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HomeMy WebLinkAboutMemo Budget Review Follow-Up 04-02-2020AN EQUAL OPPORTUNITY EMPLOYER COUNTY COUNCIL OFFICE OF THE COUNTY CLERK Arryl Kaneshiro, Chair Ross Kagawa, Vice Chair Jade K. Fountain-Tanigawa, County Clerk Arthur Brun Scott K. Sato, Deputy County Clerk Mason K. Chock Felicia Cowden Luke A. Evslin Telephone: (808) 241-4188 KipuKai Kuali‘i Facsimile: (808) 241-6349 E-mail: cokcouncil@kauai.gov Council Services Division 4396 Rice Street, Suite 209 Līhu‘e, Kaua‘i, Hawai‘i 96766 MEMORANDUM April 3, 2020 TO: Reiko Matsuyama, Director of Finance Ken M. Shimonishi, Budget Administrator FROM: Arryl Kaneshiro, Committee of the Whole Chair RE: FISCAL YEAR 2020-2021 BUDGET FOLLOW-UP QUESTIONS FOR APRIL 2, 2020 Attached are the Fiscal Year 2020-2021 Budget follow-up questions from April 2, 2020. A response by April 6, 2020 is requested. Should you need additional time to respond, please notify Council Services Staff and keep in mind that the Council will need the responses in advance of the Council’s Decision-Making process. Should you have any questions, please feel free to contact me or Council Services Staff at 241-4188. JA:ss Attachment cc: Michael A. Dahilig, Managing Director Fiscal Year 2020-2021 Budget File 1 Department of Parks & Recreation – Administration 1. Please confirm that you have zero (0) current position vacancies. However, if you have any current vacancies or anticipate any positions to become vacant soon, describe (in more than a few words) the planned recruitment effort for each position. In addition, explain the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 2. Under “R&M BUILDING” ($602,400 to $3,245,000) (page 201), which of these projects can be deferred until next year and therefore, what could be the total budget savings from the proposed increase of $2,642,600? Department of Parks & Recreation – Fiscal 1. Please confirm that you have four (4) current vacancies (Position Numbers 1211, 1878, 1212, and 1877). Describe (in more than a few words) the current recruitment effort, if any, for each. For example, explain in further detail the Recruitment Status description that has already been provided by Human Resources in the Vacancy Report of March 15, 2020 such as “Recruiting,” “Continuous,” “Interview / Background,” “List Established,” or other. In your explanation, address the important details, such as when recruitment started, the stage that the recruitment is currently in, and the earliest hire date and/or start date expected. a. Your Budget Narrative references that you met with HR and are looking at potential options to make these jobs “more attractive.” Please share what those options are. b. For Position Number 1877, why is this specific vacant position budgeted at $42,078 - $3,198 higher than the other three identical positions budgeted at $38,880? 2. Please explain what “Rectrac Software” is and how it benefits the County. Department of Parks & Recreation – Planning & Development 1. Please confirm that you have zero (0) current position vacancies. However, if you have any current vacancies or anticipate any positions to become vacant soon, describe (in more than a few words) the planned recruitment effort for each position. In addition, address the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. Department of Parks & Recreation – Recreation 1. Please confirm that you have two (2) current vacancies (Position Numbers 1895 and 10471). For Position Number 1895, because HR has indicated Recruitment Status as “No Activity” (see Vacancy Report of March 15, 2020), explain the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. For Position Number 10471 (“Continuous”), describe (in more than a few words) the current recruitment effort, address the important details, such as when recruitment started, what stage the recruitment is currently in, and the earliest hire date and/or start date expected. 2 2. How would the loss of Position Number 1652, “RECREATION LEADER III” (salary not listed) (page 211), which is proposed to be moved to the Wailua Golf Course and changed to “SPECIAL ASST TO THE PARKS DIR-WGC” ($90,000) (page 354), impact your workload? How would you fill any gaps created by the move? Please explain the position responsibilities of this new position and how will it benefit the Wailua Golf Course? 