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HomeMy WebLinkAboutMemo Budget Review Follow-Up 04-03-2020AN 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 6, 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 3, 2020 Attached are the Fiscal Year 2020-2021 Budget follow-up questions from April 3, 2020. A response by April 8, 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 Kaua‘i Emergency Management Agency (KEMA) 1. Please confirm: that you have one (1) current vacancy (Position Number 9031); that this position is funded by a Federal grant, when funded; and that this position is being $0-funded and therefore eliminated for FY 2021. If instead this position will be funded, please describe (in more than a few words) the planned recruitment effort, including the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 2. In the proposed budget, KEMA has seven (7) positions listed as “fully funded by other source” (page 173). a. Explain how funding coming from “other source” works, whether funding is guaranteed every fiscal year, and whether the County is responsible for funding any related personnel costs (social security, retirement, etc.). b. Position Number 9031 is $0-funded and Numbers 9021, 9403, and 9029 are all dollar ($1)-funded. Numbers 9030, 9032, and 9033 all do not show any information; please provide the salary information for these three (3) positions and explain whether they are filled. 3. Under “GRANT IN AID” ($0 to $60,000) (page 173), for “AMERICAN RED CROSS” ($50,000) and “CIVIL AIR PATROL” ($10,000): a. Are these two (2) line items being requested in the same amounts that were funded last year and the year before? b. Where were these funds appropriated previously? c. How and why was it determined to move the funds to KEMA? d. Does this funding supplement some of the existing work of KEMA? 4. Since the Fire Department appears to be eliminating the Community Emergency Response Team (CERT) program from their FY 2021 budget, will KEMA be able to work with the American Red Cross to utilize the pool of currently- and formerly-certified volunteers from the CERT program? Office of the Prosecuting Attorney 1. Please confirm that you have six (6) current vacancies (Position Numbers 43, 2820, 2823, 2831, 2828, and 2830). a. For all but Position Number 2830, describe (in more than a few words) the current recruitment effort for the remaining five (5) positions (Recruitment Status “Continuous” in the Vacancy Report of March 15, 2020). In your explanation, include 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 b. For Position Number 2831, confirm that this position is being $0- funded and therefore being eliminated (after having been vacant for over 1,059 days, since 04/21/2017). c. For Position Number 2830 (HR has indicated simply “No Activity”): i. Confirm that this position is also being $0-funded and therefore being eliminated. Address whether this is due to the loss of State funding (the Crime Prevention Justice Division grant) as stated in your Budget Narrative. ii. If Position Number 2830 is not being eliminated due to the loss of State funding (the Crime Prevention Justice Division grant) and another Special Investigator position is being proposed to be funded by the General Fund in order to retain the position in the Drug Nuisance Abatement Unit, please provide all the position information including position number; position name; budgeted amount; funding source; and whether the position is filled, vacant, or anticipated to become vacant. If vacant or anticipated to become vacant, describe (in more than a few words) the recruitment effort, including the date you initiated or intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 2. The proposed budget lists $117,912 for Position Number E-2903 “DEPUTY PROSECUTING ATTORNEY” (page 30). Your Budget Narrative explains that this position is crucial to the prosecution of sex crimes, but grant funds for this position are expiring on June 30, 2020. a. Is there any way the work of this position could be absorbed by the existing team of Deputy Prosecuting Attorneys? b. Alternatively, is there a combination of other, lower-paying vacant positions that could be dollar ($1)-funded for FY 2021 in order to make existing funding available? c. Describe how the job would get done if this position were not funded and provide specific information (details, funding amounts, etcetera) of what programs or services would be eliminated and how that would impact our community. 3. Provide a listing or table of all Deputy Prosecuting Attorney positions over the last four (4) years, indicating position number; position name; salary amount; funding source; and how many days, if any, each of these positions were vacant for each of the four (4) years. (Note: Both Numbers E-88 and 9091 are indicated in the proposed budget as “fully funded by other source,” but do not show salary amounts or state the funding source.) 3 Fire Department – Administration 1. Based on the Budget and Operations Synopsis, if the senior positions at the Fire Department are so critical, why is the Assistant Fire Chief position currently vacant or being temporarily assigned to a Battalion Chief? Doesn’t this create a ripple effect of one less Battalion Chief with probably someone else temporarily assigned to a higher level position to fill that position, and so on? 2. Please provide an update on the effectiveness of the methods used to reduce pension “spiking” caused by overtime, including a description of what method(s) are the most effective. If possible, show how this progress is reflected in the budget. 