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HomeMy WebLinkAboutMemo Budget Review Follow-Up 04-06-2020AN 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 7, 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 6, 2020 Attached are the Fiscal Year 2020-2021 Budget follow-up questions from April 6, 2020. A response by April 9, 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 Office of Economic Development 1. Please explain the “OTHER SERVICES” line item of $222,486 (page 87). What is it for and what type of expenses are anticipated? 2. Please explain the “CONSULTANT SERVICES” line item of $65,000 (page 87). What is it for and what type of expenses are anticipated? Please also provide details on how this current fiscal year’s funds ($41,000) have been or are being expended. 3. Please explain the “SPECIAL PROJECTS” line item of $60,000 (page 87). What is it for and what type of expenses are anticipated? 4. Under “GRANT IN AID,” please explain the “KEKAHA MILL REDEVELOPMENT” line item of $145,000 (page 88) in more detail. 5. Please confirm that: you only had one (1) current vacancy (Position Number E-62) (which HR’s March 15, 2020 Vacancy Report lists as “Offer Made” for recruitment status); this position has since been filled with the person having started; and there are no other vacancies. If instead you have any other vacancies or anticipated vacancies, please 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. 6. How does the proposed moving of Position Number E-61 (“ECONOMIC DEV. SPEC. IV,” page 87) to the Office of the Mayor impact your workload at OED? How will you fill any gaps created by the move, or what services or programs are you reducing or eliminating? 7. For Position Number 9219, “ECONOMIC DEV. ACCOUNTANT” (page 87), what is the “Other Source” that partially funds forty-four percent (44%) of this position? Please describe the reliability of this other source for FY 2021 and beyond, and explain whether there could be a future need for additional General Fund moneys to cover that 44% portion. 8. For Position Number 9222, “ECONOMIC DEV. SPEC. IV” (page 87), what is the “Other Source” that fully funds this position? Please describe the reliability of this other source for FY 2021 and beyond, and explain whether there could be a future need for additional General Fund moneys to cover any portion of this position. 9. For the increases to Travel, the detailed justification in your Budget Narrative is much appreciated. However, given the dire financial situation of the County due to the COVID-19 pandemic, which of the planned additional travel expenditures could you defer for a year? 2 Planning Department 1. Please confirm that you have three (3) current vacancies (Position Numbers 2008, 2001, and 2029) and respond to the following: a. Please confirm that there are no other vacancies. If there are any other vacancies or anticipated vacancies, please 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. b. For Number 2008, please confirm this position is dollar ($1)-funded for FY 2021 with no expectation of being filled. If otherwise, please explain. c. Please provide further detail than was provided in the HR Vacancy Report of March 15, 2020 for Position Numbers 2001 (“Recruiting”) and 2029 (“Continuous”), including when recruitment started, the current stage of recruitment, and the earliest hire date and/or start date expected for each. 2. For Position Number 9754, “PLANNER IV” (page 80), what is the “Other Source” that partially funds twenty percent (20%) of this position? Please describe the reliability of this other source for FY 2021 and beyond, and explain whether there could be a future need for additional General Fund moneys to cover that 20% portion. 3. For Position Numbers 2021, “LAND USE PERMIT TECHNICIAN,” 2017, “ACCOUNT CLERK,” 2020, “CZM ENFORCEMENT OFFICER,” 2019, “PLANNER II,” and 10232, “PLANNING INSPECTOR III” (page 80), what are the “Other Source[(s)]” that fully fund these positions? Please describe the reliability of these other sources for FY 2021 and beyond, and explain whether there could be a future need for additional General Fund moneys to cover any portion of these positions. 4. Under “CONSULTANT SERVICES” ($163,905 to $167,123) (page 81), please provide more detail on “UH SEA GRANT-GRANT SERVICES” ($167,122). Please also provide details on how this current fiscal year’s funds ($163,905) have been or are being expended. 5. Thank you for sharing your encouraging successes in your Budget Narrative on “Enforcement Procedures Solidified and Implemented” about the emphasis and resources directed to transient vacation rental (TVR) enforcement. Please respond to the following: a. Please provide a brief, detailed summary report of all cases including the type and location of each violation. For each unresolved case, please include fines charged (if any), and for each resolved case, please include fines collected (if any). 3 b. Because the Council has expressed this as an area of importance for quite some time, and because the Council currently in the budget process, now would be the appropriate time for you to request a new, second employee to complement the work of the existing Position Number 10231, “TVR PERMIT ENFORCEMENT RES SPEC.” Please explain whether: your Department could benefit from an additional position, the new position would also be funded by “Other Source,” and creating the new position would require Council support and/or action. Department of Finance – Administration 1. What does the “DRONE LIABILITY” line item of $25,577 (page 36) cover? 2. Is the $50,000 for “KUKUIOLONO TANK SITE REMEDIATION” (page 38) an ongoing cost or just not going to be started in fiscal year 2020? 3. 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, please 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. 4. Regarding “LIABILITY INSURANCE” ($673,960 to $811,238) (page 36), please respond to the following: Is there any way to avoid the large increase in premium anticipated? Does the County ask for quotes from multiple insurance brokers with each renewal? If so, was this the lowest quote? If not, could the County seek additional quotes to try and secure similar coverage for a lower rate? Lastly, if the County considers lowering the coverage what would the risk be (please quantify if possible)? 