me by this date and I do not want the administration spending a bunch of time doing that in answering my questions. I would rather go online and look and know that I can rely on those documents that are there. So I am glad to hear that still a goal and every time you come up here I will ask you where are we at with that. Thanks for the opportunity for my general questions regarding the projects specifics. Mr. Chair I would like to add something that also there is two of us in the audience that have been Planning Commissioners, myself and Mr. Heu. Okay, and twelve years ago we did it with the understanding that because the Council cannot commit money for more than one year by charter. The planning document is in fact one that puts projects on the radar screen especially as it deals with infrastructure and I think that is the wisdom in the charter. If we see a project coming up for a subdivision five years from now both water, utilities they all need to be on some kind if radar screen. But, I will go along with Mr. Bynum that we are glad you are refining those documents. Council women Yukimura you have the floor. Ms. Yukimura: I just want say this is such an easier document to read than what we had last year and we were running back and forth between folders and PID's and so forth. Thank you for that and I just have a suggestion that whatever you do that Councilmember Bynum has been speaking about whatever the system is, it not be called PID's "Project Initiation" right? Documents, is that what it is? Because we are going to be following it way beyond initiation and it is kind of a misnomer it would be project status document or something. I just believe in names that make sense so that is just my suggestion. Chair Furfaro: I would concur with that. This document and thank you very much for working on it and taking some of my suggestions as well, but we should refer to this as a current project management report. I think Mr. Rapozo had a question? Mr. Rapozo: It is a general question. Is the PID not the industry term though? Or is that a Kauai County term? Mr. Suga: I think that is an industry term because I believe the form that was introduced the prior year was something that they found within the industry. In speaking to the need of what Councilwomen Yukimura and Mr. Bynum are saying. I agree that technically it is a project initiation document and that is how projects 04-02-2013 Department of Public Works (continuation) (lc) Page 54 get initiated and it shows the general information that really technically that should stay with the project as it moves forward. It is not necessarily as I looked at it when I first got on board as a tracking mechanism because that doesn't really provide the tools to do so. So that is where I tried to modify it and I thought to try to take the key component so that we could implement some kind of a current update is really how I ended up coming to something like this. That type of information that I referred to on the share point site that is in like a worksheet like an excel worksheet that you can sort and filter and that is easy for someone like me to update the project status and again provide the information that is more ongoing if you will. But you are right it is a... Mr. Rapozo: I believe it is an industry term and the only thing missing on this that is on the PID is the date that the project was initiated. So I cannot tell as some of these funds have been sitting in these accounts for a long time and with this form I cannot tell how long that project has been on hold. I think if you can add the column of when it was initiated because it would be a lot easier for me to prioritize. If you have a project here that is six, seven, eight years old, than maybe we can move those funds in the general fund. Mr. Suga: To speak to that point Councilmember Rapozo, and I am certainly not the expert on this but from what I understand the project id numbers in the second column. The alpha character as Chair Furfaro explained ties in to departments. The next two digits, the numerical digits would really be associated with when I think in speaking to what Councilmember Rapozo is asking is when the project was funded. So for example Island Bike Pedestrian Path, that was something that was initiated in 2005. So that is kind of a way too as you guys go through and I am sure that is not the only way to... Chair Furfaro: But that was the intent that you can interpret the year and the dates along with the departments so as we went through "w" represents public works and date and so forth. Mr. Suga: Yes. Chair Furfaro: If you can refine that in another way that is fine but that was the intent. Mr. Rapozo: One more general question? Chair Furfaro: Go right ahead. Mr. Rapozo: As far as the... and I know this question has come up in the last few weeks from the Chair and myself about when we transfer bond funds. What the process? I am sure when you get involved with that, is there a process in place to make sure that the transfer of these funds or defunding of a project satisfies the bond requirements? I know we sent over a communication regarding a bond amendment and I think our bond counsel in their response said we looked at this one and it looks like it is okay, however we did not review the others. So what is the process if you want to defund a project and put it somewhere else in the bond fund? Mr. Suga: For the bond funded projects in that example that you are using in my experience at this first go around in the budget process. For those projects I believe I think last week Wednesday a money bill was submitted to amend bond 04-02-2013 Department of Public Works (continuation) (lc) Page 55 ordinance 891. From what I understand I believe that is a process that we communicate with bond counsel to give them a list of projects that we want to defund and then add on to projects that weren't previously bond funded to make sure we get their blessings and approval. That is part of why that money bill was submitted for prior fiscal years 11-12 and 12-13. Mr. Rapozo: So is the bond counsel, because from the memo I got and I believe it was circulated I am not sure was that they cannot answer to the transfers of the past and they could only answer to that one. So I guess the question is, are we getting an approval if you will from our bond counsel to make we are in the restrictions of the bond. The bigger concern is when we went out and got the bonds there was a time limit put on these projects and I do not think the time starts or stops or resets when we put a new project. I believe the clock starts when those bonds are sold so that kind of makes me nervous when we are adding in new project close to that deadline date. So I just want to make sure we are getting or we are abiding by the bond rules so we do not get penalized with higher interest or anything like that. STEVEN A. HUNT, DIRECTOR OF FINANCE: For the record Steve Hunt, Director of Finance. To answer that question, yes we have been in consultation with Brian Hirai our Bond Counsel and you are correct we have not asked on every specific project. Some are more routine in nature and they qualify under capitol and it is not even a question it is the ones that we are asking for BAB's compliance the Build America Bonds that we have a more gray area that we need to have resolved. We do run those by our bond counsel before we consider using those types of funds for this. In terms of bonds in general, there are no restrictions in terms of the projects that were listed on the on the initial bond ordinance in terms of swapping them out. If we in fact had a hundred projects and next year we decided to have a hundred new projects that is not a restriction in any way provided that all of those projects that are replacing them are eligible for those specific types of bonds. Mr. Rapozo: But the restriction is that we have to complete those projects in the specified time? Mr. Hunt: There is a time in which you have to spend down the total bond fund that is correct. Mr. Rapozo: Right and that is my concern. If we are adding projects getting closer to that spend down date than it... Mr. Hunt: Right and to that end that is just specifically why we are looking at those that are shovel ready to spend down those instead of having earmarked funds for projects that may not come to fruition for three, four year, why not earmark those and spend down on projects that are ready now? Mr. Rapozo: Okay. Chair Furfaro: As a follow-up to that. I do not think what we got back from Brian was an absolute affirmation in my opinion after reading it. And I do want you to pursue. We need to get real clarity there, as I was up on the last trip for the most current bond money and I think it would be important for us just to ask you to continue to evaluate what he said because to me it wasn't a pure affirmative. 04-02-2013 Department of Public Works (continuation) (lc) Page 56 Mr. Hunt: And part of that again was a response to questions that you initiated to us and in the response we got from Mr. Hirai, There actually was that caveat about amending the bond ordinance itself, the initial document which will be done annually after each CIP project to make sure that we are incorporating those projects part as art of the ordinance. Chair Furfaro: Thank you. And yes, that was one of the reasons that I initiated the queries. And thank you so far but we need to stay close to it, we need to stay close to it and this was distributed by me to all members. Mr. Hunt: Thank you. Chair Furfaro: Mr. Rapozo, can I pass it on to Nadine. Ms. Nakamura: Thank you. I have a question about the amount that we are spending annually on the CIP. So you said $13 million spent and $6.4 million pending in contracts, so approximately $20 million that we encumbered this past year? Mr. Suga: Yes, or anticipate to encumber in the next few weeks or so and granted there is a couple more months within the fiscal year that I think there are some projects that would fall into that window also. Ms. Nakamura: Last year, I remember Larry Dill giving us some historical data on annual encumbrances to the CIP and I was just wondering, is this pretty consistent with past practices, past capabilities of the County to expend these funds? Mr. Dill: I would have to get back to you on that how we did versus prior years. Ms. Nakamura: I was going to dig out my notes because I know you presented it, but I think it was in this general amount. Mr. Dill: I can tell you, I believe we are pretty consistent with what we projected back then where with we are at with the budget. Ms. Nakamura: So does that tell us then if we have a $49 million CIP budget, that in any given year we'll spend $20, maybe $25 million? Mr. Dill: That is very hard to generalize. Because you know, the way we encumber projects the entire amount upfront. So if we have a couple of big projects, the actual expenditures may take over the course of a few years. So there will be spikes in that, so it is really difficult for me. Ms. Nakamura: We could be very close to utilizing the chunk of the CIP funding and I guess as a finance department question, are we looking at or what is the timing of the next potential bond fund for CIP projects? Mr. Dill: That is a question for the Director of Finance. Ms. Nakamura: And do you want to respond to that, Steve? 04-02-2013 Department of Public Works (continuation) (lc) Page 57 Mr. Hunt: Obviously one of the biggest challenges with the issuance of new bonds is that is an increase in the amount of debt service that the County is going to be required. As we get through the maturity of the older bonds and their paid off than that frees up some of the ability to issue new bonds. In absence of that you are looking at using other sources of revenues to pay that debt service so with projects like the landfill, the materials recycling facility, those types of things on the horizon, I think it would be appropriate at that time to be looking at bond issuances for those larger projects as we spend-down what we currently have, I do not know how much of a stop-gap there is going to be for new projects in between. A lot of that has to do with the necessities of these projects coming online, too. Ms. Nakamura: This is on the Planning Committee's agenda tomorrow, but since everybody is here, that is really why I think I am very happy with the six-year CIP report and the direction it is moving. And I think it is an incredible leap from where we were, but it is -- I am hoping it will be a tool that we can all use to help anticipate not only the capital costs, but what our operating costs are going to result in as a result of these capital costs. So I am hoping that as this document evolves, that there will be a section in here, especially because we were just talking about the MRF, and maybe that might not be a good example that is going to be a privately-run operation. But if we look at other types of projects, park facilities, for example, it will result in increased staff needs. So that is what I am hoping that a companion to this report, the 6-year CIP will be a report that talks about operating costs associated with the capital projects. And I am hoping that is the direction that we move into. Thank you. Chair Furfaro: If we can get Keith back, I would like to start to go through the actual projects. Mr. Dill: Again, good afternoon Council Chair and Members of the Council. As Keith has highlighted the public works projects in gray I am going to go in order through the projects, I will touch on each project briefly. Please stop me at any time that you have questions if you want more elaboration, but in the interest of time and moving forward I will give a brief description of each one and of course, again, stop me if you have any questions. We have our division heads if we need more detail from them. I do want to mention a couple of things before I start. Very glad that Keith Suga is here, he has been great to work with and has helped us in pursuing our CIP projects. It has been a great relationship and as you know,he is out of the Mayor's Office, but houses in the public works administration. So we have a close working relationship with Keith. Also a little bit of a tangent. I distributed after we came back from lunch, the reorganization that are proposed so you have those. Chair Furfaro: Thank you very much. Mr. Dill: Okay. So I am going to be working off the large spreadsheet, and on page 1 the very top, the first project listed is the Islandwide Bike/Pedestrian Path. This is actually not a "project," it is a Fund which receives funds, as you see on the right there from the bike licensing programs. ADA Projects, Building Facilities, this is the Kekaha ADA Improvements, $640,000 is moneys remaining. Turning the page, top of page 2, Aliomanu Road. You