HomeMy WebLinkAbout04/02/2019 CIP Budget - All Other Departments CIP Budget—All Other Departments
Honorable Arthur Brun (present 9:02 a.m. to 11:47 a.m.)
Honorable Mason K. Chock
Honorable Felicia Cowden
Honorable Luke A. Evslin
Honorable KipuKai Kuali`i (present at 9:04 a.m.)
Honorable Arryl Kaneshiro
Excused: Honorable Ross Kagawa
The Committee reconvened on April 2, 2019 at 9:01 a.m., and proceeded as follows:
Committee Chair Kaneshiro: Good morning. I would like to call back to order
the Committee of the Whole and the Fiscal Year 2019-2020 Departmental Budget Reviews.
On the schedule today, April 2, 2019, we will be hearing from the remaining Departments
and Agencies with their Capital Improvement Projects (CIP). As we do each morning, we
will take public testimony. Is there anyone in the audience wishing to testify?
There being no objections, the rules were suspended to take public testimony.
There being no one present to provide testimony, the meeting was called back to
order and proceeded as follows:
Committee Chair Kaneshiro: Seeing none, for today's CIP discussion I will ask,
and we do have the list of CIP projects, we are going to go through each Department. As we
are done with a Department, then that Department can leave. It is just to be more efficient
so everyone does not have to sit here all day. With that, I will give it over to you, Wade. If
you want to explain the projects or have the Department Head explain the projects.
(Councilmember Brun was noted as present.)
Committee Chair Kaneshiro: I think we will just go down the list through the
items, just a brief overview of what it is, and if we have any questions, we will ask the
questions there. If not, we will just move on.
WADE LORD, Executive Assistant to the Mayor: Okay, great, Committee
Chair Kaneshiro. I will let the Department Heads describe their projects to you. Just for a
couple of administrative items, you will see throughout the spreadsheets, it almost looks like
duplications; there will be second entries and in some cases, even a third entry with the same
project title. The reason for that was to sort of show you where the various buckets of moneys
that fund a project. If there are two (2) or three (3) different funding sources, they would all
be listed separately.
(Councilmember Kuali`i was noted as present.)
Councilmember Cowden: Okay.
Mr. Lord: So that is what we are trying to do is show you, for
transparency sake, that so you do not have to look through and see them here and then later
on see them somewhere else. With that, I will go ahead and turn this over to Kilipaki
Vaughan, our Acting Fire Chief now.
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KILIPAKI K. F. VAUGHAN, Acting Fire Chief: Good morning. Thank you, Wade.
Mr. Lord: Good morning.
Mr. Vaughan: Good morning, Council Chair Kaneshiro and
members. Kilipaki Vaughan, Deputy Fire Chief, for the record. Thank you for the
opportunity to present our CIP projects here on the worksheet that is provided before you.
You will see basically, three (3) different projects. There are kind of five (5) listed, but there
are three (3) altogether. The first three (3) are compressed all together as the helicopter
hangar that you folks have helped approve through this last process. I want to thank you,
first off, for approving the extra money to help us protect our extremely valuable asset. The
helicopter hangar, we are waiting for that final building design. I believe it is going to be out
to bid before the fiscal year ends, so it is really again, to protect our asset. It is an investment
by the County on an essential tool for helping the public and it also actually helps provide
life-safety for our own personnel. If there are no further questions on that...
Committee Chair Kaneshiro: Are there any questions from the members on the
helicopter hangar and helicopter hangar pad? No questions. Move on.
Mr. Lord: Just to add to that, they are ready to go for permit.
Mr. Vaughan: Okay. I am going to skip to the KOloa Fire Station
Improvements at the very bottom there. This is something that has been hanging in the CIP
for a few years. We want to try to spend the money down to start readjusting some facility
improvements for the Koloa Fire Station. Back in 2017, we got our first aerial apparatus on
the island of Kauai. It was a grant provided through a grant award for $793,000. We went
out to bid for a couple different models of trucks out there ranging from $790,000 to about
$1,600,000. We went with the lowest bid and the most feasible one, the shortest apparatus.
We realized that the apparatus does not fit the existing station that has been there for many
years, so we need to do some adjustments. We have some ideas. We will try to find a
consultant and do some design on it that would take into account, some electric vehicle (EV)
type of concepts or solar photovoltaic garage mount type of ideas. If there is any further
questions, I would be happy to entertain them.
Committee Chair Kaneshiro: Councilmember Evslin and then Councilmember
Cowden.
Councilmember Evslin: Thank you for that explanation. Is the truck
siting outside or half outside right now? How does that work?
Mr. Vaughan: It is just outside of the rim of the garage doors
coming down. We want to be able to protect it. There is a little bit of weather coming in from
the book door that helps to protect our ladder force. That is kind of how it is now. It just
does not fit exactly within those preexisting facility.
Councilmember Evslin: Does that also create a security concern for the
building that the garage door is open?
Mr. Vaughan: Yes, it does. If we leave the bay doors open, it will
create security issues for equipment that is in the bay as well as access to the fire station.
Councilmember Evslin: Okay. Thank you.
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Committee Chair Kaneshiro: But do you not have people there
twenty-four/seven (24/7) anyways?
Mr. Vaughan: For the most part, unless we are out on a call. We
have some locked doors here and there, but at the same time, we like to protect the
investment as well. It was a $793,000 grant award.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Is this $800 ,000 fire truck a different type of fire
truck than rest that we have in the fleet?
Mr. Vaughan: Thank you for the question. Yes, this ladder fort
is the first aerial apparatus on Kaua`i. It is the first time we have ever had a ladder truck
located in Koloa, which is the high-rise district. I believe there are fourteen (14) resorts on
the island of the Kaua`i, and KOloa houses a majority of those.
Councilmember Cowden: How high can that ladder go? Is it to the fourth
floor?
Mr. Vaughan: It should reach the fourth floor. It is
seventy-eight (78) feet in reach.
Councilmember Cowden: Wow, that is good to know. Then, out of curiosity,
Koloa looks like one of our older fire stations. Is that correct?
Mr. Vaughan: KO loa is actually one of our newer fire stations in
many ways.
Councilmember Cowden: Oh, really? How old is it?
Mr. Vaughan: I do not have the answer for you right now.
Councilmember Cowden: Is it, what (20) years?
Mr. Vaughan: Probably about twenty (20) years old.
Councilmember Cowden: Okay. Alright. Is this $200,000 going to somehow
be able to create a door that is going to be able to close and keep it protected?
Mr. Vaughan: Yes.
Councilmember Cowden: Okay.
Mr. Lord: Just to add to that, it probably will be for design
work. There will be additional costs that will be needed, additional funding to do the
construction.
Councilmember Cowden: Okay, because it seems like actually, a really good
change, to add two (2) more feet on to the building or something like that.
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Mr. Lord: It is. It is structural work and there will be
electrical involved as well.
Councilmember Cowden: So the $200,000 is just the design?
Mr. Lord: Originally, I think it was a—I was not here, but
my understanding was that it was a project for maintenance, roofing, and painting. So now,
we are repurposing that money.
Councilmember Cowden: Okay. Will we still fix the roof, if the roof needs
fixing?
Mr. Vaughan: Sure, if it is built into the concept. We will try to
attack as many issues as possible.
Councilmember Cowden: Thank you.
Committee Chair Kaneshiro: I have a clarification. The $200,000 is not going
to go to any roofing and painting anymore?
Mr. Vaughan: True. I believe it is going to partly design and
whatever savings come off of that could probably go towards construction.
Committee Chair Kaneshiro: How much do you think construction is going to
be?
Mr. Vaughan: Sorry, I am not the subject-matter expert on that.
Committee Chair Kaneshiro: Are there no other options? When we ordered the
truck, we did not know it was going to be an extra two(2)feet and that we have to add another
$200,000 plus if there is more construction?
Mr. Vaughan: Sure. If we revisit the different bids that came
out, this truck was the shortest truck that we could get. The other trucks were hook and
ladders that would come out to about $1,600,000 or $1,200,000. They would probably stick
out another ten (10) feet outside of the bay. We did not think it was feasible. This is, again,
an opportunity for us to accept a grant award from the Federal government to help us pay
down some of the financing. It was an opportunity. It may not have been the perfect
opportunity, but I think we got some great use out of it so far.
Committee Chair Kaneshiro: Are all of the fire stations the same width? There
is no way to it put this truck...you want the truck in Koloa because of the hotels. Is there a
way to put it at another fire station that can actually fit the truck if it can?
Mr. Vaughan: We tried to walk it through Lihu`e station and it
actually can fit to the very back, but when you come out the front, it bottoms out because of
the clearance. There are thoughts about maybe having a ladder truck in Lihu`e. We still
have to manage how that would...we might be paying more in maintenance scrapping the
ladder truck on the way.
Committee Chair Kaneshiro: Okay. I would just hope in the future, we get to
see the whole package as far as if we are going to get a ladder truck, we are going to know
,
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that we are going to have to improve a building at the same time and just see the whole
picture. Maybe it was unexpected that you brought the truck up and when you look, it is
sticking out two (2) feet. It is a huge cost for two (2) feet, to have to put an extension on a
building, or if there is another way to set up a tent or something, I do not know, to keep it
covered. If you are spending $200,000 on planning, I am sure we could replace tents for the
next, I do not know how many years as a temporary fix until something else happens. But it
is just something to consider.
Mr. Vaughan: Understood. Thank you.
Committee Chair Kaneshiro: Are there any other questions from the members?
Councilmember Evslin.
Councilmember Evslin: Sorry if you already said this and I missed it. How
much was the Federal grant for?
Mr. Vaughan: The Assistance to Firefighters Grants was
$793,000. It was our first vehicle grant award. I believe that was in 2015 or 2016, if I
remember correctly.
Councilmember Evslin: Did that cover almost the entire cost of the ladder
truck?
Mr. Vaughan: It covers ninety percent (90%) of the cost of the
ladder truck.
Councilmember Evslin: Okay. Thank you.
Committee Chair Kaneshiro: Are there any further questions? If not, the last
item Paki, the Utilization and Operational Study.
Mr. Vaughan: Okay. Thank you. As we have been developing
our strategic plan for the past few years, our strategic plan ends this year. It was 2015 to
2019, so we have been exploring opportunities that align with the General Plan and the
strategic plan. We are asking for some funding to explore determining a future site and
future need. Obviously, with the April floods of last year, there was a big recalibration of
how we do business, especially emergency operations. On the North Shore, in fact, Ha`ena
and Wainiha, are opportunities where we realize that there are gaps in some of our coverage.
Kilauea is a growing community. Anahola is also a growing community. We would like to
have an opportunity to conduct a Utilization and Operational Study to determine our future
resource needs as far as aligning the service with the needs of the strategic plan and General
Plan.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Thank you. This $100,000 that is set aside from
that, is that an approximation? Do you have a bid yet for that or consultant design?
Mr. Vaughan: No, we do not have a bid yet. We need to ask for
approval to go seek bids.
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Councilmember Cowden: So, it is conceivable that would be less expensive.
Are you guard-banding on the outside of that amount?
Mr. Vaughan: It is conceivable. We will try our hardest to save
the County money and find the best bid.
Councilmember Cowden: Okay. Sometimes $100,000 for a little study
seems expensive, but how long would that study go for? It says, third quarter.
Mr. Vaughan: I would not be able to say. Maybe a couple of
months to really vet it out.
Councilmember Cowden: Okay. So that might be...I am just trying to get
used to these high consultant fees because it seems like a lot for a couple of months. Thank
you.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: Right now, what do we have out there? We have
Hanalei and two (2) in Kapa`a.
Mr. Vaughan: We have Kaiakea at Kealia Beach. We have
Kapa'a in the Kapa'a area.
Councilmember Brun: Is the Kealia one not feasible enough to reach?
That is the reason we built that one, right?
Mr. Vaughan: It is partly. The heart of the population of Kaua`i
is centered in the Kapahi area, and so that particular engine is also a hazmat specialist
engine, so there is hazmat plus suppression. It takes care of community from Kapahi all the
way up to actually goes towards Waipake. That is the coverage area for now, but we are
finding a lot of calls in between, as well as Kilauea. When there is an event in Ha`ena as
well, Hanalei needs to relocate. The whole district from Kaiakea up to Hanalei Bridge or
even Hanalei is wide open. How do you separate the two (2)? How do you choose where you
want to put this company and relocate? Do you relocate to Hanalei or do you stay in the heart
of the population of Kaua`i?
Councilmember Brun: Do we not have any of these issues with the rest
of the island? I am just wondering how come we are only concentrating on the north shore.
If we are going to do a study, why not just do it for the whole island? Is it that we do not have
issues every place else, and it is just right now on the north shore?
Mr. Vaughan: I think that is a great question. I believe there are
probably issues across the island if we start exploring that. We are going with what was
explored in the General Plan and the recommendations of the General Plan as well as the
Strategic Plan. The last two (2) General Plans identified the north shore, northeast as areas
of positive alignment for future growth.
Councilmember Brun: Okay, so this is just because it is General Plan?
We probably have issues on the rest of the island, but we are just concentrating on the north
shore right now because of the General Plan?
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Mr. Vaughan: Sure. I believe we can explore the whole island.
It might take more funding to do that type of consultant work.
Mr. Lord: Councilmember Brun, in our Request for
Proposal (RFP), we can put in a request for alternative additions for those additional areas
as a separate cost line item so that we can then see how far that money will go.
Councilmember Brun: I think $100,000 just to do the north shore, maybe
we can do another $50,000 and do the whole island. Do you know what I mean? It seems a
lot for $100,000 just for the north shore, just for that one (1) particular study. I think she
brought that up. It just seems like a lot. Alright, thank you.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Just a follow-up. We had another fire up in Koke`e
recently. Is Waimea the fire station that handles Koke`e? How long is it to get up there? We
are talking about reaching out to Ha`ena, getting up to Kokee is probably at least as
impairing on the fire trucks.
Mr. Vaughan: Thank you for the question. Let us start with
Hanalei. Hanalei to respond, lights and sirens, out to Ke`e would be eighteen (18) to
twenty (20) minutes on the old road. For Station 7, Waimea responding to Koke`e would
probably be around twenty (20) to twenty-two (22) minutes going uphill to get to the scene.
There is room for growth here and there. Kokee is a State park, so there is a balance of that
whether we want to continue to provide coverage to the State or the State wants to support
that effort.
Councilmember Cowden: Is there any State effort up there to take care of
fires?
Mr. Vaughan: Absolutely. The State of Hawaii Division of
Forestry & Wildlife (DOFAW) helps run the event when it is on State land.
Councilmember Cowden: Do they have a truck up there or anything?
Mr. Vaughan: They have different types of apparatus. We tend
to provide essential equipment.
Councilmember Cowden: And the people?
Mr. Vaughan: They have their own resources and people.
Oftentimes, they contract-hire out to Air 1 and other helicopter companies.
Councilmember Cowden: Okay. Thank you.
Committee Chair Kaneshiro: I have a question on this operational study. Is it
to determine a minimum level of service? Will it say, "Maybe we do not need to add another
fire station along the way"? I do not know. What is the purpose of it again?
Mr. Vaughan: It could explore the different types of operational
models as well, whether it is staffing or whether it is actually going deeper into adding
stations or redistributing personnel to an additional station. Those are some of the options.
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Emergency Medical Services (EMS) is a growing heart of our service. I would say eighty to
eighty-five percent (80-85%) of our call volume is in emergency medical services. There is a
natural disaster emergency management type of evolution to our duties, so that could help
explore that as well.
Committee Chair Kaneshiro: I would just like know what the minimum is. If
people are going to ask, "Do we want another fire station to get to emergencies faster,"
everyone will say, "Yes," but the reality is we cannot have fire stations everywhere on the
island. It takes staffing. I am just hoping that the study can address it in a way that makes
sense to us and our island. What is a reasonable response time considering where we are at?
We are not in a big city. It may take a little while longer to get to a site. I do not know. I
am just hoping the study addresses those types of things. What are the staffing levels, are
we going to need and staff new areas, or do we need more staff or less staff at the fire stations
that we have? Councilmember Chock.
Councilmember Chock: Thank you, Council Chair Kaneshiro. Just in
terms of the study, I guess my only request that it is looked at holistically with our EMS
system. We know that ninety percent (90%) of our calls out there that the Fire Department
responds to are EMS, so it behooves to us really look at what the true need is. We know
rescues on Na Pali is as it relates to the Hanalei Station, but we also have rescue operations
anywhere past Hanakapi`ai, specifically, needing to be...from Lihu`e and from our hangar.
For instance, do we still stage out in Ke`e when there is an operation on Na Pali? Do you
know what I mean? It is all of those parameters that I am thinking about as it relates to
what is really needed out there, or even as it relates to the Waimea-Kokee area. If the plan
is that we are looking to work closer with the development of emergency medical response,
then certainly, we should grow accordingly.
Mr. Vaughan: Okay.
Committee Chair Kaneshiro: Even with the question of emergency services, if it
takes twenty (20) something minutes to get to the end of the road, what is the study going to
say? "We need to get there in ten (10) minutes. We need something closer." I do not know if
they are going to look at EMS. Is EMS spread-out throughout the entire island, or are they
further than our fire stations, so that makes service take longer? The EMS is funded by the
State, so maybe it is a question of asking the State to provide more funding to EMS and have
them put an EMS truck in Ha`ena or somewhere around there. I think I would like to look
at it a much higher approach. Councilmember Evslin.
Councilmember Evslin: Are we currently operating under a similar
operational study or have previous expansions been done with operational studies?
Mr. Vaughan: No. This is kind of our first time, other than doing
a strategic plan and thinking how we want to grow internally, as well as taking community
input. I think the General Plan also points out the community's input and stakeholders of
the areas for growth. I do not want to ignore that as well. I think the last two (2) General
Plans have really laid-out opportunities for infrastructure for emergency response to grow.
There is a growing demand and our call volume has shown that. I think taking a holistic
approach to looking at our services is important. I appreciate the back-and-forth,
opportunities, and innovative ideas that you folks bring. We are open to that possibility.
Councilmember Evslin: Thank you.
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Committee Chair Kaneshiro: My only point on adding EMS and having the
State do it is if we add another fire station, then we are reducing the resources on the entire
County. If the State can provide another EMS vehicle or employees out in that area, then we
have more resources to our existing fire stations to our existing County. That is just in
general.
Mr. Vaughan: Maybe I can respond really quickly. The State,
this island, County of Kaua`i, is federally a Health Professional Shortage area, so the health
providers are not available on Kaua`i. The first-responders tend to be that. Many of
Emergency Medical Technicians (EMTs) that are provided through our partner, American
Medical Response (AMR), actually fly in. They are not on Kaua`i. So having people imbedded
into the community that are workers such as firefighters associates and lifeguard associates
is a good opportunity for home-growing our own. I think having those existing relationships
and nurturing those is vitally important to the service that we provide.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: We have the new Makana Urgent Care in
Princeville right next to the fire station. Is that integrated in any way into our system? It is
a big bonus that we have that now, twenty-four/seven (24/7) and then right next door to you
all. Do you work with them in any way and can that get looked at? Are there things that
they need to do where they can be of support?
Mr. Vaughan: Thank you for the question. Yes. The urgent care
clinics around have actually helped alleviate the load on the hospitals and transport to the
hospitals. Especially in a district such as Princeville or Hanalei, when you take that
ambulance out of that area, it is a big void for emergency response. Yesterday we had
snorkeler drown off of Pu`u Puo, but if that particular transport ambulance was not there, it
would be a long time for viability. There is a Bill in the Legislature currently, exploring
opportunities of diverting transport to urgent care clinics.
Councilmember Cowden: Do you know that number?
Mr. Vaughan: I do not know the Bill number offhand. I have too
many of those in my head, but they have been exploring that opportunity in trying to take a
holistic approach to the system. If we divert everyone to the emergency rooms (ERs), there
is a gigantic cost not only to patient, but to the system, especially if it is a high-utilizer.
Committee Chair Kaneshiro: Councilmember Chock.
Councilmember Chock: Thank you. We talk about a study and feasibility
of what we can afford versus what we want to achieve out there. It kind of brings up just, for
me, what the root issues are that if they are not addressed in the study, it would make it
difficult for me to really grasp or support. It goes back to this concept of looking at how we
can overlap more. The conversation came up with the lifeguards, for instance, previously and
our Parks & Recreation. I know they are separate Departments, but we are talking about
lifeguards and how we use the capacity that we have in an efficient way. I think the same
thing can be applied when we look at EMS, a State and our current organizational needs. It
behooves us to figure out, which I know is a difficult conversation that needs to be had at the
foundation with the Unions. But if we do not start that, we are not looking at what truly is
at the root of what it is that we should be addressing and how we expand, because if we just
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build disproportionately, it does not make sense. It is a waste of money, in my opinion. That
is my plug for continuing that discussion.
Committee Chair Kaneshiro: Are there any further questions for Fire? If not,
thank you. Thank you for your time. Next up is the Office of Economic Development (OED).
Mr. Lord: OED is not here today. They do not have any
requests for funding. They have only one (1) project. It is the Alternative Energy Projects
with approximately $20,000 left in the budget. The project, as I understand, is completed.
The remainder of the funds can either be repurposed or they were possibly looking at
additional charging stations for the balance of the moneys.
Committee Chair Kaneshiro: Are there any questions from the members?
Councilmember Cowden: I just want to say I like the idea of additional
charging stations.
Committee Chair Kaneshiro: Are the charging stations operable and have a
contract? I think in the past for the stations that we had, the contractor who was supposed
to service it, went out of business. What is the status of that?
Mr. Lord: I understand that there were three (3) that had a
problem and we were able to get the parts for two (2) of them. Currently, one (1) is down, so
we are working to secure parts to get that last one fixed.
Committee Chair Kaneshiro: As far as the service provider, are we okay or not
okay with it?
Mr. Lord: I do not have the answer to that. I would have to
find out for you.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: I am a little confused. Phase I was completed of
this, of looking at an assessment of capturing methane?
Mr. Lord: Correct.
Councilmember Evslin: Then, OED is starting work on Phase II to
development an RFP for natural gas collection?
Mr. Lord: Right.
Councilmember Evslin: That is all fully-funded, and this $20,000 is just
the remainder?
Mr. Lord: This is the remainder of this particular project's
budget, yes.
Councilmember Evslin: So the RFP is funded, but not the actual work to
develop that capture method?
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Mr. Lord: That is correct.
Councilmember Evslin: Right now, is it the methane just getting all
flared?
Mr. Lord: Right, they are flaring it off right now.
Councilmember Evslin: Okay. Thank you.
Committee Chair Kaneshiro: Are there any other questions? If not, thank you.
Mr. Lord: Forgive me, again, for the radio with Kaua`i
Emergency Management Agency (KEMA). My understanding here is that they were
obtaining replacements; however, in speaking with the Agency yesterday afternoon, they
spent down the project and so it is just not showing up here. This was as of the 6th of March.
Committee Chair Kaneshiro: Are you saying the number should be zero (0)?
Mr. Lord: Yes.
Committee Chair Kaneshiro: Okay. Are there any questions for this item? If
not, we will move on.
Mr. Lord: I guess it is my day today. Okay. The next item
is the CIP Contingency Fund. This item is based on a recognition and evaluation of the
process of how we deliver CIP projects. One of the requests that was made was to look at
ways to create efficiencies in order to deliver projects on-time and on-budget. One (1) of the
voids in that is the process, because it is a public organization, requires us to have the funds
available and encumbered before we actually enter into a project. A lot of times in the private
sector, developers will go spend funds and get their costing all done and really tie down those
numbers. Sometimes in the public sector, that is not possible because of the mechanisms.
What happens, and you folks experience this, is that there are money bills that have to come
to you when our cost overruns. In some of those projects, those cost overruns require a
stoppage of work. This CIP Contingency Fund would be utilized for that purpose to allow
change orders to be processed through and projects to continue to move forward, still with a
reporting requirement, justification, evaluation, analysis, and review first by the CIP
Program Manager, but then by Administration. So, it would have to be signed-off at two (2)
levels before the change order was approved, but that would save the process of going to
Council for a money bill that typically takes three (3) to four (4) months. There are costs
related to work stoppages such as demobilization, remobilization costs, and other things that
can impact timing on projects. What this would allow is for us to continue to move projects
forward in a timely manner, but also as part of that, we would still require the justification
and reporting, but then we would report up to Council. What we were looking at doing is
reporting to you folks on a periodic basis at your discretion on the status of all of our CIP
projects. Then, as part of that report, we would include any of these kinds of change orders
that would affect this Contingency Fund.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: This Capital Improvement Project Contingency
Fund for $225,000, is that a revolving fund? Is that what I am hearing? I like that we have
a slush fund so we do not lose the momentum on projects. It seems important. But then once
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that project is finished, is there a way that money gets replaced or is that $225,000 intended
to last the year until it is exhausted?
Mr. Lord: I viewed it as a trial basis to see how much of that
fund actually got used during the course of a year, and then be able to evaluate it, make a
recommendation to the Administration and then if it was warranted, then yes, come back
and re-fund it again.
Councilmember Cowden: Okay. Thank you. It seems like a good idea.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: Thank you. Where did the $220,000 figure come
from? Is that a total amount from last year in cost overruns?
Mr. Lord: It was just generally looking back historically at
our change orders, but we were also going to create a policy based on this that would also
have parameters on it. The policy would say something to the effect of it would have to be
within the limits of both dollar and percentage total of the project. If it were something that
exceeded those limits, we felt it would then require to come back to Council, because it might
be something that would be a more profound change than just a simple change order. It was
meant for process.
Councilmember Evslin: Alright. Is this the first time that County has had
a Contingency Fund like this?
Mr. Lord: I do not know. I have been here all of eleven (11)
months.
Councilmember Evslin: Okay. It sounds like a good idea to me, but is this
standard operating procedure for most local governments to have this type of Contingency
Fund?
Mr. Lord: I do not know that either. I know in the private
sector, you always have a reserve, and this generally would model that.
Committee Chair Kaneshiro: Councilmember Kuali`i.
Councilmember Kuali`i: So whether you say the "PM" level, that the
Project Management level, and when you say "projects," are you talking about all of CIP
projects?
Mr. Lord: Yes, sir.
Councilmember Kuali`i: So this line item or this fund would primarily be
for the line item expenditure that is hiring consultants?
Mr. Lord: It could be for either consultants or construction.
Councilmember Kuali`i: Construction. What do you mean by
"construction?" Would there not be another line item to pay for the construction?
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Mr. Lord: Yes.
Councilmember Kuali`i: Or are you talking about the management of the
construction?
Mr. Lord: This would just be for change orders that would
impact a project timing.
Councilmember Kuali`i: So, if the cost of the project went up, then it is to
pay the difference?
Mr. Lord: Correct. If the result of the change order would
force a money bill, a delay in a project, or it would exceed the approved budget that has
already been encumbered and there is no money left, that is what this fund would do.
Councilmember Kuali`i: I get that it is two (2)purposes, but it is all lumped
in this one (1) fund. It seems like, and I guess you are saying you do not know the need for
hiring consultants, so that is why it is not in the consultant line item. It is a little difficult.
I do not like the term "slush fund" as far as accountability, but yet, I see what you are trying
to do.
Mr. Lord: That was not my term.
Councilmember Kuali`i: Yes, I know. That is all for now.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: Thank you. What is the biggest reason for change
orders?
Mr. Lord: Well, field conditions usually dictate change
orders. If there is something unforeseen out in the project area that they encounter, that
typically would create a change order, so it is unknown factors at the time of the bidding.
Councilmember Brun: Is it on our part that there are the change orders
or is it from the construction company that we hired?
Mr. Lord: Typically, if it is with the construction company,
we would require them to accept whatever the additional costs are, but that is written in the
contracts. This would be for things outside of that, that would be the responsibility of the
County.
Councilmember Brun: So, this is basically what we, as the County, did
not do enough research on and then we found that we had to change orders on something? Is
that what we are trying to accomplish with this fund?
Mr. Lord: I would not put it that the County did not do its
research. I would say that in any large project, there are lots of unknown factors and you
cannot foresee some of those. The field conditions typically would dictate that, so you would
go in with the best possible information, but most projects have some things you did not plan
for, and change orders are a commonplace occurrence in construction.
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Councilmember Brun: I guess you have been here eleven (11) months.
Over the last year, how many projects were delayed because we did not have the funding
available?
Mr. Lord: We had a couple of projects that were delayed; the
one (1) that comes to mind is the Salt Pond Wastewater Project.
Councilmember Brun: What was the cause of that delay?
Mr. Lord: Well, there was some additional funding that was
needed because of the, I believe if I remember correctly, the County was being sensitive to
the salt farmers. The original design had the line going on one side of the road and the salt
farmers wanted it as far away from them as possible. There was a change to move the design
to move the line away from the salt beds further away, and that created the change order, so
additional funding was needed for the work. It affects materials, design, and the engineering.
So all of that ended up resulting in a change order, which then required...because the budget
could not cover the total costs, we had to then put it on hold until we could get the money bill
passed.
Councilmember Brun: After we did the whole design and everything was
approved, then the salt makers came and said it? Did we not think about that before? Did
we not meet with the salt makers before we finished up the design to get their opinion on it?
Mr. Lord: I do not know the timing. I was not involved in
the discussions.
Councilmember Brun: Thank you.
Committee Chair Kaneshiro: Councilmember Kuali`i
Councilmember Kuali`i: Just following up on that specific example, if this
Contingency Fund had been in place, how much time would you have been able to save and
how much money would you have been able to save?
Mr. Lord: We would have saved approximately three and a
half(3%) months of time. I do not know that they could put a dollar amount on it right off
the top of my head.
Councilmember Kuali`i: Just the costs. You have to pay more you said,
because of construction because of the delay.
Mr. Lord: Right.
Councilmember Kuali`i: The change order meant you had to pay more, so
was it $10,000 more?
Mr. Lord: That one I believe, I would be guessing.
Councilmember Kuali`i: You do not need to guess.
Mr. Lord: Okay.
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Councilmember Kuali`i: What would be helpful for me now, is if you go
back and bring back some numbers.
Mr. Lord: Okay, will do.
Councilmember Kuali`i: Bring back what inspired this need or transpired
for this need, and while you cannot necessarily project what might happen in the future, you
can you look back at what has happened in the past.
Mr. Lord: Sure.
Councilmember Kuali`i: So bring maybe three (3) to five (5) of the biggest
instances where change orders or whatever that caused the need for the loss of time and the
additional expense.
Mr. Lord: Sure. I would be happy to.
Councilmember Kuali`i: That will give me a sense of what this amount,
$225,000, realistically, what the need is going forward.
Mr. Lord: Okay.
Councilmember Kuali`i: Thank you.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: I would like those answers, too, before I would
approve this.
Committee Chair Kaneshiro: I wanted clarity. You said the project was delayed
three (3) months, but that was not because of the Council, right?
Mr. Lord: No, it is just the process. The act of getting the
money bill approved has all these steps to it; public hearings, you have to write the bill, go
find the money, move money around from project to project, and then make the presentation
to you folks. Then, I think you take it, you have it in Committee, and then you have in the
Council as a whole.
Committee Chair Kaneshiro: For me, I think it is the right process it should be
in. I would be a little more comfortable with this Contingency Fund if we actually knew what
the policy was. If the project goes over budget, you know you have the Contingency Fund,
you still come to us, and let us know it was not over budget and that you are planning to take
money from the Contingency Fund. But if the plan is to just say, "A project is going over
budget we are just going to move the Contingency Fund, and then we will update Council
later," I do not think that is a policy that I would be comfortable with. The policy goes both
ways. If you folks see cost-savings on a project and want to reallocate that money, you still
have to come to Council anyways to reallocate it to another project.
Mr. Lord: Sure.
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Committee Chair Kaneshiro: We may ask a question on what the policy and
procedures are of this Contingency Fund. I think it may make us a little more comfortable
with it.
Mr. Lord: We would be happy to put the policy together for
you.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: When I think about policy, I think it is important
also. If there is a quarterly report when we have $225,000 and then as each quarter is coming
up saying this is how much was spent and where. To me,when I was first hearing it, thinking
it is a revolving fund, it is more comfortable to think alright, you go $15,000 over and you pay
that so you do not have that slowdown in whatever your job might be, but then, you are able
to squeeze that out of the Department somewhere else in unused funds, so it comes back into
it because I think what my worry would be that we could have presumptive use by a number
of different projects. If people look at it and think, "Well, if we are not quite up, we can always
jump into the Contingency Fund." So if you have a number of projects that start to squeeze
into that, that would be a problem. If it was something where each Department replenishes
later, that avoids the time delays that I understand are so important. If you cannot have
that, I think a quarterly report or some sort of policy to be doing it. In general, I support the
idea of having a Contingency Fund so we do not slow down something, but it has to be
accountable and recoverable. That would be my perspective.
Mr. Lord: That is a good point. Thank you.
Committee Chair Kaneshiro: Are there any other questions from the members?
If not, we will move on to the next item.
Mr. Lord: Okay.
Committee Chair Kaneshiro: Information Technology (IT).
Mr. Lord: Del Sherman, our Chief of IT, is going to present
these projects.
DEL SHERMAN, IT Manager: I got promoted. "Chief," I like that.
Committee Chair Kaneshiro: But we will not increase your pay.
Mr. Sherman: That is okay. I work for free already.
Committee Chair Kaneshiro: Go ahead, Del. If you want to go through each line
item. We will start with Human Resources Management System (HRMS), Human Resources
(HR) & Payroll.
Mr. Sherman: Okay. For the record, Del Sherman, County IT
Manager. Looking through our CIP projects, the first on the list is the project to actually add
a Human Resources Management System. We do not presently have one. The software that
we use today is missing an HR module, so although it does perform some HR functions, it
does not really give us the tools that we need to manage our workforce. When you consider
of all the expenses that we have, our workforce is one of the most costly. We do need better
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tools to manage that, so this will give us the ability to do a lot more with tracking overtime,
scheduling, and it will give tools to our public safety agencies, Kaua`i Police and Fire, to be
able to have a very comprehensive scheduling system where they have a queue of individuals
that they know can step up and fill a needed position if there is a vacancy or someone were
to call in sick. So just general overall HR management, we want to procure something that
is fully integrated, every module talks to every other module, and information flows from one
end to the other without any duplication of entry. This will allow us to move forward with
that. Are there any questions?
Committee Chair Kaneshiro: Are there any questions from the members? I
have a question. Below, we have payroll and personnel, and this might be a Wade question
or a question for you, Dale. Previously, we had almost $350,000, is this the same project or
a separate project?
Committee Chair Kaneshiro: Do you want to take that?
Mr. Wade: I do not really know the answer to that. I think
the Budget Director will make a determination as to whether it is a new project, but I think
it is where the funding comes from that, in part, determines whether or not it gets assigned
a new project code.
Mr. Sherman: I can comment briefly about that as well. I think
we have Janine here with us, too, who has quite a bit of history on that. But just from my
knowledge of what has taken place in the past, there was an initiative on behalf of HR to
make some advances in recording of time and attendance. Unfortunately, the software that
was being looked at was almost a standalone system. There would be some integration with
our IBM iSeries, AS400, that is often referred to as, but a separate module from a different
company. At one point during that project, we realized it would really be better for us to stop
working on these little one-off solutions and instead look at something more comprehensive
that attacked all of our problems, rather than putting patches on what we have. Do you have
anything to add to that?
JANINE M.Z. RAPOZO, Acting Director of Human Resources: Good
morning. Janine Rapozo, Acting Director of Human Resources. This Administration has
taken the stance of getting a brand-new system versus trying to do these piggy-back modules
on what we currently have. The two (2) items, I believe, at the bottom of that spreadsheet
was prior, trying to just add-on modules to what we currently have, and it was just not
working. When Del came onboard, he made the pitch that we really need to get a new system.
The system we have currently was purchased in the 1980s, so we are way behind and are
hopeful that a new system will help us with our Employees Retirement System (ERS)reports
that we need to give to them, as well as operationally here, being able to make sure that we
help all of the Departments with advanced scheduling, managing their overtime, and being
able to get reports to help them in their daily operations.
Committee Chair Kaneshiro: Basically, we had this money in the Bond Fund
and decided that we were going to look at a more comprehensive project, so we got rid of
money this in these small, little projects and then just incorporated into this comprehensive
project?
Ms. Rapozo: Correct.
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Committee Chair Kaneshiro: Okay. Councilmember Kuali`i, Councilmember
Chock, and then Councilmember Evslin.
Councilmember Kuali`i: I was wondering if you could give us some kind of
breakdown how the $2,000,000 is actually being spent. This $2,000,000 is coming out the
General Fund, correct? By breakdown, what types of expense? Is it consulting? Is it
software? How does the $2,000,000 break down over type of expense and then how does it
break down over time? Is this $2,000,000 meant to be spent in the next fiscal year, fully?
Mr. Sherman: Yes, that is what we are targeting. As Wade had
mentioned previously, before we release a Request for Proposal (RFP) for example, the funds
that we feel are going to be required to complete that project have to be encumbered, and it
is our intent to tackle that immediately as the fiscal year begins. We will need to encumber
those funds to move forward with the request for proposal. As far as the cost breakdown, it
varies considerably. A recent project that I have been working on, the costs range from
one-third (1/3) of the cost was actual hardware/software and two-thirds (2/3) were
implementation services at one end of the scale to the other end, where two-thirds (2/3) was
hardware/software and maybe one-third (1/3) was implementation services, so it is quite a
wide range. We would have to see as vendors to provide proposals to put a solution in. But
what we are targeting with these funds is a complete solution. This is not a study or
consultant that is going to say, "Well, you should do this and you are going to need more
money for that." We want to get the initial phase of the project underway and completely
handled with the funds we are asking for today.
Councilmember Kuali`i: Then, when you talk about hardware/software
and implementation services and you mentioned Fire and Police, so you are actually talking
about the entire County putting it all out there physically at the fire station and the police
station, there would be hardware to everything that is fully integrated where every module
talks to every other module.
Mr. Sherman: Fully integrated so that our entire workforce;
public safety, County employees, and everyone could be managed using these software tools.
If I am a Captain at the Kaua`i Police Department (KPD), I am looking at my workstation on
my desk. I have a dashboard up that shows me all of my overtime for the past week. It shows
me projections. It shows me every bit of detail I would need to know to effectively manage
my workforce. That same would be true across the board for every County Department that
we have.
Councilmember Kuali`i: Obviously, we would be trying to do that in the
most cost-efficient way because as it is now, we have computers in place that connect us,
right? It would not necessarily have to have a hardware timing-in and timing-out machine,
time clock, or whatever because things are already connected with the computers, right?
Mr. Sherman: They are. We likely would not need to add my
hardware infrastructure. What we have in place today is pretty comprehensive and
everything is connected, so the platform exists to build upon. Most of this procurement would
be software, and it would be accessible through existing computer systems, likely through
your web browser. So, you open-up your Chrome or Internet Explorer and login to your tools
for HR management. No new hardware would really need to be added.
Councilmember Kuali`i: Thank you.
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Mr. Sherman: You are welcome.
Committee Chair Kaneshiro: It is very promising. I think out of the Stone Age
into the new generation. When we ask Department Heads, "Where are we on overtime" and
they are not able to give us an answer because we do not have everything computerized. I
think this would be a very helpful tool in managing overtime and things that we have the
biggest gripes with. I am really looking forward to this project. That is one of our biggest
gripes, overtime. A lot of people say that we do not have the tools to analyze it, and that
because we have not move our IT into the direction where it makes it easier for them.
Councilmember Chock.
Councilmember Chock: Thank you. I think you kind of answered my
question. We were here a couple of years back when we were looking at how to structure it.
My question is more about timing. We have, for instance, Fire and its payroll, and how we
had to transfer a lot of operationally how to get this into HR and our system. I am just
curious, are we ready for it? Have we successfully structured our Departments over the last
year or two (2) years in order to be able to actually access and use this expansion or
centralization of software? I think it is a Janine question. I want to say that, because we are
hearing the stories about that. Just to manage Fire and of all the premiums is crazy, so we
were having a very difficult time at one point. I am just curious as to how that piece is in
relation to now that we are moving into a new system that is supposed to be Countywide? Is
there more groundwork that needs to be structurally in order to ensure that this system will
work properly?
Ms. Rapozo: I think with what we have been doing for the past
couple of years, trying to basically piggy-back and add modules to what we have, we have
learned a lot. We have gone through all the Collective Bargaining agreements and made sure
all of the differentials are in. I can relate to that because HR has taken over Fire's payroll,
so we know exactly what you are talking about. It is a nightmare. What we are trying do is
more towards some of these innovative ways to manage our time. For example, with Fire
with the Ocean Safety Bureau Officers, they have iPads, so we have been having them do
something simply such as doing your timesheet and sending it by iPad electronically versus
paper copies and things like that. That is the first step. But throughout this process, we
have been learning and knowing what we need to do for time and attendance systems to
work, all of the different features that need to be there and it is a lot. So whichever vendor
comes in, it is going to be a lot. We have been working with Maui as well as the State because
they both have now gone through this process with a new payroll modernization. The State,
I think, paid over $40,000,000 for their system and they got the Cadillac version. Maui is
closer to us, about $2,000,000. We all have the same reports we have to give to ERS and
Employer-Union Health Benefits Trust Fund (EUTF), so we all need to make sure our tape
files that go over are the same way. We are struggling with what we have and so we are
trying to.correct what we have now, so that the ERS can get their information correctly and
that everyone's retirement is correctly being calculated. We are kind of following, but in this
case, I think it is a good thing because Maui offered us all the assistance we need so that we
can basically...they are at the point they selected a vendor and now they are trying to
implement. The State has implemented, but of course there is a lot of kinks at the State
because theirs is a really huge system that crosses islands and all of that. I think we have
done a lot of the homework. We are where we can be with the current system, maybe a little
more tweaks so that we to make it even a little more efficient. When it is ready to transfer,
I think we will be ready.
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Councilmember Chock: Just for our understanding, where do those
tweaks need to be focused on from your perspective?
Ms. Rapozo: It is simple things right now. For example, one of
the things that we had to do for the ERS because regardless, even if we do not agree with the
way we have to transmit over information to them, we have to do it. For example, if you have
a Junior or Senior, first, second, or third to your name, we cannot transmit it over as Sr., Jr.,
or whatever. We have to put another code in such as a 1, 2, 3, or 4 for it to go over to the
ERS. Tweaks like that, which seem kind of common sense to you folks, but we have to be
able to do that with ERS. Those little tweaks. We have done some other things here and
there. We opened up self-service so people can change their addresses on their own versus
having to turn in paper to us. Those little baby steps, but everything helps for us to get to a
more efficient system.
Councilmember Chock: Thank you.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: This new system, will it have a program for
employees to clock in and out, or how are we doing that right now?
Ms. Rapozo: There is no time clock in and out. It is basically
an honor system. We would have to consult with the Union whether or not we could
implement time clocks. I believe the time and attendance, we can do it through the computer
where you would log in and out, almost like a time clock.
Councilmember Brun: Are you saying that we would have to check with
the Union to put a time clock in?
Ms. Rapozo: Yes. It would be on consultation. I think the
Department of Water has something like that where they do clock in and out, but it is not an
actual time clock. I think it is through the computer where they log in and out.
Councilmember Brun: I guess for the $2,000,000, to implement this
program, are we going to have to hire more employees to run this program? How much more
it is going to cost us for training our current employees? Like you said, it is going to help you
a lot, will we be cutting back on employees?
Ms. Rapozo: The intent is it is supposed to lead to more
efficiencies, so whatever efficiencies we gain, we are hoping that the current employees will
be trained in order to do the work. So I believe the intent is that we do not look at getting
more employees, but there definitely will be training. I think we put that money into this
implementation.
Mr. Sherman: This includes all of the training that would be
needed. We are looking at this as a means to avoid having to add additional employees. So
by modernizing and computerizing, we feel we will be able to accomplish our job and maintain
the level of employees that we have who frankly, get pushed pretty hard at some points in
order to get everything done such as processing payroll, for example. Sometimes they are
really under the gun to wrap up in time just because there are so many moving parts to this,
it is difficult to complete them within the amount of time we have. So by computerizing, our
current workforce should be able to handle these tasks much more efficiently.
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Councilmember Brun: Okay. Thank you.
Committee Chair Kaneshiro: Councilmember Kuali`i, did you have a question?
Councilmember Kuali`i: No.
Committee Chair Kaneshiro: Councilmember Evslin and then Councilmember
Cowden.
Councilmember Evslin: I appreciate the direction you folks are going in
here. I cannot tell you how many times I have heard over the last four (4) months from
different Departments that the barriers are our software. To see Scott here working on an
accounting system, that DOS-based, is always surprising. That comes up later on. I imagine
any type of software upgrade like this comes with a recurring annual subscription expense.
Is that true? Do you have any idea what that would be?
Mr. Sherman: That is true. A general rule of thumb is your
annual maintenance costs are twenty percent (20%) of what the software actually cost. So it
would not be twenty percent (20%)of$2,000,000 since a large portion of this amount includes
training and implementation services. Say the actual software costs $300,000, then twenty
percent (20%) of that would be our expected annual recurring costs. We will not really know
a hard figure until we select a vendor to provide the solution, but as a gauge, we can go with
the twenty percent (20%) figure.
Councilmember Evslin: Are we already paying a subscription cost for
other HR software? We would be just replacing the existing expense line, right?
Mr. Sherman: There are maintenance costs that we pay for.
Again, we do not really have a full HR system today, but we do pay for portions of an HR
system within our IBM software that we have. Those costs likely could be reduced since we
will not need those modules anymore and instead, those funds could be put towards this. But
what exactly those numbers would be, it is difficult to say until we work through the entire
process and we have proposals on the table that we can review.
Councilmember Evslin: Thank you.
Mr. Sherman: You are welcome.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Thank you so much. My mind is looking at the
efficiencies and I am hoping for day-to-day benefits. I am wondering at what level this is
integrated with which Department. The Department Heads that have high workforces, they
are not in the position of being dispatched for illness and time off. We have a generous policy
of vacation time and sick time. I see some of them in the room, so I am going say Parks,
Transportation, and Roads. When someone gets sick, you do not want someone with the flu
driving the bus, right? To me, an ideal system would be one that someone knows at
11:00 p.m. that they do not feel well, they can plug in and say, "I do not feel well." From the
private sector, any job I worked and certainly the business I ran, I had people on-call. People
knew if someone else was absent, that they were up and would have to wait until that
morning until they knew they were really free. If their system is set up in a way, I am just
going say the example of road crew and the flag man is down, well the flag man is actually
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really important. So someone else who wakes up who is on-call, they can look and see that
they are down three (3) road crew people, and they already know that they are coming in. It
helps to avoid the project manager having to sit there and make five (5) or six (6) different •
phone calls because I am hearing that is something that is an integrated part of all these
Departments. Is that something this would be also offering in the software?
Mr. Sherman: Absolutely. You are in tune with some of the •
things that we were thinking of as far as our needs. That is exactly one of the features that
we were looking for, the ability for a Manager to be able to go in and say, "I have a key position
where they called in sick last-minute. I need to fill that right away," and you have a queue
of individuals who have been registered in the system so that you know. I can just go down
the list until I reach the person that can fill that spot. In fact, a lot of that can be automated
to where those notifications go out to employees via text or E-mail and they would respond,
"Yes, I am available. I can fill that spot."
Councilmember Cowden: Ideally, I do not know if the Union denies that, but
people know that they are the person on-call. That is how I have always set it up with my
staff. Someone knows, because what I found is every day, someone is sick. Every day,
someone has an issue. If you have one hundred forty (140) people on your team, likelihood is
that you are going to have three (3) or four (4) people who are going to have a problem. So if
you have that backup scheduling, to me, it is very well-worth it if the efficiency of the
Department just is laid-out so there is someone ready and go in. There might need to be a
phone call here or there, but there is not five (5) or six (6) phone calls every single day. I
think if we are able to do that, that is an enormous benefit for the flow of operations and then
also, for the ability of the management team to be able to focus on the project rather than
focus on shift coverage. It sounds like we are going to be able to get something to that effect
and that would be of tremendous benefit.
Mr. Sherman: Absolutely, that is on the top of our priority list of
features that we are looking for in any solution that we procure.
Councilmember Cowden: Okay. Thank you.
Mr. Sherman: You are welcome.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: I think Councilmember Kuali`i asked for a
breakdown of what this is going to do. Did you ask for a breakdown on this?
Councilmember Kuali`i: He kind of gave the example of
hardware-software, that is was a one-third, (1/3)/two-thirds (2/3), so it was not anything.
Basically, and you are going to go out for a RFP and scope it where you have a sense of how
that one-third (1/3)/two-thirds (2/3) break down?
Mr. Sherman: We have an RFP drafted already. We will refine
that and release that as quickly as we can once we are into the fiscal year, assuming that we
get funding. As far as how things will break down, we know the features that we are looking
for, but the responses that we are likely to get will be so varied that it is difficult to say
cost-wise, where the bulk of our expenses will go. But as the RFPs come in, I am sure we
could put a process in place where a group of individuals, perhaps even someone from
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Council, would have opportunity to be involved in that and have some insight into how we
are looking to spend those funds.
Councilmember Brun: For me, the part I am worried about is the
training. Whatever employees are going to need access to this, will they get the proper
training? Will this be enough money to cover that training? Will we bring the training here
and not send ten (10) people to the mainland and come here to retrain our people? I just
want to make sure that everything is going to be done and we have enough money in this
$2,000,000 to get the training done.
Mr. Sherman: Training will probably be the larger piece of this.
I think the training budget would far exceed what we actually spend on software because the
best software in the world would be useless to us if we do not show our staff how to use it.
We do not want that to be just a core group of people, but no one else knows what do. We
want this to be Countywide so every Supervisor, every Department Director, or anyone who
manages people will know exactly how to use this system and be able to use it to its fullest
potential. It is so vital that we do that so that we really get the best return for our investment.
Councilmember Brun: Yes. My biggest concern with this is it is like a
proven track record with the County. Any time we implement something new, it always
comes with new employees. I want to make sure what we are doing, that it is going to be
caught on by our regular employees that we have right now and not because it is a higher
upgrade, now we have to hire more people, but keep the current staff. Is this the correct tool
that is going to equip our staff that we have right now? That is what I am looking for.
Ms. Rapozo: That is the goal.
Mr. Sherman: That is the goal.
Councilmember Brun: Okay. You know how that goes, we always add in
new staff to new projects, and then we still have the same staff that was there. Our number
of staff is really going up and it is costing us a lot of money, as everyone knows with salary
and whatnot.
Mr. Sherman: I think that was one of the motivating factors in
realizing that we have got to do this and sooner than later, so that we can get ahead of exactly
what you described.
Councilmember Kuali`i: Okay. Thank you.
Mr. Sherman: You are welcome.
Committee Chair Kaneshiro: Thank you. Are there any other questions? My
comment on the Stone Age was that I know we are doing handwritten timesheets for some
Departments. I know Janine has mentioned in the past that it is really difficult with all the
different Unions and all of the different step movements and everything. It is very difficult
to keep track and monitor how we do our timesheets and how people get paid. If I can add
one plug, it would be if we could flag spiking. There is a specific calculation to ERS on a
spiking calculation and if there is some way to add it in. If an employee has overtime over
ten percent (10%), then I think, just that comparison so that we can get a red-flag to know
there might be spiking going on or excessive overtime. That would be my one (1)plug for our
payroll system, if possible. Are there any other questions? If not, Del, we can move on.
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Mr. Sherman: The next item on our list is the Heating,
Ventilation, and Air Conditioning (HVAC) replacement in IT in the Kapule basement area.
The objective of this project is to entirely replace all of the air conditioning in the Kapule
basement, which includes one of our main server rooms. As an example of why this is needed,
just this last week, we had an air conditioning problem where multiple failures cascaded and
created a situation where the temperature went up significantly and we lost a number of
servers and power supplies. We were able to repair those, but it was all due to lack of proper
cooling. We want to tackle this problem and put a cooling system in the Kapule basement
for IT that is able to handle the heat load and upgrade a very aged system, which I
understand is thirty (30) plus years olds as it is to where we have a system down there that
is functioning well and providing adequate cooling.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: I noticed that you have your amount down to the
dollar. It is $300,751, that indicates to me it is not an approximation and that you have a
system that you are looking at buying. Is that correct?
Mr. Sherman: Wade may be able to answer that better than I
can.
Mr. Lord: No. It is an approximation. In the bond, one of
the requirements was that we zero out the account, that the bond total from last year to this
year balance.
Councilmember Cowden: Okay, so that is the remaining amount?
Mr. Lord: So remnant money might have gotten added to a
couple of accounts.
Councilmember Cowden: Okay. It just seemed awfully specific for an
approximation.
Mr. Lord: Thank you.
Committee Chair Kaneshiro: Are there any other questions on this? Next one.
Mr. Sherman: The next item on the list is IT Infrastructure
Improvements. We had tried to tackle this in years past, but because of procurement issues,
we were unable to move forward with those projects, so those funds were returned. We are
going to try again this year. The objective being, currently, IT is spread-out amongst a couple
of different buildings. We have some IT staff in the Kapule basement and some IT staff in
Pi`ikoi. We want to bring everyone down to where we have everyone located in the same area
where it makes it easier to collaborate and work as a team. We have made some strides in
getting some space ready in the Kapule basement for this. We were able to clean out some
of the store rooms down there and with Council's approval, shred some of the old documents
that had reached their end of life and get rid of some old broken down desks and furniture
that were occupying that space. We have a nice large space ready to go. We just need the
funds to move forward with finishing that room out with paint, carpeting, lighting, and so
forth.
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Committee Chair Kaneshiro: Are there any questions on this item? This was
an item that was in the Bond last year, right?
Mr. Sherman: I do not believe it was a Bond-funded item. I think
it was in our regular budget. It was not a CIP project. So, because we reached the end of the
fiscal year before we could finish up procurement, we had to return those funds. This time,
we put it in as a CIP project so that it could be handled more appropriately.
Committee Chair Kaneshiro: Okay. Are there any questions? If not, next item.
Mr. Sherman: The next item is IT Infrastructure Improvements.
I think, Wade, you had more information on this than I did.
Mr. Lord: This particular item is to acquire a project
management software program for the engineers and project managers. Currently, there is
no uniformity in management of projects and it is being done in a variety of methods, some
better than others. The housing of the information is done just in the individual Department
drives and that leads to inconsistencies and difficulties in reporting of status reports of
projects and management of the budgets. We have talked about this DOS accounting
program. None of the engineers or project managers have any idea how to use it, and it is
not really something that they have access to, so they have an incredibly difficult time
managing their construction budgets. What the program will allow is an across-the-board
method consistent that all projects are managed the same way through the same portal and
would provide them downloads from the accounting system that would be done at night after
hours, would drop that out of whatever the accounting program is down into the system so
that they can see near real-time costs and also be able to manage their projects in both from
that standpoint as well as, in construction, there are processes that take place where
construction projects have meetings. From those meetings come questions and eventually,
some of those questions turn into change proposals or change orders. The program tracks all
of that and we would leverage our vendors to do a lot of the data entry into this because the
portal allows for outside limited access, so that your contractor's administration can go in
and do certain basic functions such as put in, "Send the E-mail to me" and the program
accepts the E-mail, so the E-mail strings are within the program as well. The project
manager is not having to search their own E-mails to try to find something that should be
part of one project. It also provides for executive-level reporting so that we can provide you
folks and the public with real quality reports that are near real-time, so that is that project.
Committee Chair Kaneshiro: Are there any questions from the members? I
guess I have a question. In the past, we have looked at all of our different systems not being
able to "talk" to each other. I am looking at the budget and trying to figure out where we are
trying to accomplish that. I know in the past, Roads did a great job with their system and
looking at what roads need to be seal coated and their conditions, but that software did not
talk with the Building Division or did not talk with Real Property Tax. There was no
centralized system. You look at when we had the north shore floods, everything was in our
Emergency Management building. You could see a whole map of everything. Everyone was
looking at one (1) platform, but it seems like in County, we have all of these silos. I think in
the past, we were looking at trying to combine all these silos where the Building Division
puts in things and Real Property Tax gets indications of someone adding a structure so that
they can add the assessed value to that. There was a lot of integration, which I thought we
were trying to move to, but then I do not know if we accomplished that, if we are still moving
in that direction, or what line item that is for. It seems like a little bit of money for what you
were talking about and I do not think it is the complete integration with everyone, right?
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Mr. Lord: No, it is not. There is another project that Del will
speak to later that is the more Countywide integration. This program would be acquired
through a proprietary vendor, meaning that it could be customized and modified to speak
with whatever larger Countywide program is finally adopted so we would have full
integration.
Committee Chair Kaneshiro: Okay. Are there any questions?
Councilmember Cowden: I will wait for the next one.
Committee Chair Kaneshiro: Okay. The next item is what I was talking about.
Mr. Sherman: The next item on the list is the IT Systems
Countywide Evaluation, Design, and Implementation. With these funds, we are targeting
exactly the issue that you described, wherein we have these little one-off systems solutions
that we have built over the years to address individual Department needs, but lack of
integration between systems. What we want to do, number one, we were thinking it would
be wise to bring someone in to help us evaluate these things to maybe give us a different
viewpoint versus here we are looking at things from the inside. We could easily miss some
efficiencies that someone who observes everything Countywide might be able to bring to the
table. With the $1,000,000 dollars that we have allocated to this particular CIP project, we
want to bring-in some experts that can take a look at all of these different systems and give
us some guidance, assistance, and help us to better understand how we can integrate things?
The core of what we plan to attack with this particular line item is what is often referred to
as AS400 or green screen. We want to be able to evaluate that core financial system that we
have and take a look at what we need do with that in the future so that it is better integrated,
more usable, and I guess presented via an interface that is more user-friendly. I know the
green screen is pretty foreign thing to—I grew up with one and am kind of dating myself, but
for the majority of our workforce, that is not an environment that they are familiar with
working in. We want someone to help us with the big-picture to make sure we are not making
a mistake by procuring a one-off solution that does not fit into the bigger puzzle. This
particular CIP project will help us to become better organized, get things on-track, and
making sure that we are headed in the right direction with all of these things.
Committee Chair Kaneshiro: Are there any questions? Councilmember Kuali`i.
Councilmember Kuali`i: This sort of goes back and applies to all of it. It
does seem like big projects. I appreciate the approach of investing in replacing outdated
equipment, but I was wanting to know, it seems like in the last eight (8) to ten (10) years, so
in the last Mayor's Administration, and you can take a look at the numbers. I do not know if
my memory might be wrong, but there has been significant investment in the IT area. You
can come back, it does not have to be right now because you are new and you do not
necessarily have it. What has been done already in the past and what has not as far as the
big projects? You mentioned in a couple of places this one, the DOS-based 1970s, and then
the HVAC, you said thirty (30) years as well. How has that been addressed or not addressed
already, the accounting system, and the cooling system? What has been done, what has not,
and what needs to be redone because it did not work what they tried?
MICHAEL A. DAHILIG, Managing Director: Let me contextualize it. Mike
Dahilig, Managing Director. I think what everyone around the table is characterizing is,
what is the path forward on this, because we are throwing a lot of money at specific things
and we are trying modules where we are looking at our IT infrastructure hardware. Part of
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the Administration's focus on this is looking at how the State has been approaching its
technology needs with the transferable Hawai`i government. We are very clear on the County
not having right now a Strategic IT Plan. We do not have any direction in terms of where
and what and even an inventory of how much business processes we actually do have and
whether those business processes can be overlapped or integrated. The State has spent
millions and millions of dollars on this and some experts have estimated the State's IT
deferred maintenance or deficit to be in the excess of$1,000,000,000. The money that gets
spent on IT is a reality and hard and real cost these days rather than something that is
typically one-offs. The specific $1,000,000 that is being asked in this exaction is to identify
all of the business processes that are currently used, what platforms are being used, whether
they can be overlapped, and then how do we start biting off these things? They State is
putting in tens of millions a year to catch up on the backlog, so we need a direction on it.
While there are things that are specific and contained like the HRMS program that we are
talking about, and I am sure the discussion will lead to the Land Information Management
System (LIMS) program, which is also under Del's wheelhouse ship. This particular item
has to look at the hardware and software and take an inventory of all the business processes.
When the State went through their process, they identified hundreds of business processes
that in some cases, they were not even aware of. We need to get a handle on what exactly all
of our shops are doing before we look at integration because there may be a lot of efficiencies
that can be gained from overlapping the business processes versus having something that is
just one-off and picked off modules. I think that is what Del is characterizing as the overall
need now, because if we keep just trying to build on the DOS system, that may not be the
best approach given the stability of that platform and where things are going with web
interfaces, desktops, and those types of things these days.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: For me, looking at this, the three (3) middle ones,
yes, I can see. We know the infrastructure, we really need that. We have people all over the
place. But it just seems a lot to be implemented in the first year, $2,000,000 for payroll and
then another $1,000,000 on this one. It is two (2) different programs or things that are going
to be introduced. Do you have the capacity to get this done? To me, I think you are just
overloading yourselves trying to do two (2) different programs in the same year. Should we
put one (1) on next year's budget and work on one next year? I just think it is too much to do
one time, two (2) different things.
Mr. Dahilig: One, that is something that before representing
the budget to the Council, we had to wrestle with it back and forth. We asked Del, "Can you
folks handle this?" The reality between the two (2) different projects is one is an actual
hardware/software and training program as being characterized. We do have one (1) other
one that is pretty large, which is the LIMS program, which was funded in this Council that
is right now undergoing its own RFP process. This particular item is actually more of a
Countywide discussion that is not implementing any software. It is an assessment. It is a
planning and assessment thing. In reality, the two (2) modernization programs that would
be under Del's wheelhouse is LIMS and HMRS, if the budget is passed as-is. This particular
item with the planning aspect, is an assessment that all of the agencies across-the-board is
going to have to be involved with.
Councilmember Brun: My question for the Administration is, which one
of the two (2), payroll and personnel or this one we are talking about now, $2,000,000 or
$1,000,000, is more of a top-priority for the Administration?
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Mr. Dahilig: In terms of priorities, if you talk about it from a
dollars standpoint, I would say both are needed at this point because if we are going to be
asking for more IT resources, we need to be able to justify that as part of an overall
comprehensive plan, so that is where the $1,000,000 comes into play. The need that we are
trying to plug right now with HRMS is not an IT need, but is an operational need that we are
trying to plug with an IT solution. If we are looking at it from an overall wheelhouse
standpoint of what is under Del's shop with IT, HRMS is a project that is needed for us to
deal with HR, not necessarily modernization. It is simply a solution to what we are seeing
as a HR operational need. We would say both are important,but for different reasons because
they are not necessarily in the genre of what we are looking at from an overall IT perspective.
Councilmember Brun: If I am looking at cutting one (1), which one would
you rather me cut? That is basically the question. I am just struggling with the $3,000,000.
Mr. Dahilig: I understand. When you look at the overall CIP
Budget, these are the large-ticket items. We will not shy away from that recognition that
these are pretty big asks. What we would suggest, Councilmember Brun, is this is the cost
of doing business these days. With looking at the option of either making the innovative
investments in technology to save money down the line from needing to ask for more
personnel items, that is why we are saying we need to make the one-off investments now
while we can. We think it actually saves money down the line by having the HR item than
actually having an IT plan to modernize things. So it is a value judgment that is the Council's
prerogative. We would suggest that we need both for two (2) different reasons, but in your
wisdom, if you feel that you need to pick one over the other, then we will have a discussion
on that at that time.
Councilmember Brun: I guess for me, since you said we are going save
money down the line, can you come with something to convince me that I should not cut the
$1,000,000?
Mr. Dahilig: Sure.
Councilmember Brun: To save money down the line. The $2,000,000, I
can support that in payroll, but it is hard right now with the $1,000,000.
Mr. Dahilig: I understand.
Councilmember Brun: So convince me not to cut it.
Mr. Dahilig: Okay.
Councilmember Brun: Thank you.
Mr. Dahilig: No problem.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: I am going to draw on my early background in
computer science and engineering and also in my career time with my business as being my
own IT person, as well as needing to bring people in regularly to make that work smoothly.
I am so excited to hear this. I think it is essential. I think it is going to be a significant
improvement that is consistent with the expectation of the public. I think probably no one,
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including myself, would have grasped that we have a green screen DOS system. I am old
enough to remember that window of time. I think separation between that $2,000,000 and
$1,000,000 would be a mistake because we really need to get off on the right platform where
everything is all working together. I think that when I look at what we do invest this kind
of money in, this is to bring this into the modern time period where we are working with a
$240,000,000 budget, I have to look at my total here. It is not too much to spend to make
sure that we have integration. When we have the different components like the HR
component sounds really good, but you need everything to integrate well to really make that
gain that we are talking about. I have a question. How long are you anticipating to have to
move through the turbulence of change because guaranteed, there is going to be turbulence?
You cannot make this big of a change—do you think it will probably take us a year? How are
you going to create this where there is not turbulence?
Mr. Sherman: Are we referring specifically to the HR
management system?
Councilmember Cowden: Why I do support the idea of having consultation
and integration is when we are putting all of these pieces together, what happens with all
these collaborative upgrades? We have been told that we are not going to have more
employment. I think Councilmember Brun is correct. Realistically, I would expect there will
be a small amount of people. Two (2) or three (3) years down the road, you are going to have
people that are strong on maintaining this kind of software. How many do you have like now
on your team, two (3) or three (3)? How many people are strong like you on the software
integration?
Mr. Sherman: Within IT?
Councilmember Cowden: Yes.
Mr. Sherman: We probably have a staff of four (4) or five (5) that
would be a like a systems administrative level.
Councilmember Cowden: Are they trained at the level that you would need
for this?
Mr. Sherman: Kind of what we envision with this is instead of
depending solely on IT as administrators for these kinds of systems, we want to empower the
Departments that are actually using the software to also manage the software. There is
nothing worse than say it is an HR system and they need to make some kind of administrative
change to the application, if their hands are tied waiting on IT for us to finish up other
projects so we can get to them, then it delays them unnecessarily.
Councilmember Cowden: I am in agreement with that. But the operating
system will upgrade so then everything else is going to have a need to adjust to the next
phase of whatever is your operating system, and your individual suppliers are going to have
to have their adjustment periods. That should not fall on the Department Heads, right? That
is straight-up IT.
Mr. Sherman: That is an IT function.
Councilmember Cowden: That is an IT function, and so that is what I am
talking about, when you are integrating these things. That is why it is really important to
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have someone very skilled whose only focus is looking at putting it all together. I am
supportive of that. I know that there will be turbulence. In my mind, I would expect probably
a year that there is not some problems. I think it is important that we are looking at it, but
if you spread that $2,000,000 and $1,000,000 out in two (2) different years, you are going to
stretch it, I would think. Is that correct?
Mr. Sherman: With the $2,000,000, again, we have to encumber
all of the funds before we can begin the project. But as far as the actual amount of time to
complete the project, in our discussions leading up to this, we had anticipated it could be
anywhere between two (2) and even five (5) years before we are fully complete. We do not
know one hundred percent (100%) ahead of time because it is dependent on each vendor's
approach. Some may have a fast-track approach where they think they can get it done in a
little over two (2) years. Others say, "No. By the time we implement all of these modules in
a phased approach and do the training,you will be four(4)years out before we are completed."
We do not want to rush things.
Councilmember Cowden: Right.
Mr. Sherman: But we do not want to unnecessarily delay either.
We will know better once we start getting proposals back and we can go through those
evaluations.
Councilmember Cowden: When I heard the Mayor talk about customer
service, I think this is pretty essential because it will remove a lot of what I think people have
thought of as stubbornness. I sit in this room all of the time, and I thought a lot of the reasons
why we cannot get this information together is because people are stubborn and they do not
want to give the information. When I realized we are on an ink and paper, DOS system, and
all these unintegrated things, it helps me realize it is not stubbornness, it is under-capacity
to be able to get this information out, so I feel that I am supportive of the goal.
Mr. Sherman: Thank you.
Committee Chair Kaneshiro: Are there any other questions from the members?
I guess I have a clarity question. I know this item specifically says for accounting, but is that
what the intent was again? My earlier comment on the item before was a completely
integrated system. Is this $1,000,000 going to a completely integrated system or is it just
going to be to update our accounting system?
Mr. Dahilig: I think it is both. What had happened with the
SunGard system is we started off with what was an accounting system that got built-out to
where it became a planning and permitting system, and then started to become a HR system.
As much as the core function behind the AS400 was accounting, the modules that got
built-out on it were not quite the right fit for a lot of other business processes that you see
with non-accounting-related items, but everything seeps back into the AS400 system. It is
why you see a lot of the Departments being saddle-strapped by what happens with the overall
DOS accounting system because they are essentially tied into it. When you look at, for
example, Electronic Plan Review (ePlan). ePlan is still tied into the SunGard system,
surprisingly, because the permitting inventory and databases all within that accounting
system that was primarily meant for. That is where Del's discussion on trying to map out
how you look at the overall picture and determine what in sequence has to be done so you are
not creating unnecessary turbulence, as Councilmember Cowden was talking about, is
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necessary for us to do. Right now, we do not have a real mapped out kind of business process
system in terms of how to integrate into AS400. We do not have that in-hand now.
Committee Chair Kaneshiro: I would love to see a system where you have
Parks, Roads, Building, and Wastewater all integrated. Even for budgeting purposes, they
are setting up a plan, these neighborhood centers need to be painted or reroofed and we have
a schedule on that. It is almost the same system that Roads used when they presented their
General Excise Tax (GET). They looked at condition, when the road is going to need to get
done, and what type of work. I can see Wastewater using that plan on any upgrades to their
system. I can see Parks using that plan on fences that need to be replaced in parks,
equipment that needs to be replaced in parks, and painting schedules integrating into one (1)
system. Then, to take it a step further with all of the new technology and mapping, you would
think that we could just simply go on one (1) map and click. If we are going to do work in an
area, you can see where our wastewater lines are, what County roads are there, and just have
everything all in one (1) area, which I think has kind of been very disjointed.
Mr. Dahilig: Not to jump ahead to Land Use Management
Information, but I think that is a classic example of what you are characterizing, Council
Chair Kaneshiro. We need to make sure whatever is being fed in, can talk with things such
as ePlan review, real property assessment, and ArcGIS. Right now, we do not have that
seamlessly done and why we need to keep focused on integration as the opportunities is
because that is actually what, from a customer service standpoint, the public is expecting
from a one-stop interface with whatever digital or virtual interface with the County is
available for them. We need to work on that metadata element and make sure that whatever
inputs are being put into an overall system can be integrated appropriately and then brought
back out again to the individual software users by agencies so that they are working off of
the same information. Right now, I will tell you a lot of people come in and they mine paper.
That is what and how data is generated, so every time there is a request or a question from
the public, there is someone there. They are counting permits by hand, a lot of times.
Councilmember Cowden: Wow.
Mr. Dahilig: That is what goes on.
Committee Chair Kaneshiro: I would love to see, and this may be the LIMS
discussion, but if someone wants to develop in an area, you can click on what sewer plant is
going to provide for it, you can know what capacity that sewer plant has for it, you can see
where the lines to that sewer plant are, and where connections need to be. But just a system
that helps everyone see the big-picture of what needs to get done. If the development comes
through, you are going to say, "Hey, we only have so much capacity in our sewers, so there is
going to need to be upgrades," or "We only have so much water and here is where our water
infrastructure is. These are the improvements that need to be made." But one (1) whole
system that has it all. Are there any other questions from the members? Councilmember
Evslin.
Councilmember Evslin: Just a quick one. Building on what Council Chair
Kaneshiro was saying, the ability to also see what we are paying in infrastructure costs for a
specific property versus what it is bringing in property tax is, I think is invaluable. I am
excited about this direction. I also want to highlight this one little point in here that you say
there is only three (3) vendor employees who can service our IT program, that is kind of
horrifying.
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Councilmember Cowden: Yes.
Councilmember Evslin: It is like a dying art, I guess.
Mr. Sherman: To help you be a little more at ease with that, kind
of why that transpired is the vendor that currently owns the software that we formerly knew
as SunGard, they have changed names several times. The company has been bought and
sold several times. If you look at the company, they have a core group of folks that were
around back in the day when that application was first built. Those are the three (3) people
that are referenced here. I think it might be two (2), actually, but it is okay. But do not think
in terms of, "Well, that is just how many people in the company." There is still a large number
of employees in the company who can continue to support our system. Just through the years,
the folks that were around that developed this have since retired and that core group is
getting smaller and smaller with the folks that really understand how everything works. So,
that was referenced in here, but we still get good support from the company. We are doing
okay.
Councilmember Evslin: I just meant horrifying in respect to the idea of a
big company with only two (2) people left who know how to do this, just in reference to the
age of our software there. Thank you.
Mr. Sherman: Understood.
Committee Chair Kaneshiro: Thank you. Are there any further questions on
this item? If not, the last item planning, zoning/engineering system, is that money that we
spent or money that we are repurposing? It says, "repurposed for other CIP projects."
Mr. Lord: That is the balance of that account and so that
balance is just being repurposed.
Committee Chair Kaneshiro: Was that number higher and we actually did the
work, and this was the remaining amount?
Mr. Lord: I believe that is the case. I would have to go back
and look.
Committee Chair Kaneshiro: Do you remember what this was for?
Mr. Lord: I do not.
Mr. Dahilig: I think same in the sense that it was how a couple
other items were just looking at modules for the AS400 system for HR. This is kind of similar
to that aspect where there was a discussion earlier about they are being moneys for a stub-out
with AS400 for planning, engineering, and zoning because there is one and there was
something that was presented by SunGard at the time. But I think given the overlapping
appropriations from this particular fiscal year, there was items that the previous
Administration left in along with an overall LIMS big-ticket item that was in there. The
missions on these kind of overlap, so that is why you are seeing the zeroing out on the item.
Committee Chair Kaneshiro: Okay. Are there any questions on this last item?
Thank you. We will move on to Parks. Oh, we have five (5) more minutes. Let us take our
ten-minute caption right now before we get into Parks. Thank you.
.�.:- u,
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There being no objections, the meeting recessed at 10:53 a.m.
The meeting reconvened at 11:06 a.m., and proceeded as follows:
Committee Chair Kaneshiro: Welcome back. I know we had Parks up next, but
we are actually going to skip around. Del has one (1) item left. It is on the Planning sheet,
regarding (LIMS), which we already had a bunch of conversation on. Del, if you want to just
give an overview on it. It is the IT systems Countywide and Land Information Management
System.
Mr. Sherman: We embarked on the LIMS project last year and
we have made significant progress in procurement with that. I think it is mostly on this
agenda because of the addition of some funds. Since it has been discussed before, do we just
want to leave it open to questions or you want an in-depth explanation of what this is?
Committee Chair Kaneshiro: If you want to give a brief explanation again.
Mr. Sherman: Sure. LIMS, the Land Information Management
System, will address a need that we see really that affects multiple Departments; Planning,
Buildings, and everyone that has anything to do with land management. With the LIMS
system, we want to create processes wherein work flows from Department to Department in
a seamless and paperless way. We also want to give all County staff the ability to see into
these systems in a little more transparent way so that if they want to check statuses of
different things, it does not require a programmer to write a special report or a clerk to
compile data from multiple spreadsheets. Instead, the Land Information Management
System dashboard will present you with data you are looking for. We are through the RFP
process, the RFP has closed, and now we are in the evaluation stage where we are looking at
the vendor responses. Because the RFP is still open and evaluations are ongoing, I am
prohibited from discussing details, but I can say that we got nine (9) responses back to our
RFP from some well-qualified vendors. I can say, too, that the addition of the $750,000 to
this project fits right in line with what we are seeing as far as the funding that will be needed
to complete this.
Committee Chair Kaneshiro: Are there any questions on LIMS? I think this is
exactly what I have been talking about on the other items. Councilmember Brun.
Councilmember Brun: I am sorry if I missed it. This is the same thing,
right? You are asking for $2,000,000?
Mr. Sherman: No. This is a different system, so the total CIP
budget would be $2,500,000, but this was funded in a previous year. We are just adding some
additional funds so that we can see the project through to completion.
Councilmember Brun: Am I looking at the right one?
Committee Chair Kaneshiro: The line item right above it, IT Systems
Countywide evaluation, design, and implementation is separate from LIMS?
Mr. Sherman: That is separate, yes.
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Mr. Lord: That was discussed in the prior section. The
reason it shows up here is when more than one (1) agency is involved in the project, when we
do sort, it will print into both agencies.
Councilmember Brun: That is why I am asking if it is for $2,000,000. It
showed up on the one we are talking about at $1,000,000 and then under Planning, it shows
up as another $1,000,000.
Mr. Lord: No. That is the same project as the other one.
Councilmember Brun: Okay, so it is not two (2) different.
Mr. Lord: That is correct.
Councilmember Brun: Alright.
Mr. Sherman: I would gladly accept an additional $1,000,000.
Councilmember Brun: I was wondering what was $1,000,000 on IT and
$1,000,000 on Planning.
Mr. Lord: It is because it is in both IT and Planning.
Councilmember Brun: Okay, got it.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Just to be clear, when I see this $2,500,000 for the
Land Information Management System, is that just a consultant or is that the software, the
consultant, and everything?
Mr. Sherman: No, that is a complete solution. Actually, there
was not a consultant involved.
Councilmember Cowden: I see consultant in here.
Mr. Sherman: Yes. What we had initially looked at is bringing a
consultant on-board to assist with the drafting of a RFP for this. We were able to handle that
in-house. There likely will still be some consultant services involved, but they will brought
on-board on behalf of the vendor to work through the processes with the County, so that as
we implement this product, it takes into account all of the needs of various Departments.
Councilmember Cowden: This $1,750,000 is a holdover from before and we
are only asking for an additional $750,000, and so $2,500,000 complete?
Mr. Sherman: That is correct.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: When will it be complete or when will the system
be implemented?
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Mr. Sherman: As we open the RFPs, we are seeing quite a wide
variety of timelines that the vendors are proposing from fast-track timelines where in less
than two (2) years, they want to have something up and running to, something much longer
that would carry us out to four (4) years plus. We will likely end up somewhere in between.
A big part of that is going to be training. It would be pretty simple just to install a software,
but the critical piece is making sure all of our users understand how to use it and are fully
trained to operate it, and that is going to take a significant amount of time. We do not want
to rush, so I would say no less than a couple of years.
Councilmember Evslin: Same question as I had before about continual
expenses, so we could still expect somewhere between thirty percent (30%) of the software
costs to be recurring annually?
Mr. Sherman: In the proposals that we got back, that rule held
true, so we would be looking at recurring costs of around twenty percent (20%) of what the
original software cost would be. In our RFP,we asked vendors to project things out for five (5)
years so that there would be no surprises for at least the next five (5) years and we would
have a good handle on what to expect.
Councilmember Evslin: Do you know traditionally, those ongoing
expenses, does that include if software itself has down the line, is that bundled into our
package? Do we get the upgrade or do we have to pay another lump sum to get the upgrade?
Mr. Sherman: No. The requirement was that it would include
upgrades because we do not want any surprises to where "Oh, there is this wonderful next
generation system, but pay us another $500,000 or you do not have it." We want to avoid
that, so we made sure to include that in our request, that those kinds of things are bundled
in with the support services that we are getting.
Councilmember Evslin: Thank you. Just final a question, so the hope then
with this one-time investment and these continual little expenses after that, is that we will
sort of have a permanent land management system for the foreseeable future?
Mr. Sherman: Yes.
Councilmember Evslin: Okay. Thank you very much.
Mr. Sherman: You are welcome.
Committee Chair Kaneshiro: I hate to harp on it, but I would love to see the
system where we have inventoried everything in Parks; all of our parks, parks equipment,
and all of our bathrooms. We inventory all of our equipment, buses, and vehicles. This
system helps us in the budgeting process where we are saying, "These are the items that we
have. This is what is scheduled to be replaced this year, painted, or reroofed. This is our
schedule for the next ten (10) years." Every year, it would be a tool. Did we do this or not?
Is there a more pressing need? It is a living breathing document that moves. It would be my
hope in this system. Councilmember Brun.
Councilmember Brun: Council Chair Kaneshiro, are you proposing this
or is the Administration? It seems like you are right behind this all the way. You have one
hundred percent (100%) knowledge of what is going on with this.
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Committee Chair Kaneshiro: For me, it makes no sense for us to have different
systems all over the place. When the Roads Division was up here and presented for GET,
they had a whole entire system that was able to track what roads need to be done, when they
need to be done, and at what cost. Then, we asked, "Does Parks use a system like this? Does
Wastewater use this?" "No. It is only a Roads system," so it is like, why are we not
integrating more of these systems together?
Councilmember Brun: Got it.
Committee Chair Kaneshiro: It is important for budget because when we ask
for reports on what vehicles need to be replaced, how old they are, and what their mileage is,
I would hope that the information would be readily available, people are not having to go
back through their records with their hands, and looking at things. It would be right on the
computer,which would make our questions more easily answerable and them have more time
to do other work rather than look for information. That is my support in it. Councilmember
Kuali`i.
Councilmember Kuali`i: Just a really quick confirmation. You said that
the consultant services involved would likely be brought on behalf of the vendor, so that
means this contract will hire the vendor and if there is any need for consultant services by
them, then they would be subcontracting that as part of the original?
Mr. Sherman: Yes. There would not be any additional funds
required. It is all included in the proposals that we have gotten.
Councilmember Kuali`i: Thank you.
Committee Chair Kaneshiro: Are there any other questions? If not, I am going
to change up the schedule you provided. Let us get through Planning and then let us get
through Transportation because there is only a few items. Oh, Marie just left. Mike. Parks
is a long item. Parks has a bunch of items and I do not want everyone just waiting when they
only have two(2)or three (3) items. Sorry, Parks. On the same sheet, we are on the Planning
sheet.
Mr. Dahilig: The moneys that are there, there is no additional
appropriations that are being asked to support the West Kaua`i Development Plan at this
point because the moneys that you see in the various line items are rollovers for a contract
that has already been awarded and is currently been spent down. The Planning Department
is just focusing on that particular plan right now rather than asking for moneys for a new
community plan during the next funding cycle.
Committee Chair Kaneshiro: Are there any questions on this item? It is the last
item for Planning. Councilmember Cowden.
Councilmember Cowden: I am sorry I missed these recent meetings. I have
been in my police training. How is the West Kaua`i Development Plan going? How close to
being completed is it?
Mr. Dahilig: What my understanding from the Planning
Director was that right now, they just completed their first round of community outreach
when it comes to both general discussions as well as targeted discussions around the areas
such as housing, economic development, and those types of things. Where they are right now,
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is in the development of a draft for public release, discussion, and comment. What has been
the model with this particular development plan was to look at doing the work in-house to
reduce the need on consulting costs to actually do the drafting for the Department, so that is
where you are seeing the effort really being placed right now is the planning and community
planning team in the Planning Department is actually scribing a plan as we speak.
Councilmember Cowden: I appreciate the work done. Is
http://westkauaiplan.org where I can go look at it?
Mr. Dahilig: I know that there is a link on the main Planning
Department website, so that is https://www.kauai.gov/Planning.
Councilmember Cowden: Yes. Alright, thank you.
Committee Chair Kaneshiro: Are there any other questions? Councilmember
Evslin.
Councilmember Evslin: Just quick on the West Kaua`i Development Plan,