3. Regarding new positions, your Budget Narrative references a “Permit Coordinator” and in the proposed budget there is a position listed as “NEW PROGRAM COORDINATOR” ($47,946) (page 211). Is this the same position? Given the dire fiscal situation the County is likely to be in due to COVID-19, would you consider deferring this new position for now and perhaps getting assistance for park facilities permits from whomever currently handles our camping permits, or having other employees assist? Department of Parks & Recreation – Facilities Maintenance 1. Please confirm that you have seven (7) current vacancies (Position Numbers 1540, 1541, 1868, 1543, 1545, 1058, and 1559). Describe (in more than a few words) the current recruitment effort, if any, for each position. For example, explain in further detail the Recruitment Status description already provided by HR in the Vacancy Report of March 15, 2020 such as “No Activity,” “Continuous,” “Offer Made,” “List Established,” or other. In your explanation, address the important details, such as when recruitment started, what stage the recruitment is currently in, and the earliest hire date and/or start date expected. a. Your Budget Narrative describes Position Numbers 1540, 1541, and 1868 as challenging and hard to fill and references your meeting with HR regarding potential options to make these jobs “more attractive.” Please share what those options are. b. For Position Numbers 1541, 1545, and 1058, these positions were all budgeted at fifty percent (50%) in last year’s budget because they were anticipated to remain vacant beyond the July 1st beginning of the new fiscal year. Will you again consider budgeting at less than 100% if you anticipate the same, based on how recruitment is or is not progressing? If so, what percentage below one hundred percent (100%) for each would be appropriate? 2. Under “LEASED” ($118,223 to $148,623) (page 221), would you consider saving $30,400 by delaying “1ST OF 5 YEAR LEASE 3 VEH. ($142,000 @ 2.25%/YR)” or is replacement critical this year? 3. Should the “SRF LOAN PAYABLE – ISLANDWIDE CESSPOOL CONVERSION” be referenced as year “15TH YR OF 20 YR. TERM?” Department of Parks & Recreation – Parks Maintenance 1. Please confirm that you have eight (8) current vacancies (Position Number 1986, 1672, 1668, 1673, 1667, 1669, 1670, and 1671). Describe (in more than a few words) the current recruitment effort, if any, for each. For example, explain in further detail the Recruitment Status description already provided by HR in the Vacancy Report of March 15, 2020 such as “Recruiting,” “Reorganization,” “Interview,” “List Established,” or other. In your explanation, address the important details, such as when recruitment started, what stage the recruitment is currently in, and the earliest hire date and/or start date expected. 3 a. For Position Numbers 1668, 1673, 1669, 1670, and 1671, these positions were all budgeted at fifty percent (50%) in last year’s budget because they were anticipated to remain vacant beyond the July 1st beginning of the new fiscal year. Your Budget Narrative states that all six (6) new park maintenance positions approved by the Council last year would be filled by the end of Fiscal Year 2019-2020. Based on how recruitment is currently going, please provide the earliest hire date and/or start date expected for all six (6) positions. b. Please also provide the budget information (position number, position name, and budgeted salary amount) for the sixth position, which is not listed in the vacancy report. 2. Under “LEASED” ($127,211 to $206,711) (page 229), would you consider saving $79,500 by delaying “1ST OF 5 YEAR LEASE 8 VEH” or is the replacement critical this year? 3. Under “LEASED” ($252,161 to $334,461) (page 229), would you consider saving $37,400 and $44,900 by delaying “REPL. #486 BACKHOE - $175,000 @ 2.25%/YR” and “NEW PUMPER TRUCK FOR SEPTIC SYSTEMS (HANALEI/HAENA AREAS) $210,000 @ 2.25%/YR” or is the replacement critical this year? Department of Parks & Recreation – Beautification 1. Please confirm that you have zero (0) current position vacancies. However, if you have any current vacancies or anticipate any positions to become vacant soon, describe (in more than a few words) the planned recruitment effort for each position. Explain the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. Department of Parks & Recreation – Convention Hall 1. “REPLACEMENT OF PIPES ON TOP OF THEATRE” for $25,000 appears in both the Convention Hall budget and the Parks Improvement and Maintenance Revolving Fund. Should that amount be in both places for a total project cost of $50,000? Or is this listed twice in error? Office of the County Attorney 1. Please confirm that you have two (2) current vacancies (Position