may recall Fiscal Year 2012 CIP, we had three projects listed individually...Aliomanu Road, Pono Kai Seawall and Moana Kai Seawall. Aliomanu Road was budgeted in Fiscal 2012 at $3 million. The other two seawalls are $1.5 million each. They were taking a long time getting through permitting 04-02-2013 Department of Public Works (continuation) (lc) Page 58 mainly with the Department of Health. Recognizing that last year, we did not think all three projects would be shovel-ready. In Fiscal Year 2013 we budgeted all three into one line item at $3 million. This year, Aliomanu Road has come out of permitting and we are getting our construction lined up. That is about $3 million. So that has taken care of our Fiscal Year 2013 budget. So what you see is the $3 million line item and that is for Aliomanu Road that remains and I will jump ahead, as you see further in the budget, we are now refunding and bringing funding back to Moana Kai Seawall and Pono Kai. One is $1.5 million and one is $1.6 million. I forget which is which. So we refunded those projects and anticipate those coming out of permitting the middle of the fiscal year or late this calendar year. Aliomanu Road revetment, you see an $8,887 here. This is the unencumbered balance. LYLE TABATA, Deputy County Engineer: So the planning and permits for the revetment...this is just the unencumbered balance remaining after the permits we realized this year and this is the unencumbered balance and we just need to keep some money in there. Mr. Rapozo: Question, Mr. Chair. Chair Furfaro: Go ahead, Mr. Rapozo. Mr. Rapozo: That is where I am confused because if you look at the number, W08, this item showed up in 2008. Mr. Dill: Correct. That was the design work and then this is the corresponding construction work. Mr. Rapozo: But the $8,887 is in proposed budget ordinance and if it is leftover money, should it be in the appropriation balance? Mr. Suga: Good question, Councilmember Rapozo. That was last year funded through the General Fund. If you were to flip back to the General Fund. That was a project that got moved from General Fund to Bond Fund, which is why it is showing up and you do not see the appropriation balance prior. Mr. Rapozo: Why would we do that, I guess? I hate to ask these dumb questions, but if it was in General Fund and this is just the extra moneys, where why would we put it back in the Bond Fund? Mr. Tabata: Because we are not closing out the project. Mr. Rapozo: I understand but it could sit in CIP-General Fund. Why would we put it in the Bond...now those funds are restricted? Mr. Suga: Good question. As part of our budget discussions that we had this year, what we tried to do knowing there were going to be some defunded projects within Bond and to obviously utilize and get to fund balance, there were projects that needed to be either new proposed projects or projects moved over. The strategy was to look at General-Funded projects that could be moved over to Bond Fund and essentially, create the fund balance in Bond and also potentially free up some moneys in the General Fund that could be...you know. 04-02-2013 Department of Public Works (continuation) (lc) Page 59 Mr. Dill: This helps lessen the burden on the General Fund and helps us to spend down the Bond moneys. Mr. Rapozo: Okay. That project is done though? Mr. Tabata: Well, it is not closed out yet, because we just received the permit approvals. So until we totally close out the consultant's contract, it is just part of the process. Mr. Dill: It keeps it alive until the construction is done, in case any design issues come up. Mr. Rapozo: Okay, I understand. I do not understand, but I understand. Thank you. Chair Furfaro: Mr. Hooser? Mr. Hooser: A brief question that could take all day to discuss, I am sure, in terms of the County's policy on seawalls. So Aliomanu and Pono Kai and Moana Kai. I can see Aliomanu, I guess it threatens a County road. I guess Pono Kai, the owners would want it protected? How is that decision made? How is the decision made I guess to see where we are going to build seawalls and where we are going to spend our money? Mr. Tabata: We are not building seawalls. These are revetments and go through the whole gamete of Army Corps. Of Engineers. Mr. Hooser: I understand there are permitting requirements with all of those. But how is the decision made at the County level where to spend the $3 million, the $5 million? Instead of spending it on another project? Mr. Dill: These are not new seawalls, these are replacement of failing seawalls. As to how those decisions were made, these are projects that predate us. I could not tell you what the basis of those decisions were. Mr. Hooser: In general does Public Works submit a priority list to the Mayor and the Mayor prioritizes it? How is that decision made? Mr. Dill: More or less and that is true for all of our projects. We develop a priority list and discuss amongst the Administration as to what the priorities are. Mr. Hooser: So these seawalls and revetments were part of your priority list? Mr. Dill: I assumed so back in 2008 when they were originally approved. Mr. Hooser: It was in 2008...I am just trying to figure out the process. You just carry it forward if it was on the list before? 04-02-2013 Department of Public Works (continuation) (lc) Page 60 Mr. Dill: When we came on board, these projects were already being prosecuted. Chair Furfaro: If I could interrupt? Mr. Hooser: Sure. Chair Furfaro: Thank you. Good question and I can see Councilmember Yukimura is anxious to give us a little history and I will give you the floor. There is history that deals with some work that was done by the County in the same time and there was some State work along the channel entry and there were scenes after Iniki that we responded to emergencies and the circulation which in the tide currents and movement of sand has then complicated the matter. There is a lot of dialogue on this and how it was selected. I think Councilmember Yukimura would like to add on what was an emergency response. Go ahead, JoAnn. Ms. Yukimura: Several of us were here in 2008 and the Aliomanu Road is a County road that is essential for people to access homes and other things. The Pono Kai wall is part of a County park and protects both the park and the path there. And what is the third one? Moana Kai. County road again. So there is a lot of history to this, but in terms of policy decisions, one it would be a different policy call if there were not any hardening already, because there is the whole issue about not hardening coastal areas. But because they are hardened already and they support very important facilities for our people to operate and use and there was this need to fix the problem. I believe and these kinds of fixes are very difficult because they involve the shoreline area. We got both the Sea Grant people and others to at least review our plans and analysis to make sure that be we were not worsening the situation in our repairs and we would be doing it in the least impactful way in terms of adverse consequences. I think a lot of this came from at least Pono Kai came from the County Council in those concerns that were raised and then sent to Public Works. And there was a lot of back and forth in terms of analysis and so forth. Chair Furfaro: I think Mr. Bynum wanted to add something. Mr. Bynum: I just wanted to add that Pono Kai Seawall was built as an emergency after Hurricane Iniki and it was not built with the standards in mind. Behind the seawall started having sink holes and it became a safety issue. Moana Kai I do not think that was an Iniki thing but that is where Baby Beach is and the seawall is starting to fail. When this comes up as a project, I am going to want to discuss it because of the Kapa'a Ocean Study which gives us an alternative that we should consider as a County. I do not think anybody is that aware of it right now. I will save for that when we come up with that one. Chair Furfaro: We are there now, Mr. Bynum. Mr. Dill: Can we do specific projects as we go in order? Chair Furfaro: We will come back to that specific project there. Mr. Dill: Next line is Aliomanu Temporary Road Repair Construction, this is basically a source of funds to keep them available because we have an ongoing need to protect that road so this provides us a source of funds to do temporary 04-02-2013 Department of Public Works (continuation) (lc) Page 61 sandbagging when we need to go down there. Down to the next shaded project Anini Bridge, you see we have County Match there. We are proposing since it is a new project, we are proposing $400,000. We are in the process of requesting STIP funding. So this is our 20% match for a $2 million project and the Anini Bridge, you can see the description this recent inspection in November 2012 that is part of our regular biennial inspection for all of our Federal highways and roads. This bridge was listed as critical and so we are requesting funding for this project to pursue it immediately and we are hoping to get STIP funding in Federal Fiscal Year 2013, the current Federal Fiscal Year to match the $400,000 of County funds. This bridge was downgraded as a result of the inspection and we want to move on this right away. Questions? Chair Furfaro: Go right ahead. Mr. Bynum: Even though we do not like having to replace bridges, this is kind of good news, right? Because several years ago we found bridges that we had to move immediately. It was kind of a dangerous situation, and now is that we are doing routine inspections, we are kind of ahead of the game here, right? Mr. Dill: Yes. Mr. Bynum: And so even though we do not like replacing it, we would not be doing this if we had not recognized the need to assess these bridges for safety. Have I got this right? Mr. Dill: Yes. Mr. Bynum: Thank you. Chair Furfaro: Larry, describe for me where this `Anini Bridge is? Mr. Dill: I believe this is the first bridge that you come to before you get down to the last turn before `Anini Beach. Chair Furfaro: The one in front of Loo's house? Mr. Dill: I believe so. Chair Furfaro: I want to make sure it is not the bridge at the end of the road because that is a private bridge. Mr. Rapozo? Mr. Rapozo: That is not a historical bridge, right? Mr. Dill: I would have to get back to you. Mr. Rapozo: If you do not know, it is not. If it is, you would know. Going back to the Acrow Bridge, because that project would qualify for an Acrow Bridge. An Acrow Bridge would be less than our 20% portion of a $2 million bridge. This is the argument that we have on this floor a lot. Just because Federal funds are available or State funds are available does not mean it is the right process. $400,000 is a lot of money. That is not a big bridge. The bridge is a very small bridge and an Acrow bridge would be ideal. And Acrow is good enough for the State, for Wailua Bridge, for Wainiha Bridges. It 04-02-2013 Department of Public Works (continuation) (lc) Page 62 is a great bridge used all over the country, but to spend $400,000 as our portion to replace Anini Bridge is not acceptable. Mr. Dill: Well, part of the history and I will explore that, but first I have to confirm it is not a Historic Bridge, but we will explore that Council member. Acrow Bridges I would assume that the abutments are okay and part of the problem with this bridge is that it is settling, the foundation. Mr. Rapozo: I understand, Larry, but if you remove that bridge and start all over and Keith, I think you would agree, $400,000? I mean, how long is that bridge? Mr. Dill: Just over twenty feet. Mr. Rapozo: We can put a culvert over there. You know what I mean? I just want to explore that because I will not support $400,000 to replace Anini Bridge for $2 million. I just cannot do it. Chair Furfaro: Your comments are well-received especially for a single-lane twenty two foot bridge. Thank you. Let us move on. Mr. Dill: Next is the Auto Shop Improvements, to create a storage space, a mezzanine up above. I believe we have completed April 2013, just completing the in-house design and going out to bid July 1st for the construction. Next is the Biennial Bridge Inspections, this is the next round of my bridge inspections that we are required to do by Federal Highways. Chair Furfaro: Council Vice Chair? Ms. Nakamura: Sorry but going back to Anini Bridge. Was that one or two lanes? Mr. Dill: That is two lanes. Chair Furfaro: Currently that is a two lane bridge? Mr. Dill: A very narrow two lanes. Middle of page 3. CIP Management System Consultant this is Mr. Keith Suga's project to add $15,000 to the scope to get this accomplished. This is the fact he received best and final offers and plans to award by this month, mid-April. Civic Center ADA Site Improvements. This is the project that we just received construction bids in February 2013. This is largely improvements to the parking lot around the Lihu`e Civic Center and I believe this is focusing on the Rice Street side. It is focusing on the Rice Street side is the first phase of this project. And the Kele Street intersection on the Post Office side of the road. The next line is Coco Palms Sewer Pump Station, this is the project to address the odor complaints. We anticipate construction to be bid out June 2013. We were estimating an additional $225,000 in costs for that and that is a total appropriation balance of$467,000. Chair Furfaro: Go ahead, Mr. Bynum. Mr. Bynum: I will keep this brief. I said it the other day, if we are not addressing Kinipopo, we are being irresponsible. This has been an issue for that 1 04-02-2013 Department of Public Works (continuation) (lc) Page 63 community for a long time. We have a project that can deal with one manhole and one next to our retail friends there is not being addressed in this. It is not in the 6-year CIP plan and we are just going to leave that problem and it is something that I have been talking with Ed about for eight years at least. Mr. Dill: Well, Ed is closer to this than I am. I know our consultant did analyses at each manhole that were suspected of being the source of the problem and my understanding and correct me if I am wrong, the majority of the source of the odors are coming from the pump station. Mr. Bynum: When you are getting out of your car to go to dinner, the bakery, the hair facility... Mr. Dill: I was there a couple of days ago and I was on Papaloa and I did not notice anything. Maybe it was the wind. Chair Furfaro: One at a time. Mr. Dill: When you are on Papaloa Road you may sense what is coming out the wet well at the Coco Palms Pump Station. Mr. Bynum: Ed knows. It is not always there, but when it is there, it is overpowering. We have a responsibility to deal with this issue and we are only dealing with half of it. That is my personal opinion. Mr. Dill: Well, my opinion is different and based on the work that the consultant did and the analysis. Mr. Bynum: The next time I am at the bakery and have to leave because I am feeling bad about it, I will give you a call. Mr. Dill: Okay, you have my number. Chair Furfaro: Ed do you have anything to add to that? ED TSCHUPP, CHIEF OF WASTEWATER: No, I think we have had this discussion. Mr. Bynum: Apparently I am beating a dead horse and I just needed to say it. Chair Furfaro: I addressed the question to you, would you answer me? Mr. Tschupp: I am sorry. Chair Furfaro: How long has the well been there, the Lift Station? Mr. Tschupp: The lift station has been there prior to 1992. It has been there a while. I do not remember. 