HomeMy WebLinkAbout08-13-18 Agenda PacketTyler Rodighireo Members:
Chair Preston Chong
Jan Hashizume
Joanne Nakashima
Tricia Lynn Yamashita
Laurie Yoshida
James Whitfield
Vice Chair
COUNTY OF KAUA'I COST CONTROL COMMISSION
NOTICE OF MEETING AND AGENDA
Monday, August 13, 2018
1:30 p.m. or shortly thereafter
Mo'ikeha Building, Meeting Room 2A/2B
4444 Rice Street, Lihue, HI 96766
CALL TO ORDER
APPROVAL OF MINUTES
• Regular Open Session meeting minutes of July 9, 2018
BUSINESS
CCC 2018-03 Continued discussion on possible areas to investigate to reduce the cost of
county government while maintaining a reasonable level of public service
in accordance to Section 28.04 of the Kauai County Charter Article
XXVIII Cost Control Commission.
I
(a) Memo dated 7/110/2018 from Chair Rodighireo to Director of Parks
and Recreation Lenny Rapozo requesting his presence at August 13, 2018
meeting to discuss the use of park facilities' electricity specifically the
park in Waimea and other cost saving measures.
(b) Briefing by IT Manager Del Sherman on the County's incentive to go
paperless and electronic signatures that could result in a cost savings for
the County.
ANNOUNCEMENTS
Next meeting —1:30 p.m. on Monday, September 10, 2018 at the Mo'ikeha Building, Meeting
Room 2A/2B.
Equal Opportunity Employer
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
2. The agenda item that you are providing comments on; and
3. 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: First Deputy County Attorney Matthew Bracken
Send written testimony to:
Cost Control Commission
Office Boards and Commissions
4444 Rice Street, Suite 150
Lihue, HI 96766
E-Mail: mromo(@kauai.gov
Phone: (808) 241-4920
Fax: (808) 241-5127
Special Assistance
If you need an ASL Interpreter, materials in an alternate format, or other auxiliary aid support,
or an interpreter for a language other than English, please contact Lani Agoot at (808) 241-
4917 or la oot(a,kauai.gov at least seven calendar days prior to the meeting.
2 1 P a g e
Cost Control Commission — Monday, August 13, 2018
COUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission
I Kauai Cost Control Commission
Meeting Date
I July 9, 2018
Location
Mo'ikeha Building — Meeting Room 2A/B
Start of Meeting: 1:30 p.m.
End of Meeting: 2:07 p.m.
Present
Chair Tyler Rodighiero; Vice Chair James Whitfield; Commissioners: Preston Chong, Jan Hashizume, Joanne Nakashima and Tricia
Lynn Yamashita. Also present: Boards & Commissions Office Staff. Support Clerk Mercedes Omo; Administrator Nicholas R.
Courson.
Excused
Commissioner Laurie Yoshida
Absent
SUBJECT
DISCUSSION
ACTION
Call To Order
Prior to Chair Rodighiero calling the meeting to order, Administrative Assistant to the County Clerk,
The meeting was called to
Eddie Topenio gave the Oath of Office to Commissioner Yamashita for her second term which will
order by Chair Rodighiero
end on December 31, 2020.
at 1:30 p.m. with six
commissioners present to
conduct business.
Approval of
Regular Open Session Minutes of February 12, 2018.
Ms. Nakashima moved to
Minutes
approve the meeting
minutes as circulated. Ms.
Yamashita seconded the
motion. The motion
carried 6:0.
CCC
Continued discussion on other possible areas to investigate to reduce the cost of county
2018-03
government while maintainingLa reasonable level of public service in accordance to Section 28.04
of the Kauai Countv Charter Article XXVIII Cost Control Commission.
