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HomeMy WebLinkAbout04-13-15 Agenda PacketLaurie Yoshida Chair Glen Takenouchi Vice Chair Members: Dirk Apao Jan Hashizume Joanne Nakashima Tricia Lynn Yamashita James Whitfield COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, April 13, 2015 1 :30 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room No. 3 4444 Rice Street, Lihue, HI 96766 Oath of Office for new Commissioner Tricia Lynn Yamashita. CALL TO ORDER APPROVAL OF MINUTES Regular meeting minutes of March 9, 2015 BUSINESS CCC 2015 -08 '15 APR -2 P 4 ;24 OFFICE OF THE C0UNTY C' ER's CQUW f Y t�; I I.A 11 Communication dated March 11, 2015, from Chair Laurie Yoshida to County Grants Program Manager Ann Wooton, regarding a request for a list of overlapping grants received from the Federal and State governments (a) Communication dated March 19, 2015, from County Grants Program Manager Ann Wooton to Chair Laurie Yoshida, responding to a request for information regarding a list of overlapping grants received from Federal and State governments ANNOUNCEMENTS Next meeting — Monday, May 11, 2015, at 1:30 p.m. at the Mo'ikeha Building, Liquor Conference Room No. 3 NOTICE OF EXECUTIVE SESSION An Equal Opportunity Employer Pursuant to Hawaii. 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 I: ,14ZI1 10900 1 PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing 20 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 Office Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 &Mail: myounakauai.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 — April 13, 2015 COUNTY OF KAUAI AM 0 Minutes of Meeting OPEN SESSION Board/Committee: I COST CONTROL COMMISSION Meeting Date I March 9, 2015 Location Mo'ikeha Building — Meeting Room 2A/B Start of Meeting: 1:30 p.m. End of Meeting: 2:39 p.m. Present Chair Laurie Yoshida; Members: Dirk Apao, Jan Hashizume, Joanne Nakashima, and Sandi Sterker Also Deputy County Attorney Matthew Bracken; Board & Commissions Office Staff Support Clerk Mercedes Omo; Administrator Paula Morikami Excused Vice Chair Glen Takenouchi Absent SUBJECT DISCUSSION ACTION Call To Order Chair Yoshida called the meeting to order at 1:30 p.m. with five (5) members present constituting a quorum. Public Hearing The meeting began with Chair Yoshida opening the floor to allow testimony on on the proposed the proposed rule changes, seeing that there was no one present to give amendments to testimony, Chair Yoshida closed the public hearing. Rule 7, Organization (b) Appointment of Secretary. [Subject to Civil Service and Compensation and Policy laws, the Secretary of the Commission shall be such officer or employee of the subsections (b) County of Kauai as the Commission shall appoint.] The Cost Control Appointment of Commission shall request secretarial and other support services from the Secretary; (c) Office of Boards and Commissions. Election of Chair and Vice Chair; (c) Election of Chairman, and Vice - Chairman. The members of the and (f) Commission shall annually elect [in the month of November] a Chairman and Commission Meetings, of the Vice - Chairman to serve for the ensuing year. In the absence of the Chairman at any meeting, the Vice - Chairman shall preside over the meeting. Cost Control Commission (f) Commission Meetings. The regular meeting of the Commission shall be Rules of Practice held once a month at least guggerly [on a date, at a time, and a place Cost Control Commission Regular Open Session March 9, 2015 Page 2 SUBJECT DISCUSSION ACTION and Procedure designated by the Chairman of the Commission] on a date, at a time, and a place designated ted by the Office of Boards and Commissions. Special meetings may be held at the call of the Chairman or Acting Chairman. Three or more members of the Commission may consent to postponement of any meeting to any other date. Commissioner Sterker moved to adopt the proposed amendments to Rule 7, Organization and Policy subsections (b), Appointment of Secretary, (c) Election of Chair and Vice Chair, (f) Commission meetings, of the Cost Control Commission Rules of Practice and Procedure, Commissioner Apao seconded. Motion carried 5:0. Approval of Regular Open Session Minutes of February 9, 2015. Commissioner Sterker moved to approve the Minutes meeting minutes of February 9, 2015. Commissioner Nakashima seconded. Motion carried 5:0 Business Communication dated February 10, 2015, from Chair Laurie Yoshida to CCC 2015 -05 County Grants Program Manager Ann Wooton, requesting for information on grants that the CogM provides to the various organizations for fiscal year 2014 -2015. (a) Communication dated February 23, 2015, from CojIM Grants Program Manager Ann Wooton, responding to a request for information on grants subsidized by the County. Ms. Wooton began by explaining to the Commissioners that she does not manage the County's General Fund account, but oversees the review process to see if the application meets all of the legal requirements. Cost Control Commission Regular Open Session March 9, 2015 Page 3 SUBJECT DISCUSSION ACTION Commissioner Sterker asked why some of the organizations