04-02-2013 Department of Public Works (continuation) (lc) Page 64 Chair Furfaro: Were there any recent upgrades to the lift station? Mr. Tschupp: The last major upgrades to the lift station were circa 1992 when there was an emergency generator building built at about that time. So we did a rehab project that did not include odor controls approximately 2007. But that was a concrete deterioration rehab. Chair Furfaro: Are you comfortable that this new allocation of money that is here for the total project about $454,000 will, in fact, resolve the problem? Mr. Tschupp: I am comfortable that that is the right amount for the pump station side. And with respect to Mr. Bynum's concern, the next step will be over on that side and that may or may not require additional funds. Chair Furfaro: Thank you for the answers. Go ahead, JoAnn. Ms. Yukimura: So are you saying that it could be connected? So your plan is to fix the Coco Palms pump station first and then see if there is still a problem across the street at Kinipopo and to address that and if the fix at Coco Palms does not hopefully solve the one at Kinipopo? Mr. Tschupp: I agree that is the strategy that we are going down. Ms. Yukimura: Thank you. Chair Furfaro: I understood your response the first time, even though JoAnn restated it. But Mr. Bynum has an additional question now. Mr. Bynum: Well, when you came up with the plan, you did the test right? I read that document very thoroughly. I do not think you are saying, Ed, fixing the Coco Palms Station is going to impact directly this? So I do not know how you could say dealing with this is going to have any impact. The stuff flows downhill right?And Kinipopo comes prior to the pump station right? Mr. Tschupp: You are correct about the flow of sewage through the sewage system. What I think is the public needs to be aware of is that the odor problem is an airborne/aerial situation that depends upon the direction of the wind and if you have got this odor source over here across the street, it by itself is contributing to odor problems on the other side of the street. So the pump station is the most direct and most significant part of the problem and solving that, I think, will go a long way to resolving Kinipopo side. Whether it is sufficient in and of itself, I say remains to be seen. Mr. Bynum: I hate to belabor this, I really do, but what you are doing there at the pump station is not going to have a direct effect on the manhole at Kinipopo right? What you are saying if it smells over there, if there were Kona winds or prevailing winds and I read the study, the mist, suppressing the odor right? Mr. Tschupp: The mist will not travel, but the odor mitigation from the project I think will be beneficial on both sides of the street. `S9 04-02-2013 Department of Public Works (continuation) (lc) Page 65 Mr. Bynum: I understand what you are saying. When the winds are right, I agree. The manhole will continue to be a problem? Mr. Tschupp: I do not know. Mr. Bynum: I give up. Mr. Tabata: Let me clarify? Chair Furfaro: No, let me talk to the Wastewater people. You have heard from us. We have serious concerns about managing that bouquet, okay? It is urgent for us, Ed. And we want you to make it a priority. It has gone on too long, and you have the technical skills, and between the three of you right there, you guys all have a handle on Wastewater management and you are all fluid engineers. Mr. Bynum: That is true. Chair Furfaro: So we need to make that happen. And I would just like to leave it at that for right now. Mr. Tschupp: Understood. Chair Furfaro: Okay we will move along here. Mr. Dill: On the top of page 4, this is one of our Holo Holo 2020 projects. Complete Streets Safe Routes to Schools Project, Kawaihau Road. We are requesting an additional $55,000 to look at the intersection of Kawaihau Road intersects in the vicinity of Kapa'a High School and St. Catherine's School. This is a very unusual intersection area. His is work to get a consultant on board to give us the design, which may involve some sort of roundabout at that location, pedestrian improvements, and possibly cyclist improvements to make it safer and more efficient. That is $300,000 after this appropriation that we are looking at. g Chair Furfaro: Question from Nadine, Mr. Dill? Ms. Nakamura: So that will be just for the design portion? Mr. Dill: Correct. Ms. Nakamura: Then you will come back after that? Mr. Dill: Yes. Ms. Nakamura: With construction? I think it is such an important project and a huge need because of that dangerous intersection. Mr. Dill: I agree. Ms. Nakamura: Thank you. Chair Furfaro: Go ahead, Mr. Kagawa. 04-02-2013 Department of Public Works (continuation) (lc) Page 66 Mr. Kagawa: Does this include all the way up Kawaihau Road? Because there is, like existing one right now. It is like asphalt, I believe. And I was just wondering if we are improving that? Because that one is...I think it is old and it could use an upgrade. But I do not know if it does include that? Mr. Dill: This is just in the vicinity of that intersection. Mr. Kagawa: Okay. Chair Furfaro: Mr. Kagawa, are you good with that? Okay. Moving on. Mr. Dill: Next project is the `Ele`ele Wastewater Treatment Plant renovation. You can see that we have a balance in 2013 of almost nothing. Completion of this, the improvements to the `Ele`ele Wastewater Treatment Plant it was determined that it was appropriate to replace the existing diesel fuel tank due to its age and we are requesting additional$95,000 to get that work done as well at this time. Chair Furfaro: Councilmember Yukimura? Ms. Yukimura: So this is sewer project being funded by the General Fund or the Bond Fund, which is going to be paid back for by all of the citizens of Kauai? Mr. Dill: Correct. Ms. Yukimura: Why would we not make it a Wastewater project paid back by the Wastewater Fund? Mr. Tschupp: Councilwoman Yukimura, one of the things if you look on the side note there, this project was actually divided up into two phases, because we had an immediate projected with the generator that failed and has now been completed. The replacement has been completed. Originally when we went forward with the project we did not believe that we were going to be eligible the SRF funding that we typically try to use for Wastewater projects. It became possible for us to apply for SRF funding for the Phase II project which we are ready to go out to bid with now. We went forward with the Phase I with Bond Funds, but we were able to transfer out the larger Phase II project to SRF, when those funds became available. So to a certain extent, the fact that the funding for the Phase I work was allocated from bonds has everything to do with the historic availability of SFR funds. Ms. Yukimura: Why would SRF funds not be available for this? Mr. Tschupp: SRF funds are not available for design projects. Ms. Yukimura: This is a design project? Mr. Tschupp: Actually the spreadsheet description does actually have a slight error in there. The current funding, I think the $95,000 is the services of the design consultant through the construction project. So the fuel tank part of that actually I am not sure where that error cropped up, but it ended up we did replace the 3 04-02-2013 Department of Public Works (continuation) (1c) Page 67 fuel tank already. This allocation is for services during construction. That is not a design engineer service during construction...that is not available for SRF funding. Ms. Yukimura: And the services during construction of what? Mr. Tschupp: Of the Phase II project. Typically we will fund some of the engineering design either out of operating expenses a lot of times. Chair Furfaro: On that note, right there, we have to change the tape, okay? I have let it go and we have been at it for an hour and a half already. So we will do a tape change and caption break. Ten minutes, members. We are back from recess. We are going to focus on CIP. Mr. Dill: We are at the bottom of page 4 the Fuel Management System we have discussed this during operating. This basically replaces our outdated system we currently have in place and adding $75,000 to this and with those additional moneys with the replacement system,incorporate an upgrade of modules for the vehicles. "modules" means we'll install in each vehicle a communication device that talk to the pump and that will take a lot of opportunity for mistakes, as I will call them, in accounting for our fuel usage. So the pump speaks directly to the vehicle without that human interaction? Chair Furfaro: Larry, excuse me. For the purposes of us understanding the operational piece, is there a separate item that reviews the key points of control? Mr. Dill: I am sorry I am not following your question. Chair Furfaro: Is there a receiver end for controls? Mr. Dill: Yes. Chair Furfaro: Could we have that portion? Mr. Dill: Yes. Chair Furfaro: Because we have something coming up with Amy and I would like to see the manufacturer's control polices. Mr. Dill: Okay. Next item is the Fuel Tanks at Kapa'a Base Yard. This is a new proposed project funded with Highway Fund moneys. We have identified that we need to replace all of the fuel pumps at the base yard due to their age and condition and Kapa'a is a top priority. So we are proposing to replace those fuel tanks in Fiscal Year 2014 and island wide eventually get them all replaced, but Kapa'a is at the top of the list. Ms. Yukimura: I have a question. Chair Furfaro: JoAnn, you have the floor before we go to page number 5. 04-02-2013 Department of Public Works (continuation) (1c) Page 68 Ms. Yukimura: So all your fuel tanks, what is the reason all of these fuel tanks need to be replaced? Mr. Dill: Unfortunately Dwayne Adachi is at a doctor's appointment. But due to their age, they are deteriorating and requiring a lot of the maintenance to keep this up and running. So we have $132,000 in the Highway Fund. So it is about $170,000 for this project to replace the fuel tanks. Ms. Yukimura: $170,000 total. Was it due to lack of preventative maintenance? Mr. Tabata: No, just corrosion. We are converting these to stainless steel fixtures. Right now it is galvanized, and they just outlived their useful life. Mr. Dill: They are old. Mr. Tabata: We need to have them replaced. Ms. Yukimura: That is excellent that you are going with stainless steel, because that should last even longer; right? Okay. So all of the base yards, I mean this is kind of to me, the tip of iceberg in terms of maintenance of our base yards. Do you have a preventative maintenance plan for base yards? Mr. Dill: For the buildings, as we mentioned earlier in the discussions, Building Division is looking at assessment management. On the equipment side with the implementation of the maintenance management information system that was discussed, those things will also be part of that program and they will be looking at those as well. Ms. Yukimura: Excellent. Does that include your transfer stations as well? Mr. Tabata: To the Building Division we already have a system that they are using. So those facilities are under the Building Division's maintenance. Ms. Yukimura: So it does include your transfer stations? Mr. Tabata: Right. Presently, yes. Ms. Yukimura: Thank you. Chair Furfaro: Before I recognize Mr. Hooser, I want to let Planning, IT, Office of Economic Development, Housing, and Transportation, you have been relieved for the rest of the day on CIP. These CIP items for those five Departments will be covered on April 16th. You are excused. We will do Parks and Recreation after Public Works today. Mr. Hooser, you have the floor. Mr. Hooser: Yes, because the fuel tank item is split between the Bond Fund and the Highway Fund, in some sense I am jumping ahead, but I thought Highway Fund was limited to highways and buses, not general County operations. 04-02-2013 Department of Public Works (continuation) (lc) Page 69 Mr. Dill: Yes, but fueling system is something that is fundable by the Highway Fund. So the Auto Shop, and the highway...Roads Maintenance issues, and Transportation Agency are all fundable by the Highway Fund. So the fuel itself has to get paid for by the various Divisions, the actual equipment is funded by the Highway Fund. Mr. Hooser: You were able to obviously fund it by the bonds also? So we could shift that from the Highway Fund to the Bond Fund if we wanted to? Mr. Dill: Yes. Mr. Hooser: Okay. Thank you. Chair Furfaro: Other questions on this particular one? If not, we can move on. Mr. Dill: Page 5, first project for Public Works is the Hanalei Courthouse ADA Improvements and Septic System. This is a Parks project, that Public Works is pursuing on behalf of Parks. Basically the project right now is in the Planning Department for getting its zoning and use permits in the first step of that process. So we are showing $400,000 as a new appropriation for that project. Chair Furfaro: Question coming, Nadine? Ms. Nakamura: I just want to get some clarification on when a project is done by DPW or by Parks? How do you make that determination? Mr. Dill: Well, we work together on so many projects it is hard for me to answer that because we do a lot of support for Parks. I think that Public Works does the majority of the major projects. Parks does some of their own work. I think they are still developing that resource within their own Department. And likely as they continue to develop that resource, they will take on more. But Public Works has been the workhorse, I guess, for development of Park projects historically and we continue to support them. So I would say probably the default for the larger projects is Public Works and they take care of a lot of smaller projects at this time. Chair Furfaro: Larry, let me ask you something, in the private world, you know of the same procedure that I know when we sign off on CIP improvements and so forth. Is there some point in time, if Parks is doing the project, they have the control on it? And it deals with some repair or maintenance or new roofing or something? Is there any way it comes to you to sign off that you concur on materials, construction standards? How does that happen? And please do not say to me because we have an Architect in the Department, because we may not always have an Architect in the Department. What is the procedure that you looked at, building specifications? Mr. Dill: Well, for clarification, the Architect is in the, Parks Department, not the Public Works Department. Chair Furfaro: Let me say we will not always have an Architect in the Parks Department. 