Numbers E-68 and 123) and describe (in more than a few words) the following: a. For Position Number E-68 (Recruitment Status “Continuous” in the Vacancy Report of March 15, 2020), explain your recruitment efforts, including important details such as when recruitment started, what stage the recruitment is currently in, and the earliest hire date and/or start date expected. b. For Position Number 123 (“No Activity”), please explain the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 4 2. Your Budget Narrative references your office having to provide continued legal services with the vacancies of five (5) attorney’s this year. Provide an estimate of how much has already been saved in attorney salaries this year. In addition, please provide those salary savings alongside the increases to Special Counsel expenses for this year? 3. For line item “SPECIAL COUNSEL” ($290,000 to $500,000) (page 26), please explain why this large increase would still be needed in the new fiscal year when all five (5) of your attorney vacancies are now filled? 4. Under “DUES & SUBSCRIPTIONS” ($52,255 to $102,255) (page 26), please explain: a. What is “WESTLAW CONTRACT NO. 9423” ($32,677)? b. What is “CONTRACT AUTOMATION” ($50,000)? Your Budget Narrative stated that this is: to be used by all departments; supported by the Purchasing Division; and a one-time, non-recurring expense. Please explain why this is so expensive, as it simply sounds like the sharing of quality legal contract templates (which the County should be able to access for much less than $50,000). Department of Liquor Control 1. Please confirm that you have zero (0) current position vacancies. However, if you have any current vacancies or anticipate any positions to become vacant soon, describe (in more than a few words) the planned recruitment effort for each. Explain the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 2. You show a new position in the proposed budget “SR CLERK” ($34,608) and in your Budget Narrative you simply state “addition of new Senior Clerk position” and nothing further. Describe why this new position is being proposed, including whether there is an existing or anticipated increase in workload, and whether this position is being transferred or moved from somewhere else in the County. Lastly, describe (in more than a few words) the planned recruitment effort for this position, including the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 3. In your narrative you simply stated “None” under the heading of “Operations Challenges.” Now that the County is faced with the challenges of COVID-19 and the projected dire fiscal impact on the County’s budget, please describe what your operational and other challenges may be today and going forward. Also, if possible, provide an estimate of any anticipated losses in liquor license fees and any other revenues specific to your department. 4. Your Budget Narrative lists a FY 2020 highlight: “completed compliance checks” with UH for the first time since 2016. How often is this supposed to be completed in order to conform to best practices? If the County is falling short of best practices in completing these compliance checks, what would it take to improve to get there? 5 5. Regarding “TRAINING” ($12,000 to $12,000) (page 299), the five (5)-year history of your training line item is 2017 - $1,274; 2018 - $1,428; 2019 - $0; 2020 - $12,000; 2021 - $12,000. The only detail listed for the $12,000 expense line item is “Safety Equipment Training.” Describe this in more detail, including who and how many people are being trained, on what topics, how often, and how many training sessions, with cost breakdowns. Lastly, why is this expense included in FY 2020 and FY 2021 budgets, but not the three (3) budgets prior? 6. Your Budget Narrative lists a FY 2020 highlight: “sent staff and commissioners to valuable training and conferences.” The budget shows the following: “AIRFARE, GENERAL” ($32,245 to $38,445) (page 300); “PER DIEM, GENERAL” ($53,200 to $59,457) (page 301); and “OTHER TRAVEL, GENERAL” ($17,950 to $22,600) (page 301). All three total $120,502 for FY 2021. Now that the County is faced with the challenges of COVID-19 and the projected dire fiscal impact on the County’s budget, how much of these line items can you cut out from this budget? 7. Under “MONTHLY AUTO ALLOWANCE” ($32,000 to $32,000) (page 299), the detail provided is “5 INVESTIGATORS @ $500/MO.” Is this a math error or is there another reason, not mentioned, for the additional $2,000? Please explain, and correct if necessary.