3. Please confirm that you have three (3) current vacancies (Position Numbers 84, 630, and 600). a. For Position Number 600, HR’s March 15, 2020 Vacancy Report indicates “Recruiting” for the position’s Recruitment Status. Describe (in more than a few words) any recruitment efforts, including when recruitment started, what stage the recruitment is currently in, and the earliest hire date and/or start date expected. b. For Position Number 630, HR’s Vacancy Report indicates “Recruited / No Apps” for Recruitment Status. Describe (in more than a few words) any new or planned recruitment efforts, including when recruitment will be started again, how long recruitment will take, and the earliest hire date and/or start date expected. c. For Position Number 84, HR’s Vacancy Report indicates “No Activity” for Recruitment Status; the position is dollar ($1)-funded in the budget and the dollar ($1)-funding is also referenced in your Budget Narrative. Confirm that the Administration’s position is that this position will remain dollar ($1)-funded (although according to your Budget Narrative you are not in support of this). d. Lastly, also confirm that Position Number E-18 has been filled (the March 15, 2020 Vacancy Report states “Selection Being Made”). Fire Department – Operations 1. Where are the recently-negotiated collective bargaining bonuses accounted for in the proposed budget? 2. Please confirm that you have five (5) current vacancies (Position Number 629, 768, 735, 773, and 762). a. Position Numbers 629 and 768 just recently became vacant. For both, describe (in more than a few words) any recruitment efforts, including when recruitment started/will start, what stage recruitment is currently in, how long recruitment should take, and the earliest hire date and/or start date expected. 4 b. For Position Numbers 735 and 773, HR’s Vacancy Report indicates “Reallocate to entry level” for Recruitment Status. Please describe (in more than a few words) any new or planned recruitment efforts, including when recruitment will be started again, how long recruitment will take, and the earliest hire date and/or start date expected. c. For Position Number 762, HR’s Vacancy Report indicates “Interviewing” for Recruitment Status. Please describe (in more than a few words) the status of the hiring, and the latest hire date and/or start date expected. 3. Under “OTHER SERVICES” ($504,140 to $562,140) (page 143), “HELICOPTER PILOT CONTRACT” has increased by $33,000 and “HELICOPTER MAINTENANCE CONTRACT” has increased by $25,000, for a total increase of $58,000. Please explain why these costs have not decreased along with the reduction of helicopter flight hours due to utilizing drones (as stated would occur in the Budget Narrative). 4. Under “EQUIPMENT” ($60,000 to $200,001) (page 146), provide a detailed explanation of “HAZMAT ID AND AREA RAE’S” ($190,000), including quantities, a breakdown of costs, and explanation of the different locations for assignment of equipment. Fire Department – Prevention 1. Please confirm that you have zero (0) current position vacancies. If instead 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, including the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 2. For Position Number 626, although HR’s Vacancy Report indicates “Recruited / No Apps” it also indicates dollar ($1)-funded. Additionally, the proposed budget and Budget Narrative indicates this position is being moved to the Ocean Safety Bureau. Please confirm that the Administration’s position is that this position will be moved (although according to your Budget Narrative you are not in support of this). Fire Department – Training 1. Please confirm that you have zero (0) current position vacancies. If instead 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, including the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 5 Fire Department – Water (Ocean) Safety 1. Please confirm that you have zero (0) current position vacancies. If instead 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, including the date you intend to initiate recruitment, how long you anticipate recruitment taking, and the earliest hire date and/or start date expected. 1. Please confirm that you have four (4) new Ocean Safety Officer I positions—two (2) for Wanini and two (2) for Nukumoi. What is the position number for the newly-created position resulting from the increased funding due to Position Number 84 in Fire – Administration being dollar ($1)-funded? Position Number 626 is the position from Fire – Prevention. Position Numbers 2543 and 2544 are former Ocean Safety Bureau (OSB) nineteen (19)-hour positions that have been increased to full-time. With these changes, is the OSB now considered fully- and adequately-staffed throughout the island? 2. Please provide more information on the four (4) Ocean Safety Officer positions that are assigned to Kē‘ē Beach. What is the “other source” that “fully funds” these positions? Does the Department anticipate this source to be available indefinitely for years to come? Can the County access this funding source for any other existing beach locations or any other beach locations where OSB does not provide lifeguards? 3. Under “PREMIUM PAY” ($80,671) (page 165), please describe “JETSKI PREMIUM” ($58,140) and “NREMT PREMIUM” ($12,480) in further detail, including how these premiums are assigned, in what amounts, and for what cost each time. Kaua‘i Police Department – Chief’s Office 1. Please explain the line item of “GRANT EMPLOYEE BENEFITS” ($57,070) (page 97). 