04-02-2013 Department of Public Works (continuation) (lc) Page 70 Mr. Dill: It goes on a case-by-case basis and I think Parks know well when they need our support, and so they certainly call on us when it is warranted. And then we support them in that situation. Chair Furfaro: Case-by-case, huh? Okay. JoAnn, you have the floor. Ms. Yukimura: Thank you. So there has been a discussion with the community in terms of the needs of the community for that facility as a community center. So that all of the things that may be necessary are being included in this design. Mr. Dill: Since the Parks Director is present, maybe I can ask him to come and answer that question. Chair Furfaro: He is not present and he is up next. He is up next. Mr. Dill: You can ask him that question. Ms. Yukimura: We will defer that until then, I guess. Chair Furfaro: Mr. Rapozo? Mr. Rapozo: I believe that item is on the agenda tomorrow. So maybe we can reserve the discussion for tomorrow, because it is specifically on the agenda for discussion on that. In the interest of time? Chair Furfaro: Okay. Mr. Dill, continue. Mr. Dill: Next project Hanapepe and Waimea Levees, you know the Roads Division did a Yeoman's effort to get it back into compliance. This is the final phases to complete the necessary work to install irrigation system and get the grassing installed. The next project Hanapepe and Waimea Levees planning study, the United States Army Corps of Engineer's study and this is remaining funds in the balance. This was the study you may recall that the levees were determined to be providing less than the standard 1% chance storm or 100-year storm protection, less than that. So the Corps has done a study that they recently submitted to us the results, which indicates what the status of protection is and what might need to be done in order to achieve 100- year storm protection. Chair Furfaro: Mr. Kagawa has a question for you. Mr. Kagawa: Is the grassing and irrigation on the backside of the levee? The front side is cement? Mr. Dill: No, there are parts that are cemented, but the majority is actually grassed on both sides. As you go all the way up... Mr. Kagawa: I am talking about the Waimea levee. Mr. Dill: Right. 04-02-2013 Department of Public Works (continuation) (lc) Page 71 Mr. Kagawa: You are talking about the Kekaha side of the river or are you talking about...Waimea? Mr. Dill: Wherever it is grass currently we would install new grassing and irrigation and I would have to ask our Roads Chief to come up if you have more specific questions about those specific locations. Chair Furfaro: Is he here? Mr. Dill: Yes. Chair Furfaro: Why do you not have him come up? Mr. Kagawa: I ask this because I often wonder when they say that they spent a lot of time and we have basis point been trying to create a Department within the Division to take care of specifically the levees. Where is all our labor and time being spent regarding the Waimea levee and regarding the Hanapepe levee? ED RENAUD, Chief of Roads Maintenance: Ed Renaud for the record. Repeat your question one more time. Mr. Kagawa: Is it on the backside of the levee or front side facing the water? Mr. Renaud: We are grassing areas that are eroded and that is what it is, it is here and there. The key is getting irrigation, getting water there from the river. So we are going to set up stations to pump water out from the river itself. Mr. Kagawa: So basically, we are talking about areas that are not cemented? Mr. Renaud: Correct. Mr. Kagawa: we want to keep the dirt from eroding by planting grass? Mr. Renaud: Correct. Mr. Kagawa: What kind of grass? It is not buffalo grass? Mr. Renaud: I am not at liberty to discuss the grass because we are working with a consultant. It is grass that would use that type of water. Mr. Kagawa: I really want to support that project. I hope that the consultant gives us some good advice, because it is the levees that have allowed us the residents to not have to pay that high a flood insurance. The levees really protect the rates of the people living in the valleys because it is added protection that is done and it was done way back and it was done with the biggest flood that we had, we haven't had one that went over so far. Knock on wood. Thank you. Chair Furfaro: JoAnn, you have the floor. Ed, I think we may still need you for JoAnn. -j+ Q 04-02-2013 Department of Public Works (continuation) (lc) Page 72 Ms. Yukimura: I want to compliment and commend you folks for the work have you done on the levees. I just wanted to make sure that I understand what you said Larry. A study has been completed by the Corps with recommendations for what we need to do to make our levees, make sure our levees can handle a 100-year storm? Mr. Dill: Correct. Ms. Yukimura: So these moneys will be used to implement the recommendations? Mr. Dill: The monies will be used...actually it is the project right above it. Since that is moneys for the levees, we are proposing to use that money as well to support the irrigation and grassing project. Ms. Yukimura: Because that will be sufficient to make the levees able to handle 100-year flood? Mr. Dill: No, that would be a whole, separate new project and probably very expensive and we would look to the Corps to fund that project or some of that project. Ms. Yukimura: I see. And you need this additional $100,000? Mr. Dill: To complete the irrigation and grassing. Ms. Yukimura: So we are looking at a total cost of $260,000 for grassing and irrigation? Chair Furfaro: Our question is dealing with is there a quarter of a million of dollars there? Is this 360 Bermuda to use for the fairway?That is a lot of money for grass and it is not getting us into compliance. Mr. Renaud: his is more than grassing. It is irrigation. Chair Furfaro: Expand on what it is. Mr. Renaud: I said earlier it is irrigation that is what it is about, getting water to the grass. A lot of grassing, with our crew there we are going to do a lot of project. These guys, our consultants will train our people to do all of the grassing, but the irrigation is the big thing. That costs a lot of money. Ms. Yukimura: It sounds like a system that you said you are going to take water from the river? Mr. Renaud: Correct. Ms. Yukimura: That is good. Mr. Dill: As much as we can. 04-02-2013 Department of Public Works (continuation) (lc) Page 73 Mr. Renaud: We have to, because when we did the study with the Department of Water, it would cost us a couple of million and they said no way, and we understand that. Ms. Yukimura: It makes a lot of sense to take water from the river, but I would be concerned at the vulnerability of the irrigation system and then what do we do? Mr. Dill: The levees have withstood storms over the years. The problem we have seen around the river and actually the levees where the irrigation system would be irrigating the lawn is up the slopes. The levees have survived the floods. Ms. Yukimura: I am worried about the irrigation system. Mr. Dill: They should be protected. Ms. Yukimura: I hope so. It is a wonderful idea to take water from the river, but it means that the whole system will be close to the river. If it is costing $300,000 and gets wiped away with one big flood, it is very worrisome. Mr. Dill: Yes. Ms. Yukimura: So hopefully there will be some real ways to protect the system. I am glad that our people will be trained. So it is not like we have to hire consultants every time. And to develop a crew, a special crew that will have some specialized capacity. That sounds good, too. Thank you. Mr. Dill: I might mention so there are actually three line items funding that effort. The last one on that page, we had budgeted some money there and doing some small repairs ourselves and waiting for the Army Corps of Engineers to come through with their project. I mentioned to the Council that the Army Corps has appropriated $1.9 million in a project totally federally-funded for a project this summer and they will do the repairs. 1.9. Ms. Yukimura: Great job in accessing Federal resources. Chair Furfaro: Councilmember Nakamura? Ms. Nakamura: Larry, as I recall, the improvements are important to the impacts to getting flood insurance for residents in and around that area? Mr. Dill: Yes. Well, I mentioned the $1.9 million project and the reason we are eligible for that project is that our levees are in compliance with the Corps' requirements otherwise we would not be able to access the funds. Originally the Corps constructed the levees, our duty is to maintain them in accordance with their standards and if we do so, they will take care of repairs. Also as Councilmember Kagawa pointed out, it allows folks behind the levees that are afforded protection from the levees to have lower flood insurance premiums. Ms. Nakamura: At one point that was in jeopardy? 04-02-2013 Department of Public Works (continuation) (lc) Page 74 Mr. Dill: Well, I will not say we are out of the woods yet. They are not out of woods yet and that is part of the reason for the study that I mentioned earlier that was recently completed. Because the Corps, they have certain criteria and if you are protected from the 100-year storm, that is a well-defined criteria and you qualify for a certain level of flood premiums, flood insurance premiums, but there is no continuum. For instance in the levees provide like a 70-year protection, it does not matter. If you below 100, you do not qualify for the protection. So that is as far as they have looked at for us what it would take to get the levees back into the 100-year level of protection? There still exists the possibility that the Corps will go out and revise the flood insurance rate maps that would affect the flood insurance premiums that people pay, but they have not done that yet. Ms. Nakamura: It is just a huge improvement from where we were a few years ago to where we are today and good works on those changes. Mr. Dill: That is our road guys who have done that work. Chair Furfaro: Mr. Rapozo or Kagawa, did you have a follow-up? Mr. Rapozo: No. Chair Furfaro: Next item then, please. Mr. Dill: Hanapepe Bridge Pedestrian Walkway. Chair Furfaro: Thank you, Ed. Mr. Dill: We have an appropriation balance of $90,000 carrying forward from last year that. So our 20% County match for federal-funded project. And this project I believe we just got bids recently opened. And we are moving forward, hopefully to contract the construction soon on this project. So that will be to repair the bridge, the historic 1911 bridge, as well as redo the pedestrian walkway that hangs on the side of the bridge. Page 6. Mr. Rapozo: I just want to make a comment about that last meeting that you folks had in Hanapepe, Lyle, Larry was there and who else was there? Chair Furfaro: I was, there. Mr. Rapozo: The last meeting regarding the pedestrian bridge where you unveiled the architect design? I wanted to say that the residents that were there left really satisfied with...they did not all get what they wanted, but they were very happy with what you folks provided. And I just wanted to say thank you for a great job. Because you know, if you followed them from the beginning, it was rough. And I am not sure what you folks fed them or gave them to drink that night. They were very pleased with what I would say was a compromise. The Mayor was there, too. That is why they were scared. You scared them to death. They were very satisfied with what was recommended. I want to say thank you, because I was pleasantly surprised that they were so happy. Thank you very much. Mr. Dill: Thank you for being there at that meeting. We appreciate that. 04-02-2013 Department of Public Works (continuation) (lc) Page 75 Chair Furfaro: My compliments as well, Larry, to you and your team in that kind of success. Mr. Dill: Why do not you address this one? Mr. Tabata: The next project is the Hanapepe Town parking lot. We have completed the in-house design and scheduling with the Roads Division to complete the construction. And they also at the same time, securing...procuring the paving work. So the parking lot will be asphalt paved, and we are going to install a street light in the parking lot that is PV-powered. Chair Furfaro: Mr. Kagawa? Mr. Kagawa: We kind of discussed it again, so I do not want to beat a dead horse, but do we own that land? Mr. Tabata: The property is Executive Ordered from the State. Mr. Kagawa: In the old days, people who wanted to use that swinging bridge would actually park on the grass. They had their own parking lot, so now it will be really making it user/tourist-friendly. Thank you very much for your work on that. Chair Furfaro: JoAnn? Ms. Yukimura: Yes. Thank you for that work. A question about the light. Is there any shearwater problem over there? Mr. Tabata: They will be shearwater-friendly lights. Ms. Yukimura: That is really thinking ahead. Mr. Tabata: Everything that we install. Ms.Yukimura: From now on? Mr. Tabata: Yes. All the items on our checklist. Ms. Yukimura: Very good. Thank you. Chair Furfaro: Nadine? Ms. Nakamura: And the new lights, are they all solar-powered or just in this particular situation? Mr. Tabata: Just for this area. Ms. Nakamura: In the future? 