HomeMy WebLinkAboutFY 2017 Office of the MayorOffice of the Mayor
I. Mission
The mission of the Office of the Mayor is to carry out the v ision for Kaua 'i by directing the
management of all executive departments , offices, and agencies . The Office of the Mayor also
serves as a liaison between the County Council and administration , supports boards and
commissions, responds to citizen concerns, facilitates the County's State and Federal legislative
agendas , coordinates internal communications among departments , and external communications
with the general public, the State, and Federal governments.
In addition, the Office of the Mayor manages the county's capital improvement program , Life
Choices office , and monitors compliance with two federal laws, the Equal Employment
Opportunity (EEO) and Americans with Disability Act (ADA).
II. Vision
Mayor Carvalho ' s Holoholo 2020 vision calls for all organizations , businesses , residents and
visitors on Kaua 'i to be part of:
• An island that is sustainable;
• Values our native culture;
• Has a thriving and healthy economy;
• Cares for all, from keiki to kupuna; and
• Has a responsible and user-friendly local government
There are five key components to the 20-year vision for Kaua 'i , as outlined in the 2000 Kaua 'i
General Plan .
• Caring for land, waters and culture
• Preserving our rural character
• Supporting a strong , diverse economy
• Enhancing our towns and communities
• Building, maintaining , and improving public facilities and services
Since the adoption of the General Plan, new plans and policies have been adopted by the County
ofKaua 'i that complements and enhances this vision:
• Increasing solid waste diversion through reduce , reuse, and recycling
• Providing multi-modal transportation alternatives
• Promoting renewable energy and reducing our reliance on fossil fuels
• Developing a range of affordable housing opportunities
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III. Successes and Achievements
Mayor's Community Outreach Meetings: The Mayor and members of the administration
attended community association meetings in Hanama 'ulu and Wailua-Kapa'a in November and
December of2015 . A meeting in Hanapepe-'Ele'ele is planned for March 2016 and upcoming
meetings will be held in Hanalei , Kekaha , Kilauea , Lihu'e, and Princeville by the end of the
Fiscal Year. These presentations provide an opportunity to update the public on island -wide and
regional projects of interests . The Mayor also attends various business association and
community service group meetings throughout the year , as requested.
Public Feedback on Budget Priorities: The County of Kaua'i conducted a budget priority survey
at the Kaua'i County Farm Bureau Fair in August of2015 . A total of 323 Kaua'i residents
completed the survey . When asked to select options to balance the County of Kaua'i's budget ,
the top three responses included : Support re c eiving the county's full share of TAT (50%); Cut
expenditures and services (44%); and Support increasing the GET (35 %). When asked where
funds should be distributed if there were to be an increase in real property taxes , the top three
responses included : Fixing sidewalks and roads (54 %); Reducing traffic (30%); and Addressing
crime and drugs (28 %)
Boards and Commissions: Our staff assists 14 Boards and Commissions , three advisory
committees (Mayor's Advisory Committee for Equal Access, Arborist , and Committee on the
Status of Women), and four Life's Choices Kaua'i subcommittees, comprising of over 160
resident volunteers. Access to agendas and /or minutes of these meetings are easily accessed at
www.kauai.gov/boardsandcommissions.
Boards and Commissions Sponsored Training : There has been continuity in the number of board
members and commissioners attending training , considering their three-year terms .
FY 13-14 FY 14 -15 FY 15-16
Course Description Attendance Attendance Attendance
Effective Meeting Management 25 18 18
(primarily for Chairs , Vice Chairs)
Orientation for Board /Commission Members 20 20 21
Basic Parliamentary Procedures 23 19 To be held
on 4 /5/16
New Course Offering : A new course will be offered to Boards and Commissions with hiring and
firing responsibilities , "E v aluating Board and Commission-Appointed Department Heads ."
Boards and Commissioners will learn about the e v aluation process and ho w to use the new
Department Head evaluation form .
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• Drug Plan: In December 2015 , Life's Choices Kauai along with its dedicated members of
the advisory committees and community partners , released the updated Kauai Community
Drug Response Plan 2015-2020. This five-year plan uses a multi-pronged approach that
focuses on prevention, enforcement, treatment and community integration, and reflects our
ongoing commitment to address the serious drug problems that continue to threaten the
safety of our youth, families and community.