Chair Rodighiero stated that the Commission needs to find other areas to investigate for the
remainder of the year. Vice Chair Whitfield agreed and stated that the Commission should set an
agenda regardless of the upcoming elections. He shared that back in May, he sent an email to
(former) Boards and Commissions Administrator Paula Morikami suggesting that, at some point,
the Commission would like to revisit: (1) the Coun 's overtime costs; (2) find out how the
Regular Open Session Minutes
Of the Kauai Cost Control Commission
July 9, 2018 Meeting Page 2
SUBJECT
DISCUSSION
ACTION
reduction of the County's share of the Transient Accommodation Tax will impact the County;
and (3) review the cost to maintain the County park facilities, particularly in Waimea and Kekaha,
in light of continuous vandalism and the damage caused by the unprecedented flood in April. He
added that the duties of the Cost Control Commission is to create greater efficiency while also
reducing the cost of County operations; however, trying to identify those areas have been very
difficult and he has been hearing talk about changing the Cost Control Commission to a Revenue
Generating Commission.
Chair Rodighiero said that he liked Vice Chair Whitfield's suggestions and asked what the
Commission's meeting schedule looked like for the remainder of the year. Ms. Omo responded
that according to the meeting schedule, the meetings are quarterly, but that can be changed if
needed.
Vice Chair Whitfield said that he would like to review the 2018-2019 Fiscal Year budget,
particularly the overtime costs. Chair Rodighiero noted that he would also like to review the
budget as well, then have some discussion on it.
Ms. Yamashita pointed out that the budget is a large document compared to the two handouts that
summarize the County's $218 million Operating Budget and the County's $40 million Capital
Improvement Projects (CIP) Budget, particularly the Special Trust Fund appropriations for the
County's parks and playgrounds in the Waimea, Koloa, L-1hu`e, Hanalei and Kawaihau Districts.
Ms. Hashizume commented that trying to make sense of what all the different appropriations
mean is going to be very difficult.
Chair Rodighiero referred to the annual reports from the previous year reflecting the areas that the
previous Commissioners looked at in the past and suggested inviting someone from the
Purchasing Department to provide an opinion on which areas they see the most waste. With
respect to the Police Department, the Commission could invite a representative from the
Department to brief the Commission on its overtime costs and what the administration is
strate ica ly doing to reduce their overtime costs.
Regular Open Session Minutes
Of the Kauai Cost Control Commission
July 9, 2018 Meeting Page 3
SUBJECT
DISCUSSION
ACTION
Ms. Yamashita pointed out that relative to the Commission's quarterly meetings, it would help to
know how many more meetings the Commission needs to have so it can determine what it can
accomplish within that timeframe. She added that although she appreciates Chair Rodighiero for
reading the list of areas the previous Commissions had looked at, she feels there could be other
areas to investigate as well. Relative to the overtime costs, it should be kept separate from
Purchasing because each department has its own overtime costs; the Commission needs to
prioritize which department it wants call in first. She suggested starting with the departments that
have significant overtime costs and go from there.
Chair Rodighiero pointed out that the goal of today's meeting is to pinpoint as least one area for
the Commission to investigate that can lead to subsequent meetings. It was not his intention to
imply that the Commission should look at what the previous Commissions did; he was just trying
to provide some ideas. Vice Chair Whitfield said reviewing the overtime costs would give the
Commission a count as to where the money is being spent and what for.
Chair Rodighiero commented that because the Cost Control Commission is basically a cost -
reduction commission, it cannot make recommendations to generate revenue opportunities, which
he believes would save the County money in the long run.
Mr. Chong suggested that the Commission invite the Director of Parks and Recreation to the next
meeting to discuss the use of park facilities' electricity, specifically the park in Waimea. He
shared that every night he drives home from work, he can't help but notice that the lights at the
park are always on and yet, no one is utilizing the court or field. He added that from what he
understands, the Wailua Houselots' tennis courts have a timer, but he doesn't know if the park in
Waimea has one. Chair Rodighiero said inviting Mr. Rapozo to the next meeting is a very good
idea and, who knows, the Commission could end up making a recommendation (if they haven't
already) that they replace the current lights with energy -efficient LED lights to save the County
money.
Regular Open Session Minutes
Of the Kauai Cost Control Commission
July 9, 2018 Meeting Page 4
SUBJECT
DISCUSSION
ACTION
Ms. Yamashita asked if a report showing all of the overtime costs exists. Mr. Courson responded
Motion No.1
that he didn't know and will check to see if such a report does exist.