that are listed showed a higher payout than the amount the grant was originally appropriated for. Ms. Wooten explained that the final payout amount includes in -kind goods and services that are non - monetary, but are often assigned a financial value for tax and legal purposes. Commissioner Sterker then asked why the Kauai Humane Society was not on the list to which Ms. Wooten replied the KHS has a contract with the County which is mandated by the Hawaii Revised Statutes. Commissioner Nakashima asked if it was right to assume that some of the organizations that are on the list have overlapping grant funding from other sources. Ms. Wooten stated some of the organizations do receive additional grant funding from the State and Federal to run their project. With regard to Police and Fire, those agencies do in fact receive funding from the Federal that is passed through the State because the State is the only entity eligible to receive the funds from the Federal Government. Chair Yoshida stated the Commission can only make a recommendation relating to County funded grants, so it would make no sense for the Commission to ask for a list of organizations that receive grant funding from the State and Federal. Deputy County Attorney Bracken stated if the Commission wanted to, it could ask for a list of organizations who have overlapping grant funding from the State and Federal Governments. Commissioner Sterker asked what percentage the departments cut to cope with the County's budget shortfall. Ms. Morikami stated each of the departments was asked to cut 8 percent of their budget. She commented that if the Commission wanted to make a recommendation to reduce the grant funding by a certain percent, it had time to do so before the County Council makes a final decision relative to the 2016 Budget, Cost Control Commission Regular Open Session March 9, 2015 Um SUBJECT DISCUSSION ACTION Commissioner Hashizume asked who or what County agency determines the appropriations for the next year's budget in terms of the grant funding. Ms. Wooten replied the decision primarily comes from the Mayor, Council and the Office of Economic Development who has the lion's share of the County grants. Commissioner Hashizurne asked with the upcoming Departmental Budget reviews whether the prior year's recommendations will serve as a guideline to either add or subtract from the current list of organizations that receive County funding. Ms. Wooton indicated that the County does not have a set upper or lower limit on the size of a grant that it will award because the size of each grant and the number of grants awarded each year will vary. Chair Yoshida stated she can say for certain that Project Graduation would not have been possible without the support of Councilmember Ross Kagawa although, this year Mayor Carvalho did appropriate funds for the project which she hopes will continue for many more years. She added that Project Graduation is a well - organized, adult- supervised, and alcohol-free event which often last through the night and held at a local hotel. Chair Yoshida stated the grant requests are usually directed to the Mayor or a councilmember and then goes through a review process to see if the project is worthy of County funding, and if it is, the Grant Manager would have to find a place for the grant, but if there isn't a current program that the grant can be applied to, a decision must be made whether or not to approve the grant application as a line -item in the budget. Chair Yoshida asked Ms. Wooton if she could provide the Commission with a list of overlapping county grants that receive funding from the Federal and State, and a list of grant projects when available that are being Cost Control Commission Regular Open Session March 9, 2015 Um SUBJECT DISCUSSION ACTION considered for fiscal year 2015. Commissioner Sterker stated the fact that the County departments had to take an 8 percent cut makes her wonder if the Commission should consider making a recommendation to the Mayor that he reduces the total amount of grant funding from 8 to 10 percent. Chair Yoshida voiced her concerns that some of the organizations may use a portion of their funding to cover unforeseen cost. Commissioner Sterker stated if an organization needs to cover the 8 percent cut, perhaps they should get it from another source. Chair Yoshida asked if it is within the Commission's purview to recommend a cut to a line -item. Commissioner Nakashima stated just because the Commission makes a recommendation does not mean that it will happen. Chair Yoshida stated at this point, she thinks it would be difficult to ask the Mayor to cut a percentage since there are only three (3) months left in the current fiscal year. Ms. Morikami stated the recommendation, if any, would be for the new fiscal year. Chair Yoshida informed the Commissioners that she would have to recuse herself from the discussion because she happens to be applying for a grant. Commissioner Nakashima informed the Commissioners that the expenditure of public funds should be used to improve County services which brings the question whether the