• Adolescent Drug Treatment and Healing Center: The County of Kauai has negotiated
with the Grove Farm Company for the dedication of approximately five (5) acres for a
Treatment and Healing Services Center offMaalo Road mauka ofHanamaulu.
o The Kauai County Council approved a Memorandum of Understanding (MOU) and
Right of Entry Agreement between the County of Kauai and Grove Farm on June 3,
2015, for the dedication of the 5 acre parcel.
o The flora and fauna studies have been completed and other components of the EA
such as the archaeological studies and consultations with government agencies and
utility companies are underway.
o The County has submitted a Capital Improvement Project (CIP) request to the State
Legislature in the amount of $5 ,000,000 for Construction and Site improvements of
the Adolescent Treatment and Healing Center.
Employee Council:
The Employee Council continues to improve employee morale , improve working relationships ,
and address employee concerns. This past year, the Employee Council hosted a variety of events
including Halloween Spooktacular, Holly Jolly Christmas program , and a community service
project to feed the homeless . After serving many years, the Council held an election of new
officers in December 2015. They have developed a brochure to inform employees of who they
are and what they do. Representatives from various departments serve on the Council as a
conduit or voice for employee concerns and issues.
Sister Cities:
• Three students were selected as the Ishigaki City essay contest winners and won a trip to
Kaua'i to participate in the Ishigaki Student Exchange and Homestay Program with
Kaua'i High School. This program was implemented in 2004 by former Mayor Nagataru
Ohama.
• In October 2015, Mayor Mazuhiro Miyamoto and a delegation of nineteen (19)
individuals from Moriyama, Japan, celebrated the 40th anniversary of sister city relations
with the County of Kaua 'i with a tree planting ceremony on the grounds of the Kaua 'i
War Memorial Convention Hall . The delegation, comprised of government officials ,
business organizations and artisans also participated in the Matsuri Festival.
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• Mayor Miyamoto with the support of the Rotary Clubs ofMoriyama and Kaua'i
reactivated the exchange program after seven years . Mr. Kawashima , from Moriyama ,
who has visited Kaua'i at least one hundred (100) times and supported the Matsuri
Festival was instrumental in starting the high school exchange program in 1977 .
• Iwaki City, Japan, participated in the Matsuri Festival and the winners of the Iwaki and
Kaua 'i Marathons participate in each other's races.
• On behalf of Penghu County Government Magistrate Kuang-Fu Chen, in March, a group
from our sister city of Penghu County, Tawian visited Kaua'i to continue the
development of economic culture, education, city service and management. Heading the
delegation was James Huang, Director, Taipei Economic & Cultural Office in Honolulu,
Flora Lu, President ofHawai'i Taiwanese Center, and thirteen (13) artisans representing
the Penghu International Art Association .
• In November 2015, Mayor Carvalho traveled to Japan and visited two Sister Cities ;
Moriyama City and Suo Oshima. The primary purpose of the trip was to promote
tourism , culture and the arts, explore recreational tourism via sporting events, and
cultivate hula. Mayor Carvalho met with Mayor Kazuhiro Miyamoto (Moriyama City)
and Mayor Takumi Shiiki (Suo Oshima) and also talked about mutual interests including
health and wellness, and recreation.
Certificates and Proclamations:
Over 150 proclamations and 250 certificates were written to recognize and honor
extraordinary contributions and special community events.
D .C. Consultant:
Smith Dawson and Andrews (SDA) continues to assist the county in identifying potential federal
funding opportunities, reviewing and providing feedback on grant applications, coordinating
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Hawai 'i congressional delegation communication and support, and establishing direct lines of
communications with federal agencies and grant reviewers.
SDA played a critical role in supporting and advocating for County ofKaua'i's TIGER grant
application from the U.S. Department of Transportation. SDA participated in the meetings and
conference calls , drafted several letter of support templates , and reviewed the application several
times, each time making edits and suggestions. SDA participated in each TIGER webinar and
made certain the County's TIGER team had all of the information they needed to stay on track
with a highly competitive edge. The effort was a success (there was only a 6% chance of
success) when the $13 .8 million grant award was announced in October 2015. SDA continues to
assist and ser\re as a conduit where necessary, such as during the walkthrough of the project with
the Federal Highway Administration, State Department of Transportation, and the County in
November 2015 .
