Loading...
HomeMy WebLinkAbout02-09-15 Agenda PacketLaurie Yoshida Chair Glen Takenouchi Vice Chair Members: Dirk Apao Jan Hashizume Joanne Nakashima Sandi Sterker COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, February 9, 2015 1:30 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihue, HI 96766 CALL TO ORDER APPROVAL OF MINUTES Regular meeting minutes of January 12, 2015 BUSINESS CCC 2015 -05 Copy of the Notice of Public Hearing on the proposed amendments to Rule 7, Organization and Policy.subsections (b) Appointment of Secretary_(c) Election of Chairman, Vice Chairman; (f) Commission Meetings, of the Cost Control Commission Rules of Practice and Procedures, was published in the Garden Island Newspaper on January 30, 2015 CCC 2015 -06 Discussion on future agenda items pursuant to Section 28.04 of the Kauai County Charter, Article XXVIII of the Cost Control Commission ANNOUNCEMENTS Next meeting, Monday, March 9, 2015, at 1:30 p.m. at the Mo'ikeha Building, Liquor Conference Room 3, NOTICE OF EXECUTIVE SESSION Pursuant to Hawai'i Revised Statutes §92 -7 (a), the Commission may, when deemed necessary, hold an Executive Session on any agenda item without written public notice if the Executive Session was not anticipated in advance. Any such Executive Session shall be held in pursuant to H.R.S. §924 and §92 -9 and shall be limited to those items described in H.R.S. §92 -5(a). Discussions held in Executive Session are closed to the public ADJOURNMENT An Equal Opportunity Employer Membei CA Dir Jan 1 rn °D Joann ] Sandi' w 0 00 COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, February 9, 2015 1:30 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihue, HI 96766 CALL TO ORDER APPROVAL OF MINUTES Regular meeting minutes of January 12, 2015 BUSINESS CCC 2015 -05 Copy of the Notice of Public Hearing on the proposed amendments to Rule 7, Organization and Policy.subsections (b) Appointment of Secretary_(c) Election of Chairman, Vice Chairman; (f) Commission Meetings, of the Cost Control Commission Rules of Practice and Procedures, was published in the Garden Island Newspaper on January 30, 2015 CCC 2015 -06 Discussion on future agenda items pursuant to Section 28.04 of the Kauai County Charter, Article XXVIII of the Cost Control Commission ANNOUNCEMENTS Next meeting, Monday, March 9, 2015, at 1:30 p.m. at the Mo'ikeha Building, Liquor Conference Room 3, NOTICE OF EXECUTIVE SESSION Pursuant to Hawai'i Revised Statutes §92 -7 (a), the Commission may, when deemed necessary, hold an Executive Session on any agenda item without written public notice if the Executive Session was not anticipated in advance. Any such Executive Session shall be held in pursuant to H.R.S. §924 and §92 -9 and shall be limited to those items described in H.R.S. §92 -5(a). Discussions held in Executive Session are closed to the public ADJOURNMENT An Equal Opportunity Employer PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: L Your name and if applicable, your position/title and organization you are representing 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comment only. 40 If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting. The length of time allocated to person(s) wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. cc: Deputy County Attorney Matt Bracken Send written testimony Cost Control Commission Attn: Mercedes Omo Office Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 E -Mail: myounQkauai.gov Phone: (808) 241 4920 Fax: (808) 241 -5127 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards and Commissions Support Clerk at (808) 241 =4920 at least five (5) working days prior to the 2 1 P a g e Cost Control Commission Meeting — February 9, 2015 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I COST CONTROL COMMISSION Meeting Date I January 12, 2015 Location Mo'ikeha Building, Liquor Conference Room 3 Start of Meeting: 1:34 p.m. End of Meeting: 3:01 p.m. Present Members: Dirk Apao, Jan Hashizume, Joanne Nakashima and Sandi Sterker. Also present: Boards & Commissions Office Staff: Support Clerk Mercedes Youn and Administrator Paula Morikami; Office of the County Attorney: Deputy County Attorney Matthew Bracken; Director of Parks and Recreation Lenny Rapozo (Left the meeting at 2:14 p.m.); Energy Coordinator Ben Sullivan (Left the meeting at 2:35 p.m.) Excused Absent Chair Laurie Yoshida and Vice Chair Glen Takenouchi SUBJECT DISCUSSION ACTION Call To Order With the absence of the Chair and Vice Chair, Commissioner Sterker presided Commissioner Sterker called the meeting to over the meeting. order at 1:34 p.m., with four (4) Commissioners resent constituting a quorum. Approval of Regular Open Session Minutes of December 8, 20140 Commissioner Apao moved to approve the Minutes meeting minutes as circulated. Commissioner