organizations who are receiving County funding is doing that. She added at this point, the Commission does not know what the County's Budget Team is proposing in terms of reducing or increasing the amount of grant funding. Cost Control Commission Regular Open Session March 9, 2015 P SUBJECT DISCUSSION ACTION Commissioner Sterker stated she feels an 8% cut may not be a lot, but it can add up if the county decides to increase the amount of funding every year. Commissioner Nakashima questioned the amount of the projects that are repetitive. Commissioner Apao stated from what he can see, most of the organizations that are on the list actually do good things for the community which is why it would be hard for him to support a cut to the total amount of grant funding. Commissioner Sterker stated no matter what the Commission decides, it would be up to the Council to make the final decision on how much percentage to cut. She stated the fact that the departments had to take an 8% budget cut makes her wonder why the organizations cannot do the same. Commissioner Hashizume stated in light of the fiscal concerns she would support Commissioner Sterker's recommendation to cut from 8 % to 10% of the total amount of grant funding. Chair Yoshida asked for a list of the total amount of grant funds that were issued in the past three (3) years in order for the Commission to see whether or not the budget has been growing. Commissioner Nakashima stated that funding certain projects is always a good gesture on part of the County, however, this is a new era and the County is not taking in as much money as they are spending. She stated she does not think that the recommendation to cut from 8 to 10 percent of the total amount of grant funding is as drastic as others may think. Chair Yoshida asked if the recommendation was officially made to which Commissioner Sterker replied she would like to Commissioner Sterker moved to cut 8 percent officially make the recommendation. of the total amount of grant funding for fiscal year 2015. Commissioner Hashizume seconded the motion. Cost Control Commission Regular Open Session March 9, 2015 Page 7 SUBJECT DISCUSSION ACTION Discussion Chair Yoshida asked if the recommendation should appear on the next agenda to allow the public a chance to testify. Ms. Morikami explained because the item CCC 2015 -07 is already on the agenda, the Commission can make the recommendation and vote on it today. Chair Yoshida stated in the past whenever a recommendation was being proposed, the language usually appeared on the agenda. She asked if the wording on the current agenda was sufficient to move forward with the recommendation, or must the wording be sufficiently detailed on the next agenda to provide the public with adequate notice to choose whether or not to participate. Chair Yoshida stated relative to the credit union recommendation the Commission received a lot of written and verbal testimony. Ms. Morikami explained relative to the credit unions that recommendation did not appear on the next agenda because the Chair came to the Office of Boards and Commissions to review and sign the letter. Chair Yoshida stated she is still unclear whether or not, for procedural purposes, the recommendation should appear on the next agenda. Ms. Morikami replied the recommendation does not have to appear on the next agenda because, based on the current discussion relative to item CCC 2015 -07, that's what lead to Commissioner Sterker making the recommendation. • Deputy County Attorney Bracken explained because the item is on the current agenda, the Commission could proceed with the recommendation. Commissioner Sterker stated the County Council needs to know that the Cost Control Commission is following through with its responsibilities. Commissioner Apao stated with all considered he would not be supporting the recommendation. Cost Control Commission Regular Open Session March 9, 2015 SUBJECT DISCUSSION ACTION After the motion was made, Chair Yoshida asked for counsel advice as to With (3) ayes from Commissioners Hashizume, whether or not the motion passed. Deputy County Attorney Bracken called Nakashima and Sterker to support the for a five (5) minute recess to do some research on the outcome of the vote, recommendation to reduce 8 percent of the total amount of grant funding for fiscal year 2015; At 2:28 p.m. the Commission went into recess. (1) nay from Commissioner Apao; (1) recusal At 2:35 p.m. the Commission reconvened. from Chair Yoshida. Deputy County Attorney Bracken explained in order for the motion to pass, there needs to be a current vote of the majority meaning that the majority vote should be four (4) out of the seven (7) members therefore, the motion did not pass. Chair Yoshida stated based on the information that is being requested, the matter would still remain on the agenda for continued discussion. The motion did not pass. Announcements Chair Yoshida announced that the next meeting is scheduled for April 13, 2015, which is the start of the second quarter which means that the Commission's next meeting will commence in July and October. But if there is