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SDA supported Mayor Carvalho's federal visits to Washington in June 20I5 and January 20I6
by facilitating meetings with several of the Federal Agencies including the Department of
Housing and Urban Development , the Department of Transportation Deputy Secretary , tht? U .S.
Department of Transportation Federal Highway Administration and Federal Transit
Administration , the Small Business Administration , the U.S . Department of Education, the U.S .
Fish and Wildlife Service, and the Environmental Protection Agency. Meetings focused on
addressing some key policy and funding challenges and also learned about some specific grants
and funding mechanisms to assist with County projects .
IV. Challenges
Financial
• Negotiated labor increases totaled over $5 million this year. In June 20I 7, the
contracts of all eight unions representing county employees will expire.
• The State government continues to reduce funds to the county. In FYI 7 , the state
will no longer provide funding for eWaste and used motor oil collection . The County
continues to provide rescue services to stranded and injured visitors ; responds to calls
on State lands and parks; and provides school resource officers in high schools.
• The Transient Accommodation Tax (TAT) allocation will be determined in May
20I6. The state cap on the TAT has resulted in a loss of approximately $50 million in
operating funds over the past five years . The State-County function working group
recommendation would have increased Kaua'i County's share by approximately $9
million in FYI 7.
• A proposed GET surcharge bill wa s submitted to the County Council to address the
$I 04 million backlog in road repairs , backlog in bridge repairs , and need to improve
transit services. This bill is currently pending in Committee. If this bill is not passed ,
other funding alternatives will need to be identified.
Operations
• $I 04 million in road repairs is needed. This includes road maintenance and
reconstruction.
• $19 million in heavy equipment replacements will be · needed between 20I 6 and 2020 .
• $5.3 million in vehicle replacements will be needed between 2016 and 2020. This
does not include police department vehicles.
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Human Resources
• Due to the strengthening of the economy, it is challenging to fill critical positions in
the Department of Public Works, including engineers, code inspector, electricians,
and plumbers .
• As the size of government is reduced through vacancies, existing county employees
will need to pick up additional duties and responsibilities.
V. Fiscal Year 2016-2018 County Strategic Goals & Objectives
Goal 1.0 Address the County's financial sustainability
Objective 1.1 Work with GFOA consultants to develop 3 -5 year financial plan based on
fixed costs, anticipated expenses, capital needs, and revenue generating
opportunities.
Consultant briefed the county council on December 2, 2015; a second
briefing is scheduled in May, 2016. Council Member Arryl Kaneshiro
represents the county council on the financial sustainability plan
committee. Several policies have been drafted and there is a bre .ak in the
process while the county FYI 7 budget is being reviewed and approved.
Objective 1.2 Support the implementation of Grants Management software to improve
applying for and monitoring of grants.
Grants Manager Ann Wooten secured and implemented a web -based
grants management system called Amplifund. This system contains a
larg e data base that allows our departments to search for Federal, State
and Private Foundation Grants. The Amplifund system also provides a
central location for our grant files that can be accessed online. The
system also allows us to do our grant-in-aid grant making using this
system (i.e., Community Development Block Grants (CDBG), Hawai 'i
Tourism Authority (HTA) and General Funds Grants-in-aid),
applications are submitted via the system and scored by review
committees online as well.
Two major accomplishments for grants management from the past year
include: 1) Assisted the TIGER Team in securing the FY 2015 TIGER
Discretionary Grant for $13 million dollars; and 2) County of Kaua 'i
is now considered as a low-risk auditee due to our federal grant funded
programs being "finding free" over a period of three years and passing
additional audit testing on federal programs.
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Objective 1.3 Convene the Building Permit Task Force to improve the timeliness of
building permit approvals and address concerns relating toe-plan review.
A task force of county employees, state employees, and private sector
representatives have met seven times since April, 2015 to address
deficiencies in our building permit review process. Planning Department
and Building Division developed a pre-check process to ensure
applications are complete before initiating the building permit review
process; a system of numbering e-plan pages has been adopted; new
larger screens were purchased; a new protocol was adopted for
providing agency comments that will no longer delay the process; IT is
researching implementing electronic payments that we hope to put in
place in 2016; eplan weekly reports sent to all departments so managers
have access to timely information and backlogs can be addressed. Many
more changes are being worked on to address concerns of employees and
the public .
