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HomeMy WebLinkAbout07-13-15 Agenda PacketLaurie Yoshida Members: Chair Dirk Apao Jan Hashizume Joanne Nakashima Tricia Lynn Yamashita Glen Takenouchi James Whitfield Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, July 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 James Whitfield CALL TO ORDER APPROVAL OF MINUTES Regular meeting minutes of April 13, 2015 BUSINESS CCC 2015 -09 Memorandum dated April 15, 2015, from Chair Laurie Yoshida, requesting the presence of Director of Finance Ken Shimonishi and Assistant Chief Procurement Officer/Budget Chief Ernest Barreira, to provide an update on the County's budget for fiscal year 2016, to include a discussion on the comparison of the previous 2014 and 2015 fiscal years in each department's operation including salaries and benefits EXECUTIVE SESSION ES- 001: Pursuant to Hawaii Revised Statutes §92 -5 (a) (4), the purpose of this Executive Session is for the Commission to consult with its attorney as to the powers, duties, privileges, immunities, and liabilities as they may relate to a legal opinion dated June 23, 2015, from Deputy County Attorney Matt Bracken regarding legal barriers for rewarding employees by monetary compensation for cost savings recommendations RETURN TO OPEN SESSION Ratify actions, if any, taken in Executive Session as it relates to item ES -001 An Equal Opportunity Employer ., r. ANNOUNCEMENTS Next tentative meeting — Monday, August 10, 2015, at 1:30 p.m. at the Mo'ikeha Building, Liquor Conference Room No. 3. NOTICE OF EXECUTIVE SESSION Pursuant to Hawai'i Revised Statutes §92 -7 (a), the Commission may, when deemed necessary, hold an Executive Session on any agenda item without written public notice if the Executive Session was not anticipated in advance. Any such Executive Session shall be held in pursuant to H.R.S. §92 -4 and §92 -9 and shall be limited to those items described in H.R.S. §92 -5(a). Discussions held in Executive Session are closed to the public ADJOURNMENT 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 29 The agenda item that you are providing comments on; and 30 Whether you will be testifying in person or submitting written comment only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting. The length of time allocated to person(s) wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. cc: Deputy County Attorney Matt Bracken Send written testimop Cost Control Commission Office Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 E -Mail: mromo(a,kauai.gov Phone: (808) 241 -4920 Fax: (808) 241 -5127 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards and Commissions Support Clerk at (808) 241 -4920 at least five (5) working days prior to the Cost Control Commission Meeting — July 13, 2015 2 1 P a g e 1 N A Minutes of Meeting OPEN SESSION Board/Committee: Mo'ikeha Building — Liquor Conference Room Meeting Date: April 13, 2015 Location Mo'ikeha Building — Meeting Room 2A/B Start of Meeting: 1:30 p.m. End of Meeting: 2:04 p.m. Present Chair Laurie Yoshida; Vice -Chair Glen Takenouchi; Members: Joanne Nakashima and Tricia Lynn Yamashita Also present: Deputy County Attorney Matt Bracken; Board & Commissions Office Staff: Support Clerk Mercedes Omo; Administrator Paula Morikami. Excused Commissioners Dirk Apao and Jan Hashizume Absent SUBJECT DISCUSSION ACTION Call To Order Prior to the start of the meeting, Administrative Assistant to the County Clerk Eddie Topenio, administered the Oath of Office for new Commissioner Tricia Lynn Yamashita. Chair Yoshida welcomed new Commissioner Yamashita to the Commission, and then called the meeting to order at 1:30 p.m. with four (4) members present constituting a quorum, Approval of Regular Open Session Minutes of March 9, 2015. Commissioner Nakashima moved to approve the Minutes minutes of March 9, 2015. Vice Chair Takenouchi seconded the motion. The motion carried 4:0 BUSINESS Communication dated March 11, 2015, from Chair Laurie Yoshida to County Grants Manager Ann Wooton, regarding a request for a list of CCC 2015 -08 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 on a list of overlapping grants received from the Federal and State governments and the totals of grant funds that were issued in fiscal years 2012 through 2014. Cost Control Commission Regular Open Session April 13, 2015 Page 2 SUBJECT DISCUSSION ACTION Chair Yoshida said that even if the Commission wanted to make a recommendation to reduce a percentage of County grant funding it could not because the grant requires the County to match the funds issued by the State and Federal that have a matching component. Commissioner Yamashita asked what prompt the Commission to explore the possibility of reducing a percentage of the County's grant funding. Chair Yoshida explained that the goal of the Commission is to reduce the cost of County government while maintaining a reasonable level of service, in this ease, the Commission wanted information regarding a list of the organizations that are receiving overlapping grant funding from the State and Federal government to see if a recommendation could be made to reduce a percentage of the County's funding as a cost saving measure. Chair Yoshida added that at the Commission's last meeting a motion was made by former Commissioner Sandi Sterker and seconded by Commissioner Nakashima to reduce 8 percent of the County's grant funding, however, the motion did not pass because there was not enough votes. She stated that with the lack of votes the Commission then decided to ask for a list of overlapping grants received from the State and Federal to see if a recommendation to the grant programs in terms of reducing the funding for those organizations. Commissioner Yamashita asked if a recommendation was to be made would it have an impact to the current fiscal year or the new fiscal year to which Vice Chair Takenouchi replied that the recommendation would impact the new fiscal year. Chair Yoshida said at this point, the Commission is at a standstill because the monies have already been approved; however, the Commission could make a recommendation not to Cost Control Commission Regular Open Session April 13, 2015 Page 3 SUBJECT DISCUSSION ACTION release the funds, if it wanted to. She added most of the organizations that are on the list have already been awarded the money with the exception of the six (6) organizations that have yet to submit their application to the Finance Department. Vice Chair Takenouchi asked who makes the final decision in terms of the grants the Mayor or the County Council, Ms. Morikami explained that the Mayor makes the proposals and the County Council makes the changes " and/or adopts. She