04-02-2013 Department of Public Works (continuation) (1c) Page 76 Mr. Tabata: Right now, there is a KIUC street light at the entry of this parking lot. And so further down, because it is darker, we are installing a light that is PV-powered. Ms. Nakamura: That is not a new policy, but it just works in this situation? Mr. Tabata: Yes, I guess you could say this is a test case. Ms. Nakamura: Thank you. Chair Furfaro: Okay. Moving on. Mr. Dill: Hardy Street. Managed by our Building Division. This project we are in the selection process and we will be ready to issue the contract soon. This is a Complete Streets project, Hardy Street from Kuhio Highway all the way to rice Street, et cetera. So that is coming up shortly, design-build project. Our next project, you are very familiar with is the Historic County Building project. And another project taken care of by our Building Division winding up and hopefully wound up soon. Chair Furfaro: Larry, may I say I appreciate you and Doug's assistance in the last meeting that we had that dealt with the basement railing, the entrance stairs, as well as the stairways leading up to the Council Chambers. I look forward to bringing that to a conclusion, because that will pretty much complete the County project here for the building. Mr. Dill: You are welcome. Chair Furfaro: You wanted to say something, Lyle? We only have been waiting for several months to work on the railings? So we will celebrate it and I just want to say is there any chance it will be done by May 9th? This building will be 100 years old on May 9th when we open the doors to go to work. Is there any chance? Mr. Dill: Unlikely. Chair Furfaro: Okay. Fair answer. JoAnn? Ms. Yukimura: Just again, the work that was done on this building was really excellent and people enjoy using the building, both as visitors and those of us who work here. Thank you for that. I want to go back, if I may, just to one more question on the Hanapepe Town parking lot. Chair Furfaro: Go right ahead. Ms. Yukimura: At one point, I think the request from the town's businesses was for a pervious concrete and I think that is not in the plans because it was too expensive is that correct? Mr. Tabata: It costs three times more. So when I met with the key community members, they told us to save the money and just use asphalt. They were loud and clear they did not want to spend that amount of money for the parking lot. 04-02-2013 Department of Public Works (continuation) (lc) Page 77 Ms. Yukimura: That sound like the right decision, although if there is any flooding issue. Mr. Tabata: The engineer designed it, so we have a swale at the tail to catch the runoff water. Ms. Yukimura: And it is not that big of an area anyway. Thank you for looking into it. Chair Furfaro: Mr. Dill? Mr. Dill: Yes? Chair Furfaro: Moving on. Mr. Dill: Top of page, Island wide SCADA system. I believe we just recently received bids on this one. Bond Funded project. We are going to be updating/upgrading the existing SCADA, the supervisory control and data acquisition for the three plants. Chair Furfaro: JoAnn? Ms. Yukimura: Will this help you respond to emergencies as well? Mr. Dill: Yes, it does. Ms. Yukimura: So it makes it a really important project because of heavy fines if it gets into the ocean. Mr. Dill: You have communications tied to a lot of key locations at the plant systems. So whereas in the past, you know, a light would go on and a bell would ring and hopefully somebody would hear it in the neighborhood. Now we have a callout list and calls outstanding the operators and tell us what the problem is at locations, so we can respond directly to the problem and we will respond a lot quicker. A great system. Ms. Yukimura: Larry has this great background in Wastewater treatment. Was this qualified for SRF funding? Mr. Dill: I will have to ask Ed to address that. Because I had the same question when I came on board. Ms. Yukimura: $4 million from the General Fund, which is actually the Bond Fund, which is a lot of money. Mr. Tschupp: We have this on the SRF list, but it is low-ranked by the State because the way they qualify projects and as a practical matter, the funds are not available from SRF? Ms. Yukimura: This too, this Bond money will be paid back by the General Fund rather than the users of the system? 04-02-2013 Department of Public Works (continuation) (lc) Page 78 Mr. Dill: Correct, by the citizens of Kaua`i, the County pays the debt service on the Bond Fund. This is a good example where the indirect benefits of the SCADA are strong in direct benefit to the entire community island wide. Because we pointed out our ability to respond to alarms and protection the environment and that is a benefit to everybody. Ms. Yukimura: We all know the costs. We do not always quantify it, but there are huge costs when a hotel has to shut down their guests from using the ocean and there are costs that are also to residents, whether it is staying out of the water or getting sick from using the ocean. So I can see that argument. Thank you. Mr. Dill: Thank you. Chair Furfaro: Thank you, Ed. Page number, Larry? Mr. Dill: We are near the bottom of page, Kalaheo Fire Station improvements. Next item is Kamalu Road culvert improvement and the quick fix was done and we have got a design now to replace the culvert, and design...it says "under review" but it should be out to bid by the end of the month. Chair Furfaro: Next item? Mr. Dill: Kanaele Road slope stabilization, a leftover project. We need to look at this remaining from last year. We have not moved forward on this one as I would have liked. We are in the process of preparing designs and hope to get a consultant on board to do the design work for us for this project. Chair Furfaro: Because it deals with the guardrails? Mr. Dill: No. This is an issue of slope stabilization. Chair Furfaro: Go ahead, Mr. Kagawa. Mr. Kagawa: Larry, where is this road? Mr. Dill: In Kapa'a. Mr. Kagawa: Are you going to remove that tree or the trees that the roots are growing onto the shoulder? I am thinking if you dig and cut out the roots it will just grow back in time. I do not know what the safest way is. WALLACE KUDO, Chief of Engineering: Right now we are going through desi n/sco in of the project. It may entail removing those trees. It is a very p g p � y g ve y steep drop-off, like a 30' drop-off to the lower land and we have houses along there. The guardrail along there is just hanging in the air. There is no support to hold up the guardrails. So it is going to take engineering to fix that steep slope. There is no drainage on that road, so everything that falls on that road falls on the embankment. Mr. Kagawa: So you guys have to worry about the erosion, plus the trees? 04-02-2013 Department of Public Works (continuation) (lc) Page 79 Mr. Kudo: It is going to be a difficult task to fix, because of the limited road right-of-way, you know? You will probably need to...and it is 30' down. So it is going to be a very great task to accomplish. Chair Furfaro: Wally, it will address the guardrails? Mr. Kudo: Yes, because it is a 30' drop. Chair Furfaro: Mr. Rapozo. Mr. Rapozo: Is this one of the Shadows? I remember seeing a picture and I see the Mayor nodding about the floating guardrail. Mr. Kudo: This area connects it to the road that goes to the refuse transfer station. Mr. Dill: So we have road barriers there now. Mr. Rapozo: So we have barriers? So that safety issue has been resolved? Mr. Dill: That is the temporary measure. Mr. Rapozo: Thank you and we will thank Shadow for bringing it to our attention. Chair Furfaro: Thank you, Wally. Next item? Mr. Dill: Kapa'a base yard structural renovation and two line items there, funding this project. We are winding that up. The project was... construction was managed by our Building Division. We are requesting an additional $20,511 to complete the final resurfacing work to get done there to complete that project. Very close to completing that project. The next two line items both relate to the Kapaia Swinging Bridge that had fallen into disrepair and after the storms of last year, we have done the drawings to reflect the condition of the bridge after the March storm and those are being reviewed by various agencies. I know some of the reviews are complete already and when that comes out, those reviews, we'll be able to then move to procurement of initially replacing the two towers and requesting an additional $100,000 to construct another construction work to get that bridge restored. We have been working closely with the community, the Kapaia Swinging Bridge Foundation, and they have quite a passion for this bridge. We are talking to them about a stewardship agreement by which once the County restores the bridge, they will take over responsibility for maintenance of that bridge. Chair Furfaro: Thank you for working on that so diligently and getting us there. Mr. Bynum. Mr. Bynum: So you would anticipate that the $241,403 is sufficient to complete the project? Mr. Dill: Yes. 04-02-2013 Department of Public Works (continuation) (lc) Page 80 Mr. Bynum: Okay. That is a big difference between $2.5 million. Chair Furfaro: $2.5 million included the land acquisition. Mr. Dill: The scope is significantly different. Chair Furfaro: This is just restores the bridge. JoAnn? Ms. Yukimura: So what do you mean by "complete?" You mean that the bridge will be repaired or restoration of the bridge will be complete and usable? Mr. Dill: That is correct. This is an estimate, so I do not have a firm construction estimate on the second phase, because we do not have the drawings for that yet. This is our estimate, our plan is that these moneys would complete reconstruction of that bridge. So it will be a usable bridge. Ms. Yukimura: When will the drawings be done? Mr. Dill: Well, the first phase of the drawings is complete and almost completed review by the various agencies. We have not done the second phase. Ms. Yukimura: What is the second phase? Mr. Dill: The first phase is to construct the two towers and the second phase is whatever work has to be done on the stringers and deck and two approaches. Ms. Yukimura: Okay. That sounds great. Thank you. Chair Furfaro: Again, thank you, Larry. Next item, please. Mr. Dill: Top of page 9. Kekaha Landfill. As Keith mentioned the first item is cell 1. That is basically work for cell 1 is complete and that work is wrapped up and removed that funding and we are zeroing it out. The next three all right pertain to the lateral expansion of cell 2 as we have discussed that one quite a bit. So we had approximately $9 million for that effort and that money. The next item, a new project that we have discussed that item quite a bit. The next item Kekaha Landfill closure, $800,000 is a previous appropriation remaining in the budget to take care of required closure work to be done at the Landfill. And we may begin tapping some of that work now for the portions of phase 2 that are ready to accept closure construction. The Fire Department helicopter hangar pad. The helicopter is housed in a temporary space and is being rented and this will allow us to construct a facility on a site that is leased on a long-term basis. This is a project for the Fire Department that the Department of Public Works has conducted. Chair Furfaro: Larry, is this a hangar or a landing pad or is it both? Mr. Dill: It is a hangar. Chair Furfaro: It is a hangar. Okay. Larry you have a question. 04-02-2013 Department of Public Works (continuation) (lc) Page 81 Ms. Yukimura: Where is this? Mr. Dill: It is at Lihu`e Airport. Ms. Yukimura: There is no rent or anything associated with that? Mr. Dill: Not with this project. I am not able to speak to the rent side of that project. This is just a construction project. Ms. Yukimura: Is that the full amount that is needed? Mr. Dill: This is the full amount to construct the hangar facility. Again, rent would be in addition to this. Ms. Yukimura: Well, it says that the Department has recently acquired a long-term lease to a nearby site where permanent hangar facility can be constructed. So I guess it is presumed it is a lease with the DOT Airports, but can we confirm that staff? Mr. Dill: Keith has more information. Mr. Suga: I apologize I should have worded that more detailed. The Fire Department has an agreement with the Lihu`e Airport, not Public Works. Ms. Yukimura: I assumed it was the Fire Department and the $380,000 is sufficient to build the hangar? Mr. Suga: That is the estimate that we received through the Engineering Division to construct...design and construct the concrete pad to be used as a base for the hangar facility. Ms. Yukimura: Do you know the issues of the helicopter or not, this cost was included? Mr. Dill: I do not know Chair Furfaro: Let us not duplicate the question. It is a pad and a hangar? Mr. Suga: Correct. Ms. Yukimura: Okay. But I just want to ask staff to ask, this is not just the CIP-related, but that we get the total cost of equipment? Chair Furfaro: We will have that sent over and have it answered when the Fire Department is here. Ms. Yukimura: That is what I was hoping. Thank you. 04-02-2013 Department of Public Works (continuation) (lc) Page 82 Chair Furfaro: You know, I am going to excuse the Parks Department. We are on page 9 of 25, okay, members? Parks, you will be rescheduled for the 16th of April. Mr. Dill: Kokee Road, 90% of that project and winding up with final punch list items. It is managed by our Engineering Division. Koloa Fire Station improvements, similar to the Kalaheo Fire Station renovations and permits to that facility. Chair Furfaro: Question? JoAnn? Ms. Yukimura: It says here project scope includes replacing the defective roofing materials? So were the materials that were in the Fire Station when they were first built defective? Mr. Dill: I see our Building Division Chief has left the building for the moment. Can I ask when he returns...here he is. Chair Furfaro: JoAnn, would you repeat your question? Ms. Yukimura: Narrative says project scope includes replacing the defective roofing materials. Is that word accurate, they were defective? DOUGLAS HAIGH, Chief of Building: It is more deteriorated, I think would have been a better word. Ms. Yukimura: Okay. Well words matter. Mr. Haigh: This is KOloa, correct. Ms. Yukimura: Yes, Koloa. Well, Koloa is? Mr. Haigh: It is almost 20 years old is my memory. Ms. Yukimura: Thank you, I am just glad it was not defective. Chair Furfaro: Please make a note to correct that verb. Mr. Suga: My apologies, Councilwoman Yukimura. I was copying off information from the old PID. Ms. Yukimura: Well it should not have been in the old PID either. Thank you. Mr. Tabata: Next project is Koloa Crosswalk, lighted crosswalk. The first phase of it is completed. Crosswalks are installed and in operation. We have been working with...and it is a Holo Hobo 2020 project and we have been working with the school crossing guard and the Principal to time the lights. So we completed those changes last week, Friday. The Principal just sent me an E-mail last night, very appreciative and the crossing guard is so enthusiastic. He even has enough time to get back after the children cross. We still have some work to do yet with the Roads Division to complete all of the striping. And then we are going to come to you with a resolution for traffic modification at the Waikomo Road intersection and creating one way out and one 04-02-2013 Department of Public Works (continuation) (lc) Page 83 way in only. Because there are two directions out, on each side in and out on each side of the tree. Chair Furfaro: You have a question? Ms. Yukimura: Yes. Well, a comment on the narrative. It is just that you are missing a bit of history on this. It was not that the community association and group of developers just came together and created $300,000 for an area of circulation plan. It actually had something to do with the County Council, which was considering a bill to establish a moratorium on the building of new...building moratorium in Po`ipu /Koloa and I am glad that it is unfolding in a way that is supporting safe routes to school. Mr. Tabata: Because part of our sidewalk is not ADA compliant, we are using part of the travel way a pedestrian way and include bicycle facility coming uphill, and share the road with bicycles on the lane going down, southbound to the ocean. Chair Furfaro: Just make a note over here, as a result of Council and developers coming together for a common cause. Okay? Mr. Dill: Thank you. Chair Furfaro: Let us move on. Some of the narrative, quite frankly, we can do without. Okay? We can send you notes. It is 3:30. We have 17 pages more to go. I do not want to do Public Works again. Okay? Mr. Dill: I will try to move it along quicker. Top of page 11, Kaua`i Police Department Kapa'a Substation User Needs Study. This is to do a user need study for a potential new substation in the area of Kapa`a. Managed by the Building Division. New proposed project. La'e Road Safety Improvements. Chair Furfaro: Question, Larry? At least look up between items, okay? Okay. Nadine, you have the floor. Ms. Nakamura: Now is this related to Armory Mahe lona or Mah ona properties? Mr. Dill: It is not related to any particular property, but to identify what their needs are. This is the first phase in addressing a future permanent location. The armory as I understand is a temporary location...I guess I should say this is looking at what the needs are at the Mahelona Site and what would be appropriate for them to build there? Okay. Chair Furfaro: JoAnn. Ms. Yukimura: Did you say that the Building Division is managing this? Mr. Dill: Yes. It is $85,000. Ms. Yukimura: Have we done these surveys before? 