Ms. Yamashita moved to
inquire with the
Chair Rodighiero asked Mr. Courson if he needs to call for a motion to ask the appropriate agency
Department of Finance
to provide the report. Mr. Courson responded that it wasn't really necessary, but for clarity,
any overtime tracking
calling for a motion would make things clear as to what the Commission is asking for. For
documents be provided to
example, the motion could say, "move to request that the Office of Boards and Commissions
the Commissioners at the
inquire with the Department of Finance regarding any overtime tracking documents and provide it
next meeting. Ms.
to us at our next meeting."
Hashizume seconded the
motion. The motion
Chair Rodighiero called for the motion.
carried 6:0.
Mr. Courson shared that a report of that nature does exist in the Police Department because while
he was still with the Office of the County Attorney, he was assigned as their legal counsel, so he
knows they did keep track of their overtime costs, but were often frustrated because the way the
County's payroll system works, the numbers were a month or two behind; which shouldn't matter
because the Commission is looking for a trend rather than the exact numbers.
Mr. Chong asked if the report would reflect the overtime costs caused by the unprecedented flood
in April. Mr. Courson responded yes, and stated that the Department kept track of their overtime
costs because they were looking to get reimbursed from FEMA (Federal Emergency Management
Agency). Vice Chair Whitfield asked how much of a financial impact the flood had on the
County's budget to which Mr. Courson responded that it put a strain on the County but more so
for public safety and public works.
Chair Rodighiero noted, so far, the Commission has an inquiry going to the Department of
Finance on the County's overtime expenditures and possibly the electrical usage at the County's
park facilities. He asked if anyone had more suggestions.
Regular Open Session Minutes
Of the Kauai Cost Control Commission
July 9, 2018 Meeting Page 5
SUBJECT
DISCUSSION
ACTION
Vice Chair Whitfield shared that not being able to talk about revenue generating ideas is
frustrating because how do you separate expenditures from revenues. Mr. Courson asked if the
Commission has ever thought about approaching the Charter Review Commission to see if they
would consider amending the Charter. Vice Chair Whitfield responded that the idea came up two
years ago, but it didn't go any farther than that. Mr. Courson said based on his experience, the
various commissions like to hear from the other boards and commissions. With respect to the
Charter Review Commission, the members are finishing up this year's ballot questions, but come
this fall, the Commission will be working on new things.
Chair Rodighiero asked if he could call for a motion to ask the Charter Review Commission to
consider the idea. Mr. Courson responded it would be beneficial for the Commission to discuss
the matter first, then when the Commission is ready, Staff could draft a letter to the Chair of the
Charter Review Commission or the Commission could delegate either the Chair or Vice Chair, or
both, to speak to the Charter Review Commission at one of their meetings. Vice Chair Whitfield
stated the Chair could place the matter on the next agenda; that way the Commission would know
if it's stepping on anyone's toes.
Mr. Courson said that the next election isn't until the year 2020, so the Commission has more
Motion No. 2
than enough time to fully vet the idea and receive public testimony. Chair Rodighiero asked if the
Mr. Chong moved to
question needed to go before the County Council before it can be placed on the election ballot.
invite the Director of
Mr. Courson responded no, and explained that once the Charter Review Commission hears all
Parks and Recreation to
sides and approves it, the question would go straight onto the election ballot.
the Commission's next
meeting in August to
Ms. Yamashita asked if the overtime report needed to be placed on the next agenda.
discuss the unattended
Mr. Courson stated it should if the Commission wants to have a discussion on it. Ms. Omo stated
lighting at the County
that she would place the item on the next agenda.
parks. Vice Chair
Whitfield seconded the
Chair Rodighiero stated that, relative to Mr. Chong's suggestion to invite the Director of Parks
motion. The motion
and Recreation to the next meeting, he would like to call for a motion to that effect.
carried 6:0.
