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HomeMy WebLinkAboutMemo Budget Review Follow-Up 04-07-2020AN 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 8, 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 7, 2020 Attached are the Fiscal Year 2020-2021 Budget follow-up questions from April 7, 2020. A response by April 10, 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 Agency on Elderly Affairs 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 137, “PROGRAM SPECIALIST I” and 134, “PROGRAM SUPPORT TECHNICIAN II” (page 242): a. What are the “Other Source[(s)]” that partially fund these positions at fifty percent (50%)? 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. b. Please evaluate and report your results on whether the fifty percent (50%) portion that is paid by the General Fund for Position Numbers 137 and 134 could also be paid by the “Other Source[(s)]” that currently pay for 50%, thereby bringing the General Fund portion down to zero ($0). 3. For Position Numbers 146, “DEPARTMENTAL ACCTG TECHNICIAN II,” 136, “PROGRAM SUPPORT TECHNICIAN II,” 148, “PROGRAM SPECIALIST II,” 9557, “PROGRAM SPECIALIST II,” and 9558, “PROGRAM COORDINATOR” (page 242), 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. Please evaluate and report your results on whether any of the other ten (10) positions in the Agency on Elderly Affairs that are currently funded by the General Fund could be funded, even in part, by any of the above-referenced “Other Sources” in order to reduce the General Fund budget. Transportation Agency – General Fund Administration / General Fund Operations / Highway Fund Administration / Highway Fund Operations / G.E. Tax Fund Operations 1. Please confirm that you have eight (8) current vacancies (Position Numbers 9334, 9424, 9394, 9314, 9441, 9348, 9410, and 9315). a. Please describe (in more than a few words) the current recruitment effort, if any, for each. For Number 9334, please confirm that someone has been hired and provide their start date. For Numbers 9424, 9394, 9314, 9441, 9348, 9410, and 9315, please explain in further detail any Recruitment Status description already provided by HR in the Vacancy Report of March 15, 2020 (e.g., “No Activity,” “List Referred,” “Re-recruit,” or other). In your explanation, please explain when recruitment started (or will start), the current stage of recruitment, and the earliest hire date and/or start date expected for each. 2 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. Is it possible for the five (5) positions that are ten percent (10%)-funded by the General Fund and ninety percent (90%)-funded by the Highway Fund (page 250) to be one hundred (100%)-funded by the Highway Fund? If not, why not? 3. Is it possible for the seven (7) positions that are ten percent (10%)-funded by the General Fund and ninety percent (90%)-funded by the G.E. Tax Fund (page 252) to be one hundred (100%)-funded by the G.E. Tax Fund? If not, why not? 4. Is it possible for Position Number 1969, “MECHANIC HELPER,” which is fifty percent (50%)-funded by the General Fund and fifty percent (50%)- funded by the G.E. Tax Fund (page 250) to be one hundred (100%)-funded by the G.E. Tax Fund? If not, why not? 5. Regarding “ADVERTISING” ($10,000 to $20,000) (page 280): a. Please provide a breakdown summary of how these funds are intended to be expended between the stated purposes: “VARIOUS PROMOTIONAL TOPICS (RADIO/ADS, FREE BUS PASSES, GIFT CERTIFICATES) AND PROMOTIONAL ITEMS.” b. Please also provide a similar summary breakdown for the $10,000 in this current FY 2020. c. How does the County currently distribute promotional free bus passes? How many does the County give out, of each type, and at what cost to the County? Who is eligible to receive the passes? Who were the recipients in this current fiscal year? d. Would your agency be able to increase this line item to $45,000 instead of $20,000 and designate the additional $25,000 to a promotional free bus pass program that, in addition to giving out passes to individuals, also gives passes to existing nonprofit partners such as Easter Seals and Catholic Charities? (For example, passes could be given out on a “Buy [X amount], get [Y amount]” basis, such as “Buy 5 Annual Bus Passes, Get 1 Free” with a maximum of ten (10) free per nonprofit; “Buy 3 Monthly Bus Passes, Get 1 Free” with a maximum of one hundred (100) free per nonprofit; and “Buy 2 Daily Bus Passes, Get 1 Free” with a maximum of one hundred (100) free per nonprofit. There would be an upper limit of $25,000 budgeted for the program and it would be on a first-come, first-served basis. A last recommendation would be to make these passes available to the community nonprofit partners before making them available to State agencies or programs.) 3 6. Regarding “AUTOMOBILES” ($650,000) (page 281), please provide a replacement schedule to show which vehicles will be replaced with this funding, which vehicles have already been replaced in the prior year or so, and which vehicles will have to wait during this funding cycle. 7. Regarding “AUTOMOBILES” ($35,000 to $1,035,000) (page 292), please provide a replacement schedule to show which vehicles will be replaced with this funding, which vehicles have already been replaced in the prior year or so, and which vehicles will have to wait during this funding cycle. 8. Please provide more information on “(2) LIGHT DUTY SUPPORT VEHICLES” ($35,000) (page 292) including whether they are replacements. If they are new, please explain the need for these vehicles. 