04-02-2013 Department of Public Works (continuation) (lc) Page 84 Mr. Dill: They will do the study to assess the needs in the area and what is appropriate for a Police Station in the area? Ms. Yukimura: I was seeing how that might interface with the physical arrangements of service, you know? So I think it is appropriate to do a study. Thank you. Mr. Dill: Thank you. Chair Furfaro: Keith, what would we have done if we had the old forms and we did not have all of this narrative to expand on? You have done us a great service by having all of these explanations, but for each one that comes up that need to be corrected, make sure we correct those pieces. Mr. Suga: Absolutely. Chair Furfaro: It is very, very much appreciated of Larry, next item. Mr. Dill: La'e Road safety improvements, we are in process of executing a new design contract. This is to address safety issues on La'e Road especially as it goes by the Elua reservoir. Top of page 12, Lihu`e Bypass Feasibility Study. This is a County match 20%. 80% Federal funds. This is currently negotiating with the design consultant to look at the feasibility and initial cost and issues related to a potential for Lihu`e-Mauka bypass. Lihu`e Wastewater Plant Chemical Lab renovation, this project is complete. Chair Furfaro: Wait, go back to the previous one. JoAnn, asked us to hold on? Ms. Yukimura: Please, thank Y ou. So this is the one that is part of the...that is recommended in the 1997 Land Transportation Plan? Mr. Dill: Correct. Ms. Yukimura: And why are we doing it instead of the State? Mr. Dill: We are doing it...it was originally discussed it would be a possibility considered in conjunction with the landfill and in recognizing that possibility, though now that is no longer the case. It was initiated at that time but because it is on the long-range transportation plan and it will determine whether or not there is something to continue with at that time. So we still recommend that we can complete this study and determine the feasibility of this project. It will address overall traffic conditions in the Lihu`e area. Ms. Yukimura: And what is the projected cost? Mr. Dill: $100,000 County and $400,000 Federal. Ms. Yukimura: That is the feasibility study. If it were to be built, what is cost we are looking at? 04-02-2013 Department of Public Works (continuation) (lc) Page 85 Mr. Dill: That is what this study will tell us. I can just say it would be a very expensive effort. Ms. Yukimura: About $600 million? Mr. Dill: No. Ms. Yukimura: Well, give me a ballpark. You must have a ballpark? Mr. Dill: I would ballpark $50 million. Ms. Yukimura: $50 million. And repeat again, if we do not need it, why we are doing it and not the State? Chair Furfaro: You know, we can take up these discussions a little bit. We just negotiated it down from $600 million to $50 million. The question is still alive and should be handled in JoAnn's Committee that deals with Transportation and you have given us the appropriate answers, but we will have continued dialogue going forward. Ms. Yukimura: I am guessing that the Wailua-Kapa'a bypass that was started over ten years ago was probably projected at $50 million, too, when they started. And I believe now it is about $600 million. Mr. Dill: I believe that is because of the river crossing. They have a huge expense with the river crossing which they do not have on the Lihu`e Mauka Bypass, but I hear you. Chair Furfaro: Yes, and you heard what I said, right? When we get these items into Committee on Transportation, we can have further discussion...the agenda item right now is to understand the CIP piece and why it was plugged in. Mr. Hooser, you have the floor. Mr. Hooser: The agenda item is on the budget and just for the record, I would like to say that I also believe that this money would not be money well- spent. You are going to look for other important needs with this $100,000 could certainly be shifted elsewhere, because I do not think we will see this bypass or the Kapa'a Bypass in our lifetime or the lifetime of our children, given the condition of the federally-funded in Highway Funds and State needs. Thank you. Chair Furfaro: And well-said and you can expand on that when we get it into Committee. Okay? This is an item that shows up here for now. Mr. Bynum? Mr. Bynum: Process question, Chair? So we are going to put this in Committee for further dialogue prior to budget? Chair Furfaro: Write me a Transportation item that you want in Committee and that is how we will put it in? Okay? So JoAnn can do that. Again, I do want to go through everything here. we do not necessarily have to go through all the details, but Keith, it is well-accepted that you are expanded the narrative, but I guarantee if we did not have this narrative, we would not be spending this kind of time right now. So 04-02-2013 Department of Public Works (continuation) (lc) Page 86 it is an advance placement. So JoAnn, if you want to put in that in a discussion in your Committee, we are certainly open to it. Next item. Mr. Dill: Lihu`e Wastewater Treatment Plant Chemical Lab renovation, complete project. So remaining funds we are taking out of that appropriation. Next page, page 13, Maluhia Road Pedestrian Bridge replacement this is a new project we are proposing, $150,000. Maluhia Road Pedestrian Bridge is by Anne Knudsen Park, but the scope turned out to be more and we are building a new bridge there. Chair Furfaro: Question from Mr. Bynum. Mr. Bynum: Sorry. There is no pedestrian walkway from this bridge to Koloa Town at this point? Mr. Dill: I believe, yes. Mr. Bynum: We need the bridge. It would be nice to look at connectivity to Koloa Town between the park and Koloa. When you replace, it has to be ADA compliant and with that include some connectivity to something, you know? Chair Furfaro: JoAnn. We are going to talk about connectivity, we are never going to be doing all of everything in a reasonable timeframe that might happen with JoAnn, Mr. Hooser, and my lifetime. We do not have the resources. We are going into the end of this budget year and we are not going to be able to put even $10,000 back into CIP because we do not have that kind of surplus. Okay? So that is a bigger discussion that needs to happen. We need to be honest and truthful about how we are going to approach this connectivity, because we cannot do it all. Okay? Ms. Yukimura: May I? Chair Furfaro: Go right ahead. Ms. Yukimura: The reason why we are bringing these up, is because CIP is the time where you might have an opportunity to make some connections, or to just structure it...I mean, the time of design and planning is when you might really link into opportunities. So I know I spoke with George Costa once about why do not we use that corner property where the trees are, which is, I guess zoned for commercial, but was very controversial. You know, for our Sunshine Market? And why do not we have a connecting pathway from Koloa Park into town, where people could park at Koloa, in the parking for the park and get to someplace in Koloa Town and even move the Sunshine Market there? I am not saying it should happen, but when you bring the market into the town, then there is even more benefit to the town's businesses and you might solve some of the traffic problems that now are there. So that is the opportunity and I guess, I just want to ask you to look at that, as you design this project. Thank you. Chair Furfaro: Members, if you want to talk about expanding Farmers Markets and new locations to go on that, you can certainly put those in the Planning Committee. Mr. Kagawa? Mr. Kagawa: Yes, I agree with you, Chair. I would like to try and get through this, as much as we can. You know, fellow members if you have any specific questions about the bridges, staff has informed me that I have an item on April 17th 04-02-2013 Department of Public Works (continuation) (lc) Page 87 in my Committee and please, be ready and I want Public Works to be ready also. You have been hearing some of the concerns of the members about what bridges and if you do not have the answers at that meeting we can always defer it, but let us try to get through this CIP as fast as we can, please. Thanks. Chair Furfaro: Thank you very much for extending that courtesy, and the fact that we are going to have something in your Committee soon on bridges. Let us move forward. Mr. Dill: Next project, another of the Mayor's Hobo Holo 2020 projects, Materials Recycling Facility and we have also discussed this at length. $200,000 last year, doing the Environmental Assessment and preliminary design, contingent upon site selection, which hopefully will be confirmed shortly. We are requesting another $300,000 to get final design done in Fiscal Year 2014. Moana Kai Seawall. Next line item, another one of the Mayor's. Chair Furfaro: Mr. Bynum? Mr. Bynum: I will be real brief as I will ask for a posting about the Kapa'a Ocean Study, which we received, because it gives us some alternatives and it is just something that I do not think we are all aware of and we all need to discuss. I have an issue now, but I will ask for a future posting to look at those bigger issues. Thank you. Chair Furfaro: Any more questions? What page are you on, Mr. Dill? Mr. Dill: Bottom of page 13. Chair Furfaro: Periodically announce the page numbers. Mr. Dill: I will try doing that with each new page. This is moneys to fund the ongoing work with the Resource Recovery Park and draft Environmental Impact Statement. Top of page 14, NPDES compliance, our consultant has identified for us some concerns about National Pollutant Discharge Elimination System compliance issues and basically the handling of storm water runoff at our transfer stations. So this is design moneys whereby we would design systems to manage our runoff in a more environmentally friendly manner and in compliance with NPDES requirements. Chair Furfaro: Next item. Mr. Dill: Next one is the Opaekaa bridge replacement. This is a project well-underway. This is one of three historic bridges in Kapa`a...Opaekaa, Puuopae, and Kapahi Bridges. We are into the 106 process that leads to the design work and remaining appropriation for $157,000 as we encumbered the funds for that line item. Pi'ikoi Interior Renovation. We have an appropriation...I am sorry, a contract that we are negotiating with the consultant to do the initial design work...the final design work I should say, for the Wastewater and Solid Waste Divisions. And also to update of the office space planning effort that was conducted, I believe in 2010, by Architects Hawaii. Middle of page 15. 04-02-2013 Department of Public Works (continuation) (lc) Page 88 Chair Furfaro: Excuse me, Larry, what is $974,000 get me? What do I get for $974,000? Will this be some turnkey office space? Mr. Dill: The work that we are pursuing currently is design funding. Chair Furfaro: I heard what you said. I just wanted to reconfirm that for this building we are going on with almost $1 million of design money? Mr. Dill: What this does not reflect...you remember is a money bill to transfer to the Hardy Street project? Chair Furfaro: Yes, thank you. Nadine has a question. Ms. Nakamura: Larry, does this mean this is less the $700,000? Mr. Dill: Yes. A little over $200,000 is remaining in that line item. Ms. Nakamura: Which would then be used for? Mr. Dill: To design the Solid Waste and Wastewater offices and update the office space plan. Chair Furfaro: Could you give us an exact number? Mr. Dill: Not at the moment, we will get back to you? Chair Furfaro: Mr. Rapozo? Mr. Rapozo: Hardy Street Improvements, that is what is showing in balance as of March 8, 2013, right? Mr. Dill: Sorry, what page are you on? Mr. Rapozo: Hardy Street is on page 6. So what we are showing is the balance on that account for that line from March 8th, which that was the moneys that the Council transferred? Mr. Dill: No, we added $760,000 from Pi'ikoi to the $768,000 and that is our 20% County match. So that is a $7.5 million project. Okay. Back to page 15. Chair Furfaro: No, we are not. I am going recognize Councilmember Yukimura now. Ms. Yukimura: I am sorry, I was not following the discussion. What are you taking from Pi'ikoi renovation? Mr. Dill: Moving $765,000 from that project W12353 on the bottom of page 14 to on page 6, the Hardy Street project, W12020. So $760,000 plus $768,000 we have appropriated for that line item. 3 ..