Regular Open Session Minutes
Of the Kauai Cost Control Commission
July 9, 2018 Meeting Page 6
SUBJECT
DISCUSSION
ACTION
Ms. Yamashita shared that there needs to be a balance between trying to save the County money
and providing the public with a safe environment. The reason for that was while setting up for
the Fourth of July Lights in the Sky Celebration, the lighting in the parking lot at the Vidinha
Stadium was very minimum, which, for her, is very concerning because something bad could
have happened.
Motion No. 3
Mr. Courson asked the Commissioners if they ever had a discussion about paperless initiatives.
Ms. Yamashita moved to
He shared that right before he left the County Attorney's Office and became the Administrator for
invite IT Manager Del
the Office of Boards and Commissions, he completed a policy on Electronic or Digital Signatures
Sherman to the
and Electronic Record Keeping. He explained that the purpose of the policy is to promote
Commission's next
efficiency and save resources by providing a directive on the use of electronic records and
meeting in August to
electronic or digital signatures for the County. Chair Rodighiero asked who is in charge of the
discuss the County's
County's paperless initiatives. Mr. Courson responded the IT Department would probably be the
initiative to go paperless
ones to execute the documents via electronic and digital signatures.
and electronic signatures
that could result in cost
Chair Rodighiero thanked Mr. Courson for his suggestion, then called for a motion to invite the
savings for the County.
IT Manager to the next meeting to discuss the County's paperless initiatives and related items.
Vice Chair Whitfield
seconded the motion.
The motion carried 6:0.
Announcements
Next meeting — Monday, August 13, 2018, at 1:30 p.m. at the Mo'ikeha Building, Meeting Room
2A/2B.
Adjournment
With no further business to conduct, Chair Rodighiero called for a motion to adjourn the meeting.
Vice Chair Whitfield
moved to adjourn the
meeting. Ms. Hashizume
seconded the motion. The
motion carried 6:0. At
2:07 p.m., the meeting
was adjourned.
Regular Open Session Minutes
Of the Kauai Cost Control Commission
July 9, 2018 Meeting Page 7
Submitted by:
Mercedes Omo, Staff Support Clerk
() Approved as circulated on
() Approved as amended. See minutes of meeting.
Reviewed and Approved by:
Tyler Rodighiero, Chair
Tyler Rodighiero Members:
Chair Preston Chong
Jan Hashizume
James Whitfield Joanne Nakashima
Vice Chair Tricia Lynn Yamashita
Laurie Yoshida
COUNTY OF KAUA'I COST CONTROL COMMISSION
MEMORANDUM
TO: Lenny Rapozo, Director of Parks and Recreation
FROM: Tyler Rodighireo, Chair Cost Control Commission
VIA: Nicholas R. Courson, Office of Boards and Commissions Administrator
DATE: July 9, 2018
SUBJECT: Request for a briefing on the use of park facilities' electricity at the Cost
Control Commission Meeting, Monday, August 13, 2018
Aloha Lenny,
The Cost Control Commission is requesting your presence or a representative at its next
meeting to discuss the use of park facilities' electricity specifically the park in Waimea. There
were reports that the lights are on when it's not in use. If you would like to submit any
information to the Commission for their review prior to the meeting presentation, please send it
to the office of Boards and Commissions no later than July 31, 2018. If more time is needed,
please let us know. The meeting starts at 1:30 p.m. at the Mo'ikeha Building, Meeting Room
2A/2B.
Please email Mr. Courson at ncourson@kauai.gov if you or a representative will be
able to attend our next meeting. If you have any questions please don't hesitate to call.
Mahalo.
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COUNTY OF KAUA`I
POLICY ON ELECTRONIC
OR DIGITAL SIGNATURES
AND ELECTRONIC
RECORDS
2018 EDITION
Bernard P. Carvalho Jr.
Mayor
OFFICE OF THE MAYOR
County of Kauai, State of Hawaii
4444 Rice Street, Suite 235, Lihu`e, Hawaii 96766
TEL (808) 2414900 FAX (808) 241-6877
Wallace G. Rezentes Jr.
Managing Director
Message from Mayor P. Carvalho Jr.
February 2018
Aloha!