Nakashima seconded. The motion carried 4:0. Business Communication dated December 9, 2014, from Chair Laurie Yoshida, CCC 2015 -01 requesting the presence of the Director of Parks and Recreation Lenny Rapozo to discuss the use of county's park facilities' electricity. Mr. Rapozo distributed copies of his presentation (on file) and discussed a breakdown of the County's park facilities electrical usage and charges for FY 2012 -2013 through 2014 -2015. Commissioner Sterker asked if there was a particular park facility that had a significant increase in electrical usage from the previous year to which Mr. Rapozo replied it's nearly impossible to pin point which park facility has had the most electrical usage because the kilowatts used per day and hour varies day to day. He stated in an effort to reduce costs changes were made to the department's policy in order to achieve overall efficiency to its Cost Control Commission Regular Open Session January 12, 2015 1. , . SUBJECT DISCUSSION ACTION park facilities. One of the changes has affected the Department of Education's use of the Convention Hall. He explained in the past, the Parks Department (as a courtesy) would turn on the air conditioning units so that the students could practice in comfort, however, they found out that some of the practices would last for a week, which made the Parks Department decide that in order to reduce costs they could no longer turn on the air conditioning, and the students would have to leave the doors open to stay cool. Mr. Rapozo stated in the past, the electricity at the County park pavilions was kept on all hours of the day and night, which made it easy for anyone to use the electricity whether or not they had a permit. But with the new policy change the department has disconnected the electricity, and anyone who wants to use the pavilion for an event will have to contact the Department of Parks and Recreation and request to have the electricity turned on. Commissioner Apao asked if a deposit was required to which Mr. Rapozo replied no, and stated the County has an ordinance that prohibits anyone from procuring County resources without the proper authorization. Commissioner Sterker asked if there was someone in the Parks Department i assigned full -time to monitor the County's beach parks for unauthorized use of County resources to which Mr. Rapozo replied no one in his department has been assigned full -time to monitor the County's beach parks except the Park Rangers who do daily routine checks of the County's camping grounds. Commissioner Sterker asked if it was possible to have someone from the Adopt -A -Park Program monitor the County beach parks on a regular basis, and report any abuse of County resources to the Department of Parks and Cost Control Commission Regular Open Session January 12, 2015 LM SUBJECT DISCUSSION ACTION Recreation. Mr. Rapozo stated he would welcome the idea, but the question is whether anyone from the Adopt -A -Park Program would want to take on the responsibility full -time. Commissioner Sterker stated from what she understands most of the County's park pavilions already have electricity to which Mr. Rapozo replied yes, and explained back when the County first put in the infrastructure they did not think to separate the bathroom circuits from the pavilions, and whether the County wants to put in new circuits to fix the problem is a money issue. He stated with the retrofitting of new and improved energy lighting fixtures the County is now able to use less lighting fixtures to light up all of the park facilities. Mr. Rapozo stated the County has acquired a Timer software program that I allows the Parks Department to control and schedule the lightening system by using a computer. He stated the software offers more features than the traditional timers in terms of being able to fine tune the exact time the lights would turn on or off. Commissioner Sterker expressed her concerns about the people who use the neighborhood centers without paying a fee, and end up using an enormous amount of electricity. She stated although she understands that the people need a place to gather it still takes a lot of money to maintain the normal wear and tear of the facility. Mr. Rapozo stated in preparation for the upcoming budget review the Parks Department has been diligently reviewing all of its park user's fees and deposits for the past three years, and will be proposing new increases. In response to Commissioner Sterker's concerns about how money is needed to address the wear and tear of the neighborhood centers he stated for the past twenty -nine years the fees for the NCs were never looked at, and because of that they are now considering increasing the fees, but that Cost Control Commission Regular Open Session January 12, 2015 SUBJECT DISCUSSION