� _ 04-02-2013 Department of Public Works (continuation) (lc) Page 89 Chair Furfaro: So it leaves $200,000 something? Mr. Dill: Correct. Chair Furfaro: And that is what is being used for design, not a million bucks? Mr. Dill: Yes. Chair Furfaro: Thank you. Mr. Dill: Pono Kai Seawall, that we are returning funding to, $1.5 million and anticipate these projects will be out of permitting late this calendar year and will be able to go to construction. Puhi Road. This is...these are design funds... Puhi Road is Phase 1. Puhi Road is a collector road by the County, but only identified so by DOT. From Kaumuali`i Highway to Kaneka street. This is Phase 1 and also white topping and concrete road and our first white topping project. So we are adding funding to this as we are trying to expand the scope to include some complete streets improvements here. But I am not sure that we will be able to get those on the STIP. So we are working with Federal Highways and DOT to accomplish that. We are also...the State is going through a reclassification effort and we are strongly encouraging them to include Puhi Road from Kaneka to the Hulemalu Bypass. Chair Furfaro: Mr. Bynum? Mr. Bynum: This funding is from the college to Kaneka? Mr. Dill: Correct. Mr. Bynum: I know you are making the rest of that road a collector, so you can access STIP funds? Mr. Dill: Yes. Mr. Bynum: There was a commitment to deal with the sidewalks in-house? And now you are saying maybe we can get Federal funding for it, but that is going to take at least five years. Mr. Dill: I do not know if it will take at least five years, but it will not happen overnight and in looking at that project, the estimate that was quoted was $357,000. I do not think it will cover that necessarily. I also, to me, it doesn't make sense for us to piecemeal our projects, in other words, I do not want to build a sidewalk and come back later and build the rest of the road later. Also with that project, $350,000 is correct, we can spend it as County project or use that to leverage Federal funds and get a project five times that amount. So it just makes sense from my standpoint to do that project when those funds become available. Mr. Bynum: Bear with me for a few minutes, because I do not disagree with anything that you just said. This is the frustration for Councilmembers and more importantly for the community. You work two, three years lobbying, getting direction and get commitments and move down this road. You share that with your constituents or 04-02-2013 Department of Public Works (continuation) (lc) Page 90 with the Administration and everybody goes home saying it is going to happen. Your rationale makes sense, but it is then turn, shift gear and go.a different direction and nobody is informed, right? I did not know there had been this big change. I tracked it this way. That is frustrating. Chair Furfaro: Let Mr. Bynum finish and then you can respond. Mr. Bynum: If you understand from the community's point of view, you go through years down the road and get commitments and it changes and nobody knows and it hurts all of your credibility, when we go this direction and change gears and sideline something for five, six years and that is my concern. My other concern is when we are accessing these funds, they generally have been for repaving, but now we are talking about putting new elements on the streets, like sidewalks or some kind of pedestrian facility. Are the Federal funds eligible for that as well, for upgrading the existing streets? Mr. Dill: Yes. Mr. Bynum: That is good news. I did not know that that we give our share for the repaving, but we will give our share for making complete streets. They will do that? Mr. Dill: Yes. Mr. Bynum: That is good news and I applaud your efforts to expand the streets that are identified as collectors, because that one certainly is. It is not like you are trying to...like we have done in the County in the past, and rename a street just to put something on it. You know, that is a logical thing, right? That is a collector. Maybe it was not 20 years ago, but now with the new subdivisions, it is. I just wanted to share that frustration about going down this direction and switching gears. Mr. Dill: Well with all due respect to Mr. Chang and yourself, I do not feel we made a commitment to do this and we brought up what it costs and I think we have spoken with Council about Puhi Road and this issue because it is been a long ongoing issue about the reclassification of the roadways. So we discussed this at Council last year. Mr. Bynum: I recall and that is why I am saying that I applaud your efforts and I think Lyle has been working on this particularly with negotiating these streets and I have nothing, but praise for that effort. I just want to not, communications is really important. Because this is going to be news to some people who live in that subdivision. Whether it was fair that it got communicated to them or not, they felt there was this plan. Thank you for letting me make those comments. Chair Furfaro: Okay. Larry, do me a favor please go back and check the $354,000? That bid came from your Engineering Office. Okay? So I think I should alert that to you before you say it is just not enough again. That came out of your engineering department. We will move on to the next item. Mr. Dill: Top of page 16. Chair Furfaro: Hold on a second, we have another question. 04-02-2013 Department of Public Works (continuation) (lc) Page 91 Ms. Yukimura: Just this ultra-thin white topping, I thought I heard you say this is a pilot? Mr. Dill: It will be the first County road that we are using the ultra-thin white topping like the State has been doing on Kaumuali`i Highway and Kapule Highway. Ms. Yukimura: O n which? Mr. Dill: On Kaumuali`i and Kapule Highways. Ms. Yukimura: So what they are doing we would be doing on Puhi Road? Mr. Dill: Yes. Ms. Yukimura: It really increases the life of the road like about five-fold. Mr. Dill: I do not know the numbers, but lifecycle costs pencil out because the cost of asphalt is a lot more expensive than it used to be and concrete is more competitive and as you pointed out the life of the road is longer. Ms. Yukimura: Excellent. I will be interested in the results. Mr. Dill: Okay. Top of page 16. $111,000. There are safety concerns around Pu'u Road and we are currently negotiating with the design consultant and have them under contract shortly. Rice Street crossing improvements another one of the Mayor's Holo Holo 2020 projects and we are actually removing some of the funding to assist other projects. Restriping to include improvements. Salt Pond improvements. This is...wait a second. This is not the sewage. This is an effort supporting Parks on reconstruction work and we anticipate going out to bid in May of this year. No new funding. Existing project. The next one, Salt Pond was not the Wastewater improvement. We are looking to connect the wastewater systems at Salt Pond Beach Park to the existing`Ele`ele Wastewater Treatment Plant. Mr. Kagawa: I have been informed by people in the Building Division that have to go out and service. So when we have stuck toilets and what have you. A lot of it is the leach fields that have not been functioning with heavy rains. So connecting, as much as possible our Park facilities are a good thing to do. Mr. Dill: Middle of page 17. Twin Reservoirs Equalizer Tunnel. The County is one of multiple owners and moving towards decommissioning, but these are moneys to do maintenance work. Next page 18. That is Wa'a Road. Chair Furfaro: Question, JoAnn? Ms. Yukimura: It is about the Twin Reservoir. What is the end goal of this? Mr. Dill: The end goal, moving towards likely is decommissioning of those reservoirs. 04-02-2013 Department of Public Works (continuation) (lc) Page 92 Ms. Yukimura: Is that on County land? Mr. Dill: The County owns the roadway that forms the dam. But there are multiple owners that own portions of that area. So we are working together with all of those owners. Ms. Yukimura: Decommissioning, meaning, you are going fill up the land...the reservoir? I mean how are you going to? Mr. Dill: Essentially you breach the dam. So it does not impound the water or any water impounds will fall below the regulatory threshold. Our concern is what would the impacts be on downstream flooding by decommissioning the dam? Ms. Yukimura: Right. Mr. Dill: So we just had a study done by the Corps of Engineers to assess that and that has brought some other areas to light that we have to address as parts of this issue. So we are working through those details. Ms. Yukimura: That is very complex and for right now that $95,000 is just to keep it maintained? Mr. Dill: Correct. Ms. Yukimura: Okay. Thank you. Chair Furfaro: Larry, May I expand on that? Mr. Dill: Sure. Chair Furfaro: Those two reservoirs are very, very delicate situations for the flooding and the flooding downstream, okay? And we need to make sure that we pay great attention to the decommissioning and we are following everything as recommended by the appropriate engineering consultants. Mr. Dill: Absolutely. Chair Furfaro: Thank you. Ms. Nakamura: Have we talked to the agricultural users about the decommissioning and they are on-board? Mr. Dill: Yes. Ms. Nakamura: Thank you. Chair Furfaro: Thank you, Larry, go right ahead. 04-02-2013 Department of Public Works (continuation) (lc) Page 93 Mr. Dill: Page 18. This is actually the Wa'a Road Drainage Study. So we are going to be conducting a drainage study down there to figure out how to mitigate drainage problems there. New proposed project, $100,000. Mr. Tabata: In addition, to add to this, there was a sinkhole over there, and Grove Farm Museum took on the responsibility and completed the project. Ms. Yukimura: May I, Chair? Chair Furfaro: Yes, I just was thinking, because I was going to say something, but I will wait. It is Waha or Wa'a. Mr. Dill: Wa'a. Ms. Yukimura: Thank you. I am familiar with this, because I made a personal request about it. It is right across Rice Street, right here and I am thankful that you are paying attention to it. It was a difficult situation, especially with the sinkhole. So the proposal is to do a drainage study. Chair Furfaro: May I just interrupt you for a second? Ms. Yukimura: Sure. Chair Furfaro: You gentlemen need to know there are tunnels under Lihu`e that go to the reservoir by the Airport? As the plantation is closed and the tunnels dry out, we are apt to have additional sinkholes, so please make sure that we are very close to this one. I have met with Planning and the County Attorney on this two years ago. I am sorry, JoAnn. Ms. Yukimura: No problem. This $100,000 is for a drainage study? Mr. Dill: Actually to come up with a drainage solution, yes. Ms. Yukimura: And are you planning to get consultants or are you doing it in-house? Mr. Dill: We are going to procure consultants. Ms. Yukimura: Thank you. Chair Furfaro: Moving along. Mr. Dill: Next is the Wailua Emergency Bypass improvements as we have actually worked to establish a scope for this work, we have determined that we can actually give up $400,000 in funding and we are finalizing the scope and specifications for the project and anticipate going out to bid by the end of this fiscal year to get this work done. Page 19 at the top. Wailua Wastewater Treatment Plant. This project is winding up and should be complete by the end of this fiscal year. This is various improvements at the Wailua Wastewater Treatment Plant. 04-02-2013 Department of Public Works (continuation) (lc) Page 94 Highway Fund biennial bridge inspections. They are funded out of the Bond Fund. Next project comprehensive roads maintenance plan. This is additional funds we are requesting for implementation of the program. This is the maintenance management information system we talked about earlier. The full tanks at Kapa'a Base Yard. Chair Furfaro: Go ahead, Gary. Mr. Hooser: So this could be funded by the Bond Fund as well? It could be shifted out if that was the desire? Mr. Dill: Yes. Mr. Hooser: Thank you. Mr. Dill: Top of page 20. We talked about Hanapepe Bridge and this is where a portion of the funding is coming from. Hanapepe Road Resurfacing. This is a County Match project. We are talking about resurfacing that main loop of Hanapepe Road and we are currently negotiating with the design consultant. This is a Federal Highways funded program and this represents our 20% match of the project. Island Wide Resurfacing, this just reflects again the comments made by the audit we are no longer funding this in CIP and we are removing the funding from the project. Chair Furfaro: I would like to hear from the Finance Director right now about how exactly this is carried over to a two-year program. Could you respond to that, just so we are all clear? And then I will give the floor to Mr. Hooser. Mr. Hunt: As you are aware we had to move the Bond CIP into an operational within Highways Fund per the audit. Within the Highways Fund, those funds lapse annually from the operational budget, but they stay within the Fund. So we are going to be earmarking and tracking those funds to get that leveraging every two years. Chair Furfaro: Okay. Because I am a little hazy on this, but typically, if we let funds lapse, a portion of that can just be regenerated into CIP money from General Fund and so forth. This one you are going to actually earmark it as a carry over? Mr. Hunt: It has to stay in Highway Fund. Chair Furfaro: It has to stay in Highway Fund? Mr. Hunt: Correct. Chair Furfaro: So this is very, very certain we are going to do it this way based on what is being presented here? Thank you. You answered my questions we can go to Mr. Hooser. Mr. Hooser: So is it correct $1,891,000 is transferred into this budget and operating resurfacing? Mr. Hunt: In the operational side, I believe it is a $1,200,000. 04-02-2013 Department of Public Works (continuation) (lc) Page 95 Mr. Hooser: Where is the difference between $1.2 million and $1.9 million? Mr. Hunt: It has gone into other Highway Fund projects. It is staying within the fund, but absorbed in other projects. It came out of CIP and went into operations, correct? Mr. Hooser: Okay. Thank you. Chair Furfaro: Thank you, Mr. Hooser. JoAnn? Ms. Yukimura: Steve, so what is the system or the way that you will be accumulating the moneys for a biennial resurfacing project? Mr. Hunt: Within the budget itself, we are noting the amount that is being allocated to specifically the road surfacing and operations in Highway Funds. That amount will be again whatever appropriation amount we ask for, for the second year will be added to this year's rollover or lapse within that Fund and will be requested to be spent within that next year. Ms. Yukimura: So you are just going to keep it in the operating budget, and lapse it and then reappropriate it along with the second year's appropriation? Mr. Hunt: Correct. It will be in the operational budget and we anticipate it lapsing bringing to the ledger on the fund side within Highways and then for the second year, once it is been approved and appropriated, that full amount, last year, this year's amount and next year's amount will come back for those projects. Ms. Yukimura: This is very trusting of the Council and the Mayor. Chair Furfaro: We will have more people able to bid and bring over expanded equipment and we might do 10-15% more work by bundling it in a two-year project. That is the benefit? At least that is what I heard. Mr. Hunt: Correct. Chair Furfaro: Mr. Hooser? Mr. Hooser: I want to be clear, what it looks like that we are...we had $1.9 million set aside for road resurfacing and now we only have $1.2 million set aside for road resurfacing and we are raising fuel tax when we have the money for road resurfacing, but instead we are using it for Kapahi Bridge replacement and other projects that are not road resurfacing projects, but are available to be funded by the Highway Funds. Mr. Dill: Well, remember the fuel tax does support all the other road-related projects and it is not simply for resurfacing and so the fuel tax supports all manners of road improvements. 