a matter that needs to be addressed sooner, the Commission has the flexibility to meet in May. Chair Yoshida asked when would be an appropriate time to ask the Budget Team to make a presentation to the Commission. Ms. Morikami stated because of the Departmental Budget reviews, it would be less cumbersome for the Budget Team if they could make their presentation after the budget reviews are completed, which would be in July. With no further business to discuss, Chair Yoshida called for a motion to adjourn. Adjournment Commissioner Sterker moved to adjourn the meeting. Commissioner Nakashima seconded. Motion carried 5:0 Cost Control Commission Regular Open Session March 9, 2015 Page 9 SUBJECT DISCUSSION ACTION At 2:39 p.m. the meeting adjourned. Submitted by: Reviewed and Approved by: Mercedes Omo, Staff Support Clerk Laurie Yoshida, Chairperson Approved as circulated (. Approved as amended. See minutes of meeting. L Laurie Yoshida Members: Chair Dirk Apao Jan Hashil Joanne Nakashima Sandi Sterker Glen Talmnouchi Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION • • 1 I • • • 1 • II i R ' • L : 11 : I : ' ' • Laurie Yoshida, Cost Control • 11 11 • 1 Chair Paula • :111 Office of Boards a1 • Commissions Administrator Owl CC: Nadine Nakamura, Managing Director Sally Motta, Deputy Finance Director DATE: March 11, 2015 Request for Information - 'J: • 1 : a list overlapping U 1 - - e• from 11 Federal and 1 governments • 1 • • • 1 1 - • II II • 1 ` • • �. • 11 :111. • • • • • 1 ` ` 1 1 • • 1 :J : • • n 1 • 1 �1 �; �• 1 - 11 • 1 1 - • 11111 • 1 ' • 1 • • • • • • • • :11 1 1 ` J 7 1 �• 1 • tl 1 - �1 - 1 1 ! • 1 11 - 1 I : 1 1 1 • 1 1 - t l �I 11 1 - • • • ,11 • 111 1 • 1 • :111 • 1 • 1 • 1 4 1 /: 1 ` �• 1 1 � �: 1 1 : 1 1 1 1 - • 11 11 • 1 ` • • • • 11 1: ` 1 1 1 1 1 �: 1 1! • !J 1 • :11 1 111 you provided. We would appreciate receiving the information by March 31, 2015. . Please contact Paula Morikami if you have any questions. An Equal Opportunity Employer Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director i� • , 5 �3 • 3 Ken M. Shimonishi Director of Finance DEPARTMENT OF FINANCE County of Kauai, State of Hawaii 4444 Rice Street, Suite 280, Lihu'e, Hawai'i 96766 TEL (808) 241 -4200 FAX (808) 241 -6529 Sally A. Motta Deputy Director of Finance TO: Laurie Yoshida, Cost Control Commission Chair Paula M. Morikami, Office of Boards and Commissions Administrator FROM: Ann Marie K. Wooton, County Grants Program Mana - VIA: Renee Yadao, Accounting Systems Administrate Ken Shimonishi, Director of Finance CC: Nadine Nakamura, Managing Directo DATE: March 19, 2015 SUBJECT: Request for Information regarding a list overlapping grants received from the Federal and State governments Aloha Chairperson Yoshida, As per your request on the Memorandum dated March 11, 2015, 1 am providing the following information as per your request: Grant Awards from general funds with overlapping grant funding from other sources (federal /state). Not all funding was for the same type of program or purpose. Not included are the grants for hiring of off duty police officers for special events. The following organizations meet the overlapping requirements you requested: YWCA Grants from General Funds in 2015: $115,000 (Shelter and Sex Assault Treatment) Grants from Federal Funds in 2015: • Housing and Urban Development (HUD) Community Development Block Grants (CDBG) $137,000 (Roof Repair and Photovoltaic System) • Department of Justice (DOJ) Victim of Crime Act (VOCA) $ 80,000 (Shelter and Sex Assault Treatment) Total $332,000 An Equal Opportunity Employer Malie Foundation Grants from General Funds in 2015: (Ka Aha Hula 0 Halau'ola) Grants from State Funds in 2015: • Hawaii Tourism Authority (HTA) Grants (Cultural Events for Mokihana Festival) Total Friends of the Festival of Lights Grants from General Funds in 2015: (Festival of Lights) Grants from State Funds in 2015: Hawaii Tourism Authority (HTA) Grants (Festival of Lights) Total Kauai Concert Association Grants from General Funds in 2015: (Music Events year round) Grants from State Funds in 2015: • Hawaii Tourism Authority (HTA) Grants (Red Clay Jazz Festival) Total Kauai Visitors Bureau (KVB) Grants from General Funds in 2015: (CPEP Marketing Program) (KVB Promotion Grant) Grants from State Funds in 2015: e Hawaii Tourism Authority (HTA) Grants (CPEP Administrative Funds) Total Garden Island Arts Council Grants from General Funds in 2015: (Lihue Airport window display) Grants from State Funds in 2015: e Hawaii Tourism Authority (HTA) Grants (E Kanikapila Kakou) Total $40,000 $67,000 $107,000 $10,000 $8,000 $18,000 $2,880 -$15, 000 $17,880 $263,290 $1,710 $265,000 $16,000 $22,500 $38,500 Totals of grant funds that were issued (Granted) in fiscal years 2012, 2013, and 2014 are as follows: 2012 Appropriated: $1,195,690 2012 Granted: $918,778 2013 Appropriated: $1,670,900 2013 Granted:: $1,521,242 2014 Appropriated: $1,470,001 2014 Granted: $1,501,064* *Carry over grant awards from prior fiscal year account for higher issued (Granted) amounts vs. Appropriated. Please contact me should you have any further questions. Mahalo Nuil ; j.