The County of Kauai continues to make progress on our paperless initiative. This initiative has
the potential to increase productivity and security, while decreasing waste and costs. Moving
toward electronic record generation and retention, as well as approval and execution of
documents via electronic and digital signatures, are key components of the County's paperless
initiative.
Going paperless is smart. Paperless means increased accountability, simplified tracking, and
faster routing of documents. It means prevention of unauthorized tampering, as digital signatures
are encrypted and final electronic records are locked. It also means effective and accessible
backups.
Going paperless is green. Paperless means less waste in the landfill and more trees. It means
document storage can be electronic, freeing up valuable physical space. It means less paper
costs, less printing costs, less mailing and postage costs, less shredding costs, and less recycling
costs.
Please familiarize yourself with this policy and ask your supervisor if you have any questions or
concerns. This document supersedes all previous policies on this matter.
Mahalo for your commitment to making the County of Kauai the best place to work on the
beautiful Garden Island!
Mayor Bernard P. Carvalho, Jr.
R
:;yT County of Kaua'i Policy
r
0
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Policy on Electronic or Di ital Signatures and Electronic Records
COKP0021 o 1.0 , . 03/01/2018
PURPOSE:
This policy is intended to promote efficiency and save resources by providing a directive
on the use of electronic records and electronic or digital signatures at the County. The
County encourages the use of electronic records and electronic or digital signatures
whenever they can increase efficiency and save resources, so long as their use meets legal
and security requirements.
This policy identifies the requirements for maintaining records in electronic form and for
the use of electronic or digital signatures by County officers and employees.
SCOPE:
The Policy on Electronic or Digital Signatures and Electronic Records is applicable to all
officers and employees of the County of Kauai who have signature authority to execute
documents, otherwise have signatory authority for internal documents, or who are
responsible for maintaining the County's records.
BACKGROUND:
Reducing the County's reliance on paper transactions will improve information security
and sharing, allow quicker access to documents, and reduce costs and environmental
impact.
DEFINITIONS:
For purposes of this policy, the following terms have the following meanings.
"Electronic record" means a record created, generated, sent, communicated, received, or
stored by electronic means.
"Electronic signature" or "e-signature" means an electronic symbol, or process
attached to or logically associated with a record and executed or adopted by a person with
the intent to sign the record.
"Digital signature" means a type of electronic signature that is certificate -based with
private and public cryptographic keys. Validation is provided by using trusted Certificate
Authorities (CAs) or Trust Service Providers (TSPs).
COKP0021 Policy on Electronic or Digital Signatures and Electronic Records Page 3 of 7
"Record" means information that is inscribed on a tangible medium or that is stored in an
electronic or other medium and is retrievable in perceivable form.
"Signature authority" means those individuals having permission or delegated to sign
instruments, contracts, receipts or other documents on behalf of the County.
LEGISLATION:
Hawaii Revised Statute 489E et seq., Uniform Electronic Transactions
Hawaii Revised Statute 502-121 et seq., Uniform Real Property Electronic Recording
Hawaii Revised Statute § 92-30, Copy Deemed Original Record
Hawaii Revised Statute § 46-43, County Records
County of Kauai Resolution No. 2016-21
POLICY:
1. Use of Electronic Signatures and Electronic Records
Except as stated in Procedure - Section 4, when the law or County policy requires a
written signature on a document binding the County, you may use an approved digital
or electronic signature.
Except as stated in Procedure - Section 4, when the law or County policy requires a
written document, you may meet this requirement by creating and retaining an electronic
record. Electronic records are equivalent to written documents.
Except as stated in Procedure - Section 4 below, when the law or County policy requires
that a written document or record be retained in its original form, you may retain the
item as an electronic record so long as:
the electronic record is maintained in reasonable order and in a safe and
accessible place, so that it can be readily inspected or examined; and
the electronic record is legible in its electronic form; and
the electronic record is readily convertible into a legible paper copy.
If you are unsure whether a document may be signed or retained electronically, you may
consult the Office of County Attorney.