Goal 2.0 Develop the long-term solid waste solution
Objective 2.1 Secure solid waste consultant to assist in the preparation of a Solid Waste
Request for Proposal (RFP).
The consultant HDR was secured in April 2015 to assist the County in the
preparation of the Stage 1 RFP.
Objective 2.2 Develop and implement an RFP, and select a consultant(s) to address
Kauai's solid waste solution
The Stage 1 RFP was issued on January 12, 2016 . Responses are due by
May 10, 2016. The county may select up to three proposals to participate
in the Stage 2 RFP.
Goal 3.0 Work to make government more efficient
Objective 3.1 Continue to support the Vacancy Review Committee's (YRC) review of
each vacancy to determine whether positions can be eliminated, dollar
funded, re-positioned, or shared among departments. The Committee will
also continue to explore organizational structure changes to improve
efficiencies .
The Vacancy Review Committee has reviewed 81 vacancies since
inception . The VRC eliminated six positions; $1 funded three positions;
transferred one position to another department ; and reallocated eleven
positions, saving the county of$1,118,000 in wages and benefits over the
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Objective 3.2
Objective 3.3
past two years. The VRC has also helped to ensure that job descriptions
and pay accurately reflect work that is expected, positions are redescribed
to meet evolving needs of departments, and positions are moved to where
they can be most impactful to county operations.
Support on-going efforts to develop the Human Resources Information
System (HRIS) that will combine payroll with personnel into one user-
friendly, centralized system .
Under the leadership of HR Director Janine Rapozo and IT Manager
Brandon Raines, the Human Resources Information System Task Force
made tremendous progress this past year. The HRIS initiative is
designed to provide the county with an integrated payroll and personnel
information system by leveraging our existing system with new modules
and software customizations. With one full-time employee in Human
Resources now dedicated to this project, efforts to move this initiative
forward have accelerated. Thus far, we have successfully launched an
online On Boarding program and will soon be implementing Employee
Self Service and Performance Evaluation modules, which are expected
to go live before the end of 2016. The Time and Attendance module will
follow in FY17.
Expand Supervisory training and leadership development opportunities at
all levels to reduce claims and grievances, address employee concerns
from the onset, and build strong leaders within the county.
The Department of Human Resources developed a new supervisor
training class in collaboration with the Office of the County Attorney.
The class integrates relevant policies and laws, leadership skills and
competencies, and other critical information needed to be a successful
supervisor. In addition, various leadership and supervisory workshops
were coordinated with human resource experts, who provided our
employees with the necessary tools and resources to be effective in their
roles as supervisors and managers.
Objective 3.4 Support the efforts of the Land Information Management Task Force to
combine data from various departments into one user-friendly platform
that will save time from having to retrieve data manually and be
accessible to the public.
A consultant was secured in December 2015 to assist the Land
Information Management Task Force in the design and procurement of a
system for the County of Kaua 'i. The process was kicked off in Janua ry
2016. The goal of the system is to "integrate land and location related
data for use with multi-agency customer service operations and public
inquiries. " Seven business design teams have been formed to guide the
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Objective 3 .5
Objective 3.6
process: Executive Review , Permitting, Subdivision , Inspection,
Customer Service, Assessment and Taxation, and Technology Design. A
Customer Focus Group, comprised of potential public users of the system ,
will also be formed to provide feedback and guidance.
Support on-going Motor Pool Task Force as they address implementation
issues
The initial pilot motor pool started in February of 2015 with 40
vehicles. Six months into the project, the program ended due to the
platform being purchased by a third party, who temporarily took it off
the market. We are working to amend the existing contract with the
third party vendor to proceed with the motor pool platform on a
permanent basis. Over the past nine months, we have created a small
Outlook based motor pool to help employees through this transition
phase.
Support improvements to the procurement system
The first phase of the county's electronic procurement initiative was
launched in 2015 . The new system allows for a completely paperless
application of procurement solicitations for construction projects, and
creates a more user-friendly interface for the public. In addition, the e-
Procurement system has resulted in a significant increase in efficiency
and effectiveness in the county agencies involved with the process.