9. Regarding “LEASED” ($332,223 to $321,969) (page 292), please provide a listing of the five (5) vehicles, with the year, make, model, and lease price for each. 10. Regarding “R&M BUILDING” ($107,000 to $236,627) (page 296), please provide a detailed summary breakdown of the plans and costs for “BASEYARD, OFFICE ROOF & GUTTER REPAIRS” ($170,000). Housing Agency 1. Please explain the benefits and what the County can expect with the $5,000,000 in the Housing Revolving Fund? 2. Please confirm that you have four (4) current vacancies (Position Numbers 9565, 9662, 9663, and 9664. a. Please describe (in more than a few words) the current recruitment effort, if any, for each. For example, please explain in further detail any Recruitment Status description already provided by HR in the Vacancy Report of March 15, 2020, such as “Recent Vacancy” or “Recruiting” or “Funding in 2021.” In your explanation, please include when recruitment started (or will start), the current stage of recruitment, 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. 3. Why is Position Number 9565, “SENIOR CLERK,” (page 245) funded by the General Fund? In the past it was fully funded by another source and the vacancy report says “Funding in 2021.” 4 4. Your budget proposes the creation of a new dollar ($1)-funded position, “HSG ASSISTANCE SPECIALIST III” (page 245). Please describe how you intend to use this position, when you intend to fill it, and where you will find the funding when that time comes. 5. Please confirm that the Section 8 Voucher program is the “Other Source” that partially funds Position Numbers 9547 (at 10%), 9548 (90%), and 9662 (50%); describe its reliability for FY 2021 and beyond; explain whether there could be a future need for additional General Fund moneys to cover any portion of these positions, and explain whether each of these three (3) positions that are partially funded by Section 8 Voucher could be fully funded instead. If not, why not? 6. Please confirm that the Section 8 Voucher program is the “Other Source” that fully funds Position Numbers 9656, 9544, 9539, 9660, and 9657; describe its reliability for FY 2021 and beyond; and explain whether there could be a future need for General Fund moneys to cover any portion of these positions. 7. Please confirm that the Section 8 Voucher program and the HOME Investment Partnerships Program (HOME) is the “Other Source” that fully funds Position Numbers 9654, 9553, and 9545; describe its reliability for FY 2021 and beyond; and explain whether there could be a future need for General Fund moneys to cover any portion of these positions. 8. Please confirm that the Community Development Block Grant (CDBG) is the “Other Source” that fully funds Position Number 9664; describe its reliability for FY 2021 and beyond; and explain whether there could be a future need for General Fund moneys to cover any portion of this position. 9. Please confirm that the Community Development Block Grant – Disaster Recovery (CDBG-DR) is the “Other Source” that fully funds Position Number 9552; describe its reliability for FY 2021 and beyond; and explain whether there could be a future need for General Fund moneys to cover any portion of this position. 10. Please provide any instances where Section 8 Voucher, HOME, CDBG, or CDBG-DR funds could be used to pay for any portion of positions currently paid with General Funds. For each fund, if not, why not? 11. Under “SPECIAL PROJECTS” ($12,000) (page 246), please provide a breakdown of the expenditures for “HALE KOKUA – ANNUAL DRUG SUMMIT” ($10,000) including a justification for what seems like a high cost. How many participants are expected? How much will be spent on out-of-town presenters or guests? How much will be spent on refreshments? Do you need to pay for space or are you utilizing County space for free? 12. Under “GRANT IN AID” ($10,000) (page 246), please provide a breakdown of the expenditures for “HALE KOKUA – COMMUNITY GRANTS” ($10,000). How many different grants will be awarded and in what amounts? Please also provide a list of expenditures (different grants) for FY 2020 ($10,000). 5 13. Under “R&M BUILDING” ($20,000) (page 246), thank you for the breakdown of expenditures for “WAIMEA THEATER” ($20,000). How long has the County been funding this? What is the justification for County funding, as this is not a County facility? Would not this expense be more appropriately placed in the Office of Economic Development? Why is it not placed there? 14. Under “OTHER SERVICES” ($69,000 to $68,500) (page 246), please explain what “DURF LOAN SERVICING FEE” ($65,000) is and what measurable benefit the County receives. 15. Regarding Life’s Choices, please describe “Anticipated Admin-Annual Grant” ($110,000) (page 383). Is this new funding? Is it coming from a grant outside the County? Please provide more detailed information. 16. Regarding “SPECIAL PROJECTS” ($485,000 to $645,000) (page 340), please describe and provide more detail on “KILAUEA: ALA MUKU PLACE FEASIBILITY STUDY” ($175,000) and “PUHI: KAHUA HO‘OULU FEASIBILITY & PRE-DEVELOPMENT” ($350,000). Please include the number of anticipated units with a breakdown by income ranges for each. 17. Please describe and provide more detail on the Homebuyer Loan Program, including the number of people served in the past and the expected increase in numbers to be served in the future with the increased funding. 18. Regarding “SPECIAL PROJECTS” ($4,200,000 to $5,000,000) (page 360), please provide a summary breakdown of anticipated expenditures for FY 2021 and past expenditures for FY 2020 ($4,200,000), FY 2019 ($2,616,491), and FY 2018 ($308,587).