2. Please confirm that you have twenty-eight (28) current position vacancies. Describe (in more than a few words) the current recruitment effort, for each of these that are not dollar ($1)-funded (5 positions) or $0-funded (3 positions) or recently filled (1 position). For example, explain in further detail any Recruitment Status description already provided by HR in the Vacancy Report of March 15, 2020 such as “Recruiting,” “Continuous,” “Interview/Background,” “List Established,” or other. In your explanation, provide 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. For any vacancies that are not currently in recruitment (i.e., “No Activity”), explain the date recruitment will be initiated, how long recruitment should take, and the earliest hire date and/or start date expected. 3. According to the Vacancy Report, the following three (3) positions are vacant: Position Number 353 “EMERGENCY SVCS. DISPATCHER II,” Position Number 565 “EMERGENCY SVCS. DISPATCHER I,” and Position Number 566 “EMERGENCY SVCS. DISPATCHER I.” These three positions are all noted as “*100% FULLY FUNDED BY OTHER SOURCE.” Can the County fill these three (3) vacant positions and dollar ($1)-fund three (3) other Dispatcher positions that the County is paying for with General Fund money? 6 4. The proposed budget lists five (5) positions that are dollar ($1)-funded (four (4) Police Service Officers and one (1) Background Investigator) and one (1) position partially-funded at twenty-five percent (25%) (three (3) months). Additionally, the Vacancy Report lists the recruitment status for the following seven (7) positions as either “Continuous” or “No Activity,” which has mostly meant that the vacancy is not being filled. For the following positions, explain why each is not being dollar ($1)-funded or partially-funded to less than one hundred percent (100%) (twelve (12) months), and whether these positions will be filled with new employees whose start dates occur on July 1, 2020 or sooner: POSITION NUMBER & TITLE VACANT SINCE TOTAL DAYS VACANT (as of 03/15/2020) 454, Police Officer I 07/01/2017 988 528, Police Officer I 04/01/2019 349 438, Detective 03/01/2019 380 538, Police Sergeant 06/02/2019 287 1305, Police Sergeant 05/01/2019 319 394, Police Lieutenant 02/01/2019 408 313, Emergency Services Dispatcher I 12/31/2018 440 5. The proposed budget seeks to convert Position Number 1302 from “GRANT SPECIALIST II” (FY 2019-2020, page 73) to “HOMELESS OUTREACH COORDINATOR” (page 95). Please describe how the work of the former Grant Specialist II would either be eliminated or performed by other staff. Also describe the purpose and function of the new Homeless Outreach Coordinator and where this position would fit in at KPD. Lastly, please provide a copy of the proposed new job description. 6. Under “GRANT IN AID,” please describe in detail the “HOMELESS RAPID RESPONSE INITIATIVE” ($500,000) (page 99), including a summary breakdown of how the $500,000 will be expended in FY 2021. Furthermore, given the dire financial constraints the County is up against due to the COVID-19 pandemic, please explain whether this initiative can be deferred for a year. 7. Regarding recruitment, your Budget Narrative explains that the 91st and 92nd recruit classes each resulted in eight (8) new officers. What is the anticipated size of the next recruit class that will result from the Training Academy scheduled to begin in July 2020? Kaua‘i Police Department – Administrative & Technical (A&T) Bureau 1. Under “R&M EQUIPMENT” ($171,201 to $325,380) (page 108), please provide a detailed explanation for “OFFICER SAFETY PROG. BODY-WORN CAMERAS & TASERS” ($299,880), including quantities, a cost breakdown, and description of which positions would use which equipment. 7 Kaua‘i Police Department – Prevention Bureau 1. Under “OTHER SERVICES” ($230,000 to $330,000) (page 115), “AUTOPSIES & BODY STORAGE” ($285,000), explain the large $110,000 proposed increase to the budget and provide some detail (with numbers) to further show how the costs are broken down. 2. Under “OTHER SUPPLIES” ($34,300 to $55,350) (page 120), “RAPID DNA SUPPLIES” ($32,050), provide more detail (with numbers) to further show how the costs break down further. Kaua‘i Police Department – Patrol Services Bureau 1. Under “OTHER SERVICES” ($193,550 to $355,470) (page 122), regarding “ABANDONED VEHICLE TOWS” ($125,000) and “DERELICT VEHICLE TOWS” ($135,000), please explain the large $75,000 increase to each of these line items and provide more detail (with numbers) to show how the costs are further broken down. 2. The Budget Narrative explains that five-hundred (500) vehicles were towed so far this year. Please provide a summary breakdown of how much was paid to tow those 500 vehicles. Please also provide the different rates paid for the different types of vehicles towed. Also, if the cost for towing vehicles this year has exceeded the allocated funds budgeted, please provide the source and amounts of funding that was used to cover the shortage. 3. Under “DUES AND SUBSCRIPTIONS” ($426 to $23,211) (page 122), please provide a detailed explanation for “SCHEDULING SOFTWARE LICENSE (TRAINING MAINTENANCE, 1 YEAR LICENSE FOR 260 EMPL)” ($18,720), including what this is, why this is necessary, quantities, a cost breakdown, and description of which positions would use which software.