explained that how the process works is the new budget will be submitted to the Council followed by the submission of the Mayor's supplemental on May 8t' to include all of the changes made by the Administration. Commissioner Yamashita noted based on the information it does not look like there was a significant increase in the County's grant funding for fiscal 2015 compared to the 2014 budget. Chair Yoshida stated that at this point, if the Commission wanted to make a recommendation she would have to recuse herself from the discussion due to a conflict of interest because of her direct involvement with one of the organization that received County funding. Commissioner Yamashita stated that she would have to reuse herself as well because she is also involved with some of the organizations that are on the list. Chair Yoshida stated that if the Commission wanted to make a difference in this area it would have to make a recommendation affecting the 2017 budget because by the time the Commission meet the budget for FY 2015- 2016 would have already been approved, and at that point all the Commission can do is perhaps make a recommendation to the Mayor that Cost Control Commission Regular Open Session April 13, 2015 SUBJECT DISCUSSION ACTION he take a blanket percentage reduction in case the Administration needs to reduce its spending ever after the budget has been approved. Commissioner Yamashita asked when a recommendation is made during the current fiscal year will the recommendation go into effect the following fiscal year. Ms. Morikami replied that it all depends on the type of recommendation in July 2012, the Cost Control Commission made a recommendation through the Office of the Mayor to consider increasing the Service Charges Assessed for Dishonor checks from $7.00 to $30.00, in which the Office of the County Attorney prepared and reviewed a draft ordinance for form and legality. The ordinance was approved by the County Council which took effect immediately. Commissioner Nakashima stated that the goal of the Cost Control Commission is to reduce the cost of government while maintaining a reasonable level of public services. In doing so, the Commission should be reviewing the County's total budget to see if there are areas that needs to be looked at and invite the appropriate departments to a meeting to discuss the Commission concerns. She stated because all of the departments had to take a budget cut both she and Commissioner Sterker felt that the Commission should look into cutting a percentage of the County's grant funding for the non - profits as well but the motion did not pass because there was not enough Commissioners present for the motion to pass. Chair Yoshida stated that although she understands that there is a need for reducing the budget for all of the departments some of the grants that are part of the Office of Economic Development have already cut eight percent and although OED may not choose to cut from the grants they may choose to cut it from other programs. In other words, the budget already reflects Cost Control Commission Regular Open Session April 13, 2015 .. = . SUBJECT DISCUSSION ACTION the eight percent reduction. Commissioner Nakashima state that the real issue is why is the County funding nonprofit organizations whose programs and services do not directly affect County services. Chair Yoshida stated in order for a motion to pass it needs a majority vote therefore she would to defer the issue to the next meeting for continued discussion. In regard to the new fiscal budget having a presentation by the County's Budget Team will provide the Commission with valuable budgetary information.. Commissioner Yamashita stated that a good question to raise is when a department is asked to reduce five (5) percent of its budget does it include a reduction in the grant funding. Ms. Morikami stated that if the Commission wanted they could ask the Director of OED to be present a future meeting to discuss the issue. Chair Yoshida stated that she would prefer to have the budget presentation done first so that the Commission could get a better outlook in terms of what departments had a significant increase or reduction in their budget with exception of the collective bargaining because the Commission does not have control over any of the decisions. Announcements Chair Yoshida stated that with the new rule change the Commission now has the option to meet quarterly; however, the Commission will have to meet in July so that the County's Budget Team could address the Commission on the County's final budget. Ms. Morikami stated that in addition to the budget presentation she asked the Commissioners to focus on other cost saving measures relative to Section 28.04 Article XXVIH of the Kauai County Charter. She asked that they submit their ideas to the Office of Boards and Commissions so that the Chair along with Staff could generate a memo to the appropriate departments asking for information which will be placed on future agendas. Cost Control Commission Regular Open Session April 13, 2015 '._- SUBJECT DISCUSSION ACTION Adjournment With no further business to discuss, Chair Yoshida called for a motion to Vice Chair Takenouchi moved to adjourn the adjourn the meeting. meeting. Commissioner Nakashima seconded the motion. Motion carried 4:0 At 2:04 m. the meeting adjourned. Submitted by. Mercedes Omo, Staff Support Clerk j Approved as circulated on (} Approved as amended. See minutes of meeting. Reviewed and Approved by Laurie Yoshida, Chair Laurie Yoshida Members: Chair Dirk Apao Jan Hashizume Glen Takenouchi Joanne Nakashima Vice Chair James Whitfield Tricia Lynn Yamashita COUNTY OF KAUAI COST CONTROL COMMISSION MEMORANDUM TO: Ken Shimonishi, Director of Finance Ernest Barreira, Asst. Chief Procurement Officer/Budget Chief FROM: Laurie Yoshida, Cost Control Commission Chair RPTI VIA: Paula M. Morikami, Office of Boards and Commissions Administrato Mayor Bernard P. Carvalho Jr. CC: Nadine Nakamura, Managing Director DATE: April 15, 2015 SUBJECT: Budget Presentation to the Cost Control Commission At its meeting held on April 13, 2015, the Cost Control Commission confirmed that it is interested in having the Administration present the County's budget for fiscal year 2016 at its July meeting. In relation to the presentation of the 2016 budget, the Commission would also like to see a comparison of the previous 2014 and 2015 fiscal years in each department's operations including salaries and benefits. Our meeting is scheduled for Monday, July 14, 2015 at 1:30 p.m. in the Liquor Control Conference Room, If you have any questions, please contact Paula Morikami at 2414922. Thank you, An Equal Opportunity Employer