04-02-2013 Department of Public Works (continuation) (lc) Page 96 Mr. Hooser: Right but the line item here is road resurfacing and you shifted those items to other highway improvements. Mr. Dill: Those are all eligible for fuel tax. Mr. Hooser: They are also eligible for Bond Funding, is that correct? Mr. Dill: Yes. Mr. Hooser: So the bridge improvements and fuel tanks could all be Bond Funded? Mr. Dill: As long as they meet the Bond Funded criteria. Mr. Hooser: They are Bond Funded now? Mr. Dill: All those projects that are Bond-Funded meet those criteria. It is not a simple maintenance project. Mr. Hooser: For example the Kapaia Bridge, $400,000, fuel tanks, $132,000, $532,000 that could be funded in the Bond Fund and what is the 2% fuel tax generate? About the same, $500,000. Is that correct? Mr. Rapozo: $569,000. Mr. Hooser: So in effect we could shift those projects to the Bond Fund and not have any net impact on the road paving? Mr. Hunt: To the extent that you could find projects eligible for the Bond Funding. This is Island wide road resurfacing within CIP that is not eligible for CIP because it is operational. Again, we have absorbed a lot of those back in other projects here and, as much as we can within Highways because some of these are specific to Highway funding. It is not always opening up necessarily in the General Obligation Bond. Mr. Hooser: I think the two I mentioned, they would be eligible to shift over therefore freeing up the $1.9 million, if that was the will of the Council and Administration. It would be also supplanting other projects such as the $100,000 and $400,000 to the Lihu`e Bypass that we just discussed. Thank you Chair. Chair Furfaro: Thank you very much. Moving on. Mr. Dill: I believe we just talked about the Hanapepe Road Resurfacing, Island wide road resurfacing. Next Kamalu Bridge Stream Erosion, we did this in-house and open bids in February and awarded bid and goes to construction shortly. Kapahi Bridge Replacement is one of the three historic bridges that I mentioned earlier, this is first on our list of projects that we want to move forward with construction and we are requesting $400,000 this year and requesting also matching STIP funds for that to proceed with construction of this bridge. In the bridge inspection of the three bridges this was rated in the worst condition so we are prioritizing it as the first of the bridges to go to construction. Koke'e Road Resurfacing, I believe we already talked about this one. Another of the Mayor's Hobo Holo 2020 projects. 98% complete, winding up. 04-02-2013 Department of Public Works (continuation) (lc) Page 97 Chair Furfaro: Larry, we have a question from Councilwoman Nakamura. Ms. Nakamura: On the Kapahi Bridge, is that a one or two-lane bridge? Mr. Dill: One lane. Existing one-lane, proposed one-lane. Ms. Nakamura: Okay, thank you. Mr. Dill: Top of page 21, Maluhia Road Improvements, this is a project that we had on the STIP for widening of Maluhia Road, in light of other priorities and in discussions with our local Department of Transportation staff and when they envisioned their widening of Kaumuali`i Highway, we are proposing to remove funding from this project for this year. Next project, the Northern Leg of the Koloa Bypass, we have gone through, and have completed an extensive Environmental Impact Statement Process and we are in the process of acquiring the land now from the landowners there. That is what we are proposing also on this project to put this on the shelf for now. Proposing to leave $40,000 in there to complete the land transaction necessary. But like Maluhia Road we are proposing to defer this project until a later date. Chair Furfaro: Mr. Bynum and I know we have had this discussion about the land acquisition prior. Mr. Dill,Mr. Bynum has a question. Mr. Bynum: So the NEPA is good for five years? So your intention would be to get back on during that five-year period? Mr. Dill: Likely. • Mr. Bynum: And if we do not, we have to redo the environmental study? Mr. Dill: As you mentioned the NEPA has a shelf life to it. I believe it will not be a complete redo, but the longer we wait, the closer we get to the complete redo. That is correct. Mr. Bynum: I concur with this decision. Last year, Councilmember Yukimura suggested that we remove this for the same reasons that you are stating. So I am glad you have come around to that conclusion. Thank you. Chair Furfaro: One more question, Larry, Mr. Rapozo. Mr. Rapozo: So why? Why is it being taken off? Mr. Dill: In favor of what we consider to be more higher- priority items? Mr. Rapozo: Really? Okay. Mr. Tabata: Anini Bridge, because it is a health and safety issue moved up and we had to find money. swismsmam 04-02-2013 Department of Public Works (continuation) (lc) Page 98 Mr. Rapozo: Okay. Again, 'Anini Bridge, I would disagree with the cost. I think it is way too high. I do not know, I thought this was a big component of that Po`ipu Plan. So we just are putting it on the shelf? Mr. Dill: For the time being in deferring to other priorities, yes. Mr. Rapozo: Okay. Chair Furfaro: JoAnn? Mr. Rapozo: I am sure JoAnn is happy. Ms. Yukimura: Well, the way I read the Koloa-Po`ipu Circulation Plan, this project is a much lower priority and then a lot of projects in the Koloa area, and so I voted against the land acquisition but when I thought about it, actually the best of all worlds is to secure the land Chair Furfaro: Thank you. I think that is what I said four years ago. Ms. Yukimura: I was thinking about and I reflect on my votes so secure the land and not build until we are sure what kind of land transportation system we are going move towards. As Councilmember Hooser pointed out, Federal monies are going to be really scarce and we could spend millions up front and then not be able to complete the project. So not very smart to do that. So I think this is a wise decision and the Council's decision to acquire the land, you know, which I voted against was the right decision, too. Chair Furfaro: Thank you very much for that, JoAnn. I do not think you ever turn away land, no matter what you are going to do it, but let us move on. We have 16 minutes left. Mr. Dill: Okay. Bottom of page 21, Puhi Road Construction I have already spoken to. This is additional...this is additional funds for that same effort and we are looking for County match to match funds for this project. We are currently in the process of processing a design contract for this project. Pu'uopae Bridge Replacement this is an existing project, $34,000 is remaining at one of the three historic bridges in Kapa'a and moving towards final design as we get through the 106 process. Resurfacing of collector roads. This is a line item that we use to go to resurface our collector roads we can use this line item. $255,000 remaining in there. Speed hump traffic- calming program, the County has this program on a case-by-case basis, when need for traffic-calming arises and it is appropriate to install a speed hump, this is where we get the funding. Chair Furfaro: We have a question here. Ms. Yukimura: About the speed hump program. I was going to initiate a change to the Speed Hump Ordinance because it is so limited and we have seen how well the speed tables work at Weke Road leading to Black Pot Beach Park. I think we need flexibility in how we do our traffic-calming. So if it is something Public Works is interested in, I would like to partner in terms of modifying the Ordinance to be more 04-02-2013 Department of Public Works (continuation) (lc) Page 99 current with Smart Growth and traffic-calming and modify it to embrace those different possibilities. May I go back to Pu'u'opae? Chair Furfaro: Yes. Ms. Yukimura: Is this one lane or two lanes? Mr. Dill: Existing all three bridges are one lane. Ms. Yukimura: The design for repair is to keep it one lane? g p p Mr. Dill: We have made that determination for Kapahi. For Pu'u'opae and Opaekaa we have not made the official determination yet. I hope to be finalized design next fiscal year. We are requesting construction funds in Fiscal Year 2015 for the other two bridges. Chair Furfaro: Mr. Bynum? Mr. Bynum: I think I heard we are going to have a bridge g item on a future agenda. So I have been saving my questions, but I do have one. My read of this narrative was that when you did the bridge inspections, Opaekaa was not as strong a concern as Puuopae? So Opaekaa can wait a little longer. Mr. Dill: The only thing that I can say for sure is that Kapahi was rated the worst of the three. I cannot remember about the others. Mr. Bynum: I will wait for that posting for a lengthier discussion. Mr. Dill: Okay. Top of page 23. Hanapepe-Waimea Levee Erosion Control, we have a small amount of funds towards the grassing/irrigation work. Hanapepe Pedestrian Walkway that is a little bit of funding that we are using towards the previously mentioned project. Kamalu Bridge Stream Erosion, this is a previously mentioned project. The Kapa'a Fire Station. We are pretty much waiting the LEED Certification. Actually it is the Kaiakea Fire Station. Chair Furfaro: Mr. Bynum has a question. Mr. Bynum: Kamalu Bridge that is the one-lane bridge? The only bridge I know of on Kamalu. Mr. Tabata: Yes. Mr. Dill: Koloa Improvements. This is a 90/10 match on the Federal highways. So this represents our 10% match, 90% Federal Highway funds. Moana Kai Seawall. Piikoi Retrofit. Is this closed? We are working on final payment. Page 24 the top of 25, this lists all the FEMA projects as a result of the March storm last year, when we came to Council and requested funding to initiate that work. So I am not going to go through those. 04-02-2013 Department of Public Works (continuation) (lc) Page 100 Chair Furfaro: Just tell me how are we reading this? Are we reading the balances as referencing what are going to be our reimbursements? How are we reading this? Mr. Dill: These are the 25%, right? These are the 25%. Chair Furfaro: So if I reconcile this to a money bill I should come out to these numbers? Mr. Dill: Correct. Chair Furfaro: We can go through the FEMA page, there is nothing. Mr. Dill: We are pau. Chair Furfaro: Okay, let me just make a footnote for everyone. We have moved the CIPs for the following: Parks, Planning, IT, Economic Development, Housing, and Transportation to start on the extra day that was put in the schedule at 9:00 a.m. on April 16th. Okay? Is that correct? We have Planning in the afternoon? We are not finished yet. We are not adjourned. Planning is 9-12. And so this will be 1:00-4:30,_okay? Before we end I am going to ask the Mayor if he wants to come up and say something? Mayor Carvalho: Just quickly. First of all, Council Chair, thank you very much and for the healthy discussion today. I just wanted to focus on the CIP program and just a little history and acknowledge some people. And you are correct, Councilmember Bynum, when we started to discuss how we are going to better manage CIP period, knowing the many challenges and the different projects that we have had on the table, I said to our team members at that time, that I wanted every project to have a story. So that when somebody asks about any project, they would know what is the objective? What is the goal? What is timeline? What is the cost? How far into construction are we? Is it just design-build first? How far? What is the reality of every single project that we have, every single project? So that was the first thing and then secondly, find out how we can manage and get to a place that we can share information and that was the second thing. And so whether it is enhance the PID, Project Identification Document, that is what it was at that time. And I wanted to acknowledge Tommy Contrades and acknowledge Joe Blevins and I wanted to acknowledge Ed Renaud and of course Ken Teshima. Those are the guys at the beginning who took it in the beginning and things shifted around and new teams members added on the other pieces, whether it is tying it into the fiscal system, tying it into IT and making sure that we the right software and making it come to life. So there were many different parts that started from one place and now we are here today discussing it. I believe it is still a work in progress, in process, if I may and I know you folks being a Department Head once upon a time sometimes you do not want to give too much information and my message is that we want to give as much information as we can to we get to the place that the information is flowing back and forth and on your side of the table, you are being questioned on how are the projects being managed and, by the way, your staff is awesome. There are so many things that you folks do that they are working closely with our staff and our team members and I wanted to point out that CIP in general is such a big, big part, just one part of all the other stuff that we have to manage. So with the team members in place and work collectively, I think each project has a story and we will continue to 04-02-2013 Department of Public Works (continuation) (1c) Page 101 develop the story together, so in the end we will develop the foundation, if it is going to happen and God forbid if we are here or not, it will continue because we have built a solid base and we have imbedded it already and moved forward. That is all I wanted to say in the CIP part. I know there is much more coming forward and much more discussion and we may disagree or not, but be assured until today, I have talked to a lot of ours who...I will not use the word "afraid," but at least being open and talking about it and there will come a time that we disagree and that is okay and we move on and make adjustments and we move on again. So that is all. Thank you so much. I look forward to more discussion. Mahalo. Thank you. Chair Furfaro: Thank you for being here today, Mayor and I just want to remind everybody, we are going to recess until Thursday, 9:00 a.m. Remember, Thursday, we started this last year, we are going to focus on revenues for Thursday, okay? On that note, I would like to recess this meeting, and tomorrow we have a regular Council Committee meeting. We are in recess until Thursday, 9:00 a.m. There being no objections, the Committee recessed at 4:46 p.m.