Goal 4.0 Complete Holoholo 2020 priorities
Objective 4.1 Work with contractors and the community to complete bus shelters. (See
Transportation Agency's Presentation)
Objective 4.2 Complete 201H process for Lima Ola; secure funding for highway
infrastructure improvements (See Housing Agency's Presentation)
Objective 4.3 Secure site control for Adolescent Healing and Treatment Facility and
complete Request for Proposals (See page 4)
Objective 4.4 Complete the EIS for Ma ' alo landfill (See Department of Public Work's
Presentation)
Objective 4.5 Complete Kawaihau elevated boardwalk and Lydgate to Kapa'a section,
Phases C and D (See Department of Public Work's Presentation)
Objective 4.6 Implement TIGER grant/LThu'e revitalization project (See Department of
Public Work's Presentation)
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Goal 5.0 Support employee initiatives
Objective 5.1 Support the employee council's efforts to create a free-standing 501(c)(5)
organization
After further discussion, the employee council decided not to pursue
formation of a non-profit support organization .. The employee council has
elected new officers, developed a new brochure, helped to resolve
employee concerns, and scheduled activities throughout the year. New
officers include Lani Agoot (President), Ihilani Kali (Vice
President),Shanlee Jimenez (Secretary), Leilani I-Lovell (Treasurer), and
Jade Waialeale-Battad (Records Custodian).
Objective 5.2 Support the expansion of the employee newsletter to quarterly
pub li cations
Objective 5.3
Under the leadership of Editor Laurie Kelekoma and her team, the
employee newsletter , Acclaim, is now published quarterly and serves as
an important focal point for employees news, accomplishments, and
events.
Support Green Team initiatives
Under the leadership of Sustainability Manager Ben Sullivan, "The
Green Government Challenge" was initiated in October, 2015. This
contest involves teams of County employees who compete for prizes and
engage in going green. The six-month challenge, ending in April, 2016,
engages teams in discussions and actions relating to climate change,
energy conservation, green commuting, waste reduction, water
reduction, and green building. The winning teams receive prizes for
their office as well as small grants for projects to help the County go
green.
Objective 5.4 Recognize employees for their outstanding customer service and cost-
saving initiatives
The Department of Human Resources organized and facilitated the 2016
Employee Banquet on March 11, 2016. Over 3 00 employees and their
guests attended this event that recognized outstanding employees,
retirees, and long-time emp loyees. The Mayor and Managing Director
attempt to personally recognize and thank employees when we receive a
letter , phone call, or email commendation from the public or other county
employee.
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Goal 6.0 Support public-private-community partnerships
Objective 6.1 Support the implementation of Kauai Nui Kuapapa (See Office of
Economic Development Presentation)
Objective 6.2 Support cultural stewardships agreements (See Office of Economic
Development Presentation)
Objective 6.3 Support agricultural stewardship agreements (See Office of Economic
Development Presentation)
Objective 6.4 Support the implementation of the Creative Technology Center (See
Office of Economic Development Presentation)
Objective 6.5 Support Kaua'i Community College Food Production and Education
Center (See Office of Economic Development Presentation)
Objectvie 6.6 Support the North Shore Shuttle Pilot Program (See Office of Economic
Development Presentation)
Objective 6.7 Work in partnership with the State Department of Agriculture on the Joint
Fact-Finding Pesticide Impact Study
The Department of Agriculture contracted with Accord 3. 0 to facilitate the
joint fact-finding pesticide impact study. A draft report was issued on
May 16, 2016 . A public informational meeting is scheduled on April 4 ,
2016 . Public comments will be received until April 8, 2016 . A final
report will be completed by April 15, 2016.
Objective 6.8 Support expansion of beds and services at the Kaua'i Economic
Opportunity homeless shelter in Lihu'e (See Housing Agency
Presentation)
FY 2017 Budget Presentation Page 12
VI. Operating Budget Discussion
The Office of Mayor FY 2017 budget reflects an increase of $162,418 over FY 2016. This
increase is attributable to the increase of Operations in the amount of$171,250, due to the
addition of a grant-in-aid ($231,403) to the Kapaia Swinging Bridge Foundation . Reductions
were made in Salary and Wages ($2,024 decrease), a reduction in Utilities ($1,500 decrease), and
a reduction in the Vehicle /Equipment, Lease ($21 ,250 decrease).
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