5. Under “LIABILITY INSURANCE” (page 36), “LIFEGUARD LIABILITY” ($148,164), please respond to the following: What is this? Is it required by law? How much? Can it be reduced? How has this expense item changed over the last three (3) years? Please share the details on any similar expense item for Police and/or Fire. 6. Regarding “PROPERTY INSURANCE” ($528,378 to $808,841) (page 36), please respond to the following: Is there any way to avoid the large increase in premium anticipated? Does the County ask for quotes from multiple insurance brokers with each renewal? If so, was this the lowest quote? If not, could the County seek additional quotes to try and secure similar coverage for a lower rate? Lastly, if the County considers lowering the coverage what would the risk be (please quantify if possible)? 7. Under “GENERAL LIABILITY” ($735,001 to $960,000) (page 37), please explain the drop from $735,001 in FY 2020 to $600,000 in FY 2021 (excluding the $360,000 for “PUHI METALS RECYCLING – SOIL TESTING” that was moved over from Public Works this year)? Please also provide a breakdown or summary of the “PUHI METALS RECYCLING – SOIL TESTING” ($360,000) expenditure including a schedule of when and how it will be expended throughout FY 2021. 4 8. Under “SPECIAL PROJECTS” ($1,363,001 to $1,604,001) (page 37), the various proposals and $191,000 increase for the Kaua‘i Humane Society (KHS) may need to be reconsidered as the County begins to face drastic and devastating fiscal impacts from the COVID-19 pandemic. Please respond to the following: a. In particular, please reconsider the funding for “FERAL CAT CONTROL” ($50,000). (The Budget Narrative use of wording “since scope is not negotiable, we have to succumb to their monetary demands” sounds more extreme now.) b. Please provide a listing of what services are mandated by the Hawai‘i Revised Statutes (HRS) and the Kaua‘i County Charter, as well as a price listing of what KHS is currently charging for each of those services. c. Is it possible to seek any amount of funding from the State to assist with the expenses for the items that are mandated by the HRS? 9. Please also provide a listing of what services are mandated by the United States Fish and Wildlife Service, as well as a budget-forecasted pricing list of each of the services proposed to be provided by a newly-hired third-party vendor. Is it possible to seek any amount of funding from the U.S. Fish and Wildlife Service to assist with the expenses for the items they mandate? What about other Federal Government funding sources? 10. Lastly, can the County apply for State and Federal grants to help with these expenditures? If KHS is applying directly to the State and Federal governments for funding, can the County ask that they allocate those funds to help cover these costs? Department of Finance – Accounting 1. Please confirm that you have one (1) current vacancy (Position Number 105) (Recruitment Status “Possible Reorganization” in HR’s March 15, 2020 Vacancy Report). a. 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. b. Please also confirm that there are no other vacancies. If you have any other vacancies or anticipated vacancies, please 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. Under “OTHER SERVICES” ($136,400) (page 42), please describe “CITY AND COUNTY HONOLULU-DR.LIC COMPUTER USAGE” ($98,400) in further detail. What is this the most cost-effective way to do this? If this has to do with Driver Licensing, why is this item not listed in their Division’s budget and covered by their revenues? 5 3. Regarding “INDIRECT COSTS/CENTRAL SE” ($2,680,000) (page 42), please provide some detailed information of how much the County has been saving over the years in electricity costs because of photovoltaic solar. Department of Finance – Information Technology 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, please 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. Regarding “DUES AND SUBSCRIPTIONS” ($956,177 to $1,366,177) (page 47), please provide a justification for this $410,000 increase. How much of this is absolutely necessary and how much of this can be deferred at least for this year? Department of Finance – Treasury 1. Please confirm that you have one (1) current vacancy (Position Number 235) (Recruitment Status “Interviews” in HR’s March 15, 2020 Vacancy Report). a. Please explain whether you have made a job offer and provide the earliest hire date and/or start date expected. b. Please also confirm that there are no other vacancies. If you have any other vacancies or anticipated vacancies, please 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. Department of Finance – Driver Licensing 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, please 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 Numbers 243, “MOTOR VEHICLE PROGRAM TECH,” 251, “DRIVER LICENSE CLERK II,” 238, “DRIVER LICENSE EXAMINER,” 252, “MOTOR VEHICLE CONTROL INSPECTOR,” 250, “MOTOR VEH FIN RESPONSIBILITY CLERK,” and 247, “DRIVER LICENSE CLERK I” (page 54), what are the “Other Source[(s)]” that fully fund these positions? Please describe the reliability of these other sources for FY 2021 and beyond, and explain whether there could be a future need for additional General Fund moneys to cover any portion of these positions. 6 Department of Finance – Motor Vehicle Registration 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, please 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 Numbers 278, “SENIOR CLERK” and 228, “VEH. TITLES AND REGISTRATION TECH.” (page 58), what are the “Other Source[(s)]” that fully fund these positions? Please describe the reliability of these other sources for FY 2021 and beyond, and explain whether there could be a future need for additional General Fund moneys to cover any portion of these positions. Department of Finance – Real Property Assessment 1. Please confirm that you have two (2) current vacancies (Position Numbers 274 and 2108). Please explain in further detail the Recruitment Status description provided in the HR Vacancy Report of March 15, 2020 (“No Applicants” for Number 274 and “No Activity” for Number 2108). Please explain when recruitment was or will be started again, the current stage of recruitment, and the earliest hire date and/or start date expected for each. 2. Regarding the newly-proposed dollar ($1)-funded position (“COMPLIANCE OFFICER,” page 62), please provide the position number and name (if other than “Compliance Officer”) and explain when you expect to begin utilizing this position and where you anticipate obtaining the funding. Department of Finance – Real Property Collections 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, please 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. Department of Finance – Purchasing 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, please 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.