2. Accountability
Officers and employees with signature authority are equally accountable for properly and
appropriately executing documents on behalf of the County whether they sign the
document manually or electronically. Officers and employees must have signature
authority in order to execute legal documents on behalf of the County, including, but not
limited to, contracts and grant applications.
COKP0021 Policy on Electronic or Digital Signatures and Electronic Records Page 4 of 7
PROCEDURE:
1. Currently Approved Electronic Signature Services for Documents
The Information Technology Department (IT) must approve all requests by officers
and employees to use digital or electronic signature applications to ensure that they have
been authorized to sign documents on behalf of the County (i.e. that they have signature
authority).
Officers and employees with signature authority who are executing documents on behalf
of the County must use a secure certificate -based digital signature service or other
electronic signature service approved by IT.
Officers and employees who have signature authority and who want to sign documents
using an electronic or digital signature must use one of the following options:
• Adobe Sign from Adobe Systems Incorporated
• Adobe Acrobat
• Digital Document Signing Certificate issued by a Current Member of the
Adobe Approved Trust List
• an electronic workflow system that originated from another governmental
entity (e.g. the City and County Honolulu, State of Hawaii, the federal
government, etc.)
• an electronic workflow system that originated from a state judiciary or
federal judiciary electronic filing system
IT has confirmed that these applications or services provide robust authentication and
integrity for digital or electronic signatures, as well as the capability for properly
designated County officers and employees to affix and verify signatures.
2. Process for Creating, Using, and Verifying an Electronic Signature for
Documents
Any officer or employee who wishes to sign documents electronically may contact IT via
e-mail (helpdesk(@kauai.gov) for further direction. IT will either issue a document -
signing certificate for creating digital signatures or provide access to approved signature
services.
3. Approval of Other Electronic and Digital Signature Methods
The IT Manager must approve all electronic signature services used for documents to
ensure that (i) the services have appropriate procedures that can accurately attribute
electronic signatures to the individuals that created them, and (ii) the services do not
result in the remote storage of confidential or sensitive County records without proper
safeguards. County officers and employees with signature authority may use only the
COKP0021 Policy on Electronic or Digital Signatures and Electronic Records Page 5 of 7
signature methods as stated above in Procedure - Section 1, unless they have received
written permission from IT Manager to use a different signature method.
A request to the IT Manager for permission to use a different signature method should
include a rationale for the exception from the approved service; a description of the
proposed method; and an assessment of the risk involved in the method as used in the
business process (particularly if a lower standard of signature security is being asked for).
4. Exceptions to Use of Electronic Signatures and Electronic Records
Officers and employees may not use electronic signatures or electronic records when
County policies or federal or state laws (see HRS § 489E-3(b)) or regulations do not
allow their use. The following are important examples of records that cannot be signed
or retained electronically:
• wills and testamentary trusts;
• promissory notes;
• any document required to accompany any transportation or handling of hazardous
materials, pesticides or other toxic or dangerous materials;
• notices involving mortgages or leases that could lead to the loss of a primary
residence; and
• notices of the cancelation or termination of health insurance, health benefits, or
life insurance benefits.
If you are unsure whether a document may be signed or retained electronically, you may
consult the Office of the County Attorney.
5. Electronic or Digital Signatures for Internal Approvals
If you would like to use an electronic signature for approving internal documents, you
will first need to obtain approval of your chosen signature method from the County IT
Manager. Regardless of the signature method you use, your printed name and the date
must appear with your signature.
COKP0021 Policy on Electronic or Digital Signatures and Electronic Records Page 6 of 7
REFERENCE:
7Review
Nicholas R. Courson, Deputy County Attorney
Del Sherman, IT Manager
Ernest W. Barreira, Assistant Chief Procurement Officer/ Budget
Chief
Approval Bernard P. Carvalho Jr., Mayor;
Mauna Kea Trask, County Attorney;
Ken M. Shimonishi, Director of Finance;
Del Sherman, IT Manager
MODIFICATION HISTORY:
ATTACHMENTS:
Attachments listed below are included in the policy document following this section.
Name
�Purpose
COKP0021 Policy on Electronic or Digital Signatures and Electronic Records Page 7 of 7