ACTION decision has not yet been made final. Mr. Rapozo stated the Parks Department is also looking into doing some revenue fee enhancements at the Wailua Golf Course, and since the renovation of the KWMCH auditorium the Department is considering increasing those fees as well. Mr. Rapozo stated one area that Parks Department still needs to address is the pumping stations at the existing two swimming pools, as well as at the Wailua golf course. He stated they have been doing research to find the right type of machinery that is more energy efficient. Commissioner Sterker asked if the use of solar panels were ever considered to which Mr. Rapozo replied in 2008, a recommendation was made not to put in PVs because of the salt air, and unless the technology has changed over the past six years he would not rule out that possibility. I Commissioner Sterker asked with its new computerized software program how long will it take to phase out the old lightning system to the new lighting system to which Mr. Rapozo replied when the Department first acquired the Timer software program they were unsure whether or not it was right program so a pilot test was done at the Uhu`e Tennis Courts, which proved to be very successful. Now the lighting system at the Peter Rayno ball field and Isenberg Park have all been converted. The lighting system at the neighborhood centers would be much more difficult to convert because of the cost, but they are working on it. Commissioner Sterker stated with the Parks Department being close to wrapping up retrofitting the lights in the County parks is it safe to say that the County will now see a significant decrease in electrical use and charges. Mr. Rapozo stated every effort to reduce the electrical use and Cost Control Commission Regular Open Session January 12, 2015 SUBJECT DISCUSSION ACTION charges for the County's park facilities is reflected in Mr. Sullivan's Energy Management Report, which shows in FY 2013 the department spent $320,774, but in FY 2014 that amount decreased to $276,486. Commissioner Sterker thanked Mr. Rapozo for a great presentation and expressed how happy she was that the Parks Departments is making great strides to reduce County spending. Commissioner Apao moved to receive item CCC 2015 -01. Commissioner Nakashima seconded. The motion carried 4:0 CCC 2015 -02 Communication dated December 9, 2014, from Chair Laurie Yoshida, Commissioner Sterker moved to receive item requesting the presence of Economic Development Energy pecialist Ben CCC 2015 -02. Commissioner Hashizume Sullivan to discuss county -wide electricLty costs. seconded. The motion carried 4:0. Mr. Sullivan distributed copies of his presentation (on file) and discussed ➢ The major issues relative to electricity usage for utility /non - utility operations ➢ County Energy Use Drivers for FY 2014 ➢ County Energy Reduction Goals ➢ FY 2014 -2015 Goals /Objectives Review On -going Energy Efficient Projects ➢ KIUC Energy Price Trends County Energy Use up to January 2015 Commissioner Sterker asked if studies were done on other municipalities using the Kekaha landfill gas system to which Mr. Sullivan replied a lot of agencies from across the country are using the same system. He explained since 2008, technology has scaled down making it practical to do what they call compressed natural gas using the landfill gas. But prior to that most of the landfill gas utilization was geared to electricity projects, but with new technology most of the projects now relate to a method called swing Cost Control Commission Regular Open Session January 12, 2015 SUBJECT DISCUSSION ACTION pressure absorption, which allows the equipment to purify the gas, but on a smaller scale. He stated that he had an opportunity to speak with someone from the St. Andrew Parish municipality in Louisiana to get user experience, and although their project was on a smaller scale (because they only used the gas to power their police vehicles) they were really happy with the system, and would highly recommend it to the County. Mr. Sullivan stated after six to eight years of being at a standstill all the County wants to do is to look for ways to view the project from a different point, and if they can start the ball to move forward then maybe other opportunities will open up. Commissioner Sterker stated the last time he was here he talked about replacing the old air conditioning units with new units as opposed to having them repaired. Mr. Sullivan stated the project he was referring to back then had to do with the replacement of the four chillers in the LIhu`e Civil Center, which the County is expecting to pay roughly $600,000 to $700,000 in capital expense to replace the chillers. He stated replacing the chillers would save the County money in the end. CCC 201543 Discussion on revising Rule 7, Organization and Policy subsection (fl of the Cost Control Commission Rules of Practice and Procedures relating to Commission meeting. Ms. Morikami explained although the new proposed rule amendment states that the Commission shall meet at least quarterly, if the Commission feels that it has to meet every month it still can because the new rule amendment will give the Commission that flexibility. She added that the proposed rule amendment is there to protect the Commission if it decides that it does not want to meet or cannot meet for a specific reason. Cost Control Commission Regular Open Session January 12, 2015 SUBJECT DISCUSSION ACTION Commissioner Sterker pointed out that according to the Rule 7, the regular meeting of the Commission shall be held on the second Thursday of each month at 4:30 p.m. at the Council Chambers of the County Building. Deputy County Attorney Bracken clarified that the language she is referring to relates to the old rule, which has been amended since that time. He stated currently the rule states that the regular meetings of the Commission shall be held once a month on a date and time designated by the Chairman of the Commission and at a place designated by the Chairman of the Commission. Commissioner Hashizume asked if the proposed rule amendment is to help to reduce cost to which Ms. Morikami replied in reality the Cost Control Commission would probably have to meet more than not because it is responsible to find ways to cut County spending. CCC 2015 -04 Approval of the revised 2015 Meeting Schedule Ms. Morikami suggested that the Commissioners keep the 12 month meeting schedule on their calendars noting that the only time the Commissioner Nakashima moved to accept the Commission would not meet is if the members felt that there was nothing proposed meeting calendar for 2015. pertinent to discuss. Commissioner Sterker called for a motion to accept Commissioner Apao seconded. The motion the proposed 2015 calendar reflecting future Commission meeting dates. carried 4:0 Announcements Next meeting — February 9, 2015, at 1:30 p.m. in the Liquor Conference Room. Commissioner Sterker asked for clarification on the date the Public Hearing is scheduled for to which Staff replied the Notice of Public Hearing is scheduled for insertion in the Garden Island Newspaper on Friday, February 6, which is a little over 30 days before the Public Hearing date on Monday, March 9. Cost Control Commission Regular Open Session January 12, 2015 SUBJECT DISCUSSION ACTION Commissioner Sterker questioned whether the Commissioners wanted to continue the discussion on the County's electrical usage, specifically the Department of Water. Deputy County Attorney Bracken stated because the Department of Water is semi - autonomous the Commission has no control over their daily operations. Commissioner Hashizume stated at the recent budget presentation a suggestion was made that the Building Division should develop a plan to improve operational efficiency by lessening the amount of time a building permit is issued. Deputy County Attorney Bracken stated unless the Commission intends to discuss cost saving measures relative to building permits it is not within the Commission's purview to interfere with daily operations of the Public Works Building Division. Commissioner Nakashima asked if it was possible for the Commission to get a copy of the County's travel policy. Ms. Morikami stated in an effort to reduce County spending the Administration has reduced the travel appropriation funds for all of the departments. Commissioner Sterker asked about the vehicle maintenance for the County's hybrid cars. Ms. Morikami stated as part of a cost saving measure the County is planning to remove 12 to 14 old vehicles from its fleet, which will lessen the need for vehicle maintenance. In addition, the County is also looking at implementing a motor pool program. The program will provide the vehicles for individuals authorized to travel on official County business. In regard to future agenda items, Ms. Morikami suggested that the Commission think of topics relating to cost saving that they may want to discus at future meeting. Adjournment With no further business to discuss, Commissioner Sterker called for a Commissioner Nakashima moved to adjourn the motion to adjourn the meeting. meeting. Commissioner Hashizume seconded. The motion carried 4:01 At 3:01 p.m. the meeting adjourned. r \ LI , I •I� �� 1 1. 1, �I. li 1 J •.1 I' .'I I r ro , I •m.. 11• KE 7. go I i Ifl11 hl. Is •1. L, Y.. I •1 :�: I AQ P[ :. ��•i lf�Ii: l �I I :�'.. 1 � h, l J p \'•1 mill 11 77lWjjfiZTW1 11 I 11 r11 I.I I .•IP'.. Y, I '•i . "I I I . I .nd 1 I'I lid j 11 L' .31 IDIAr'llillit"I Oil, j17T1FnFjitT1T11IpU7 1 AU -ww 11; 1• • „II • I a go �r. II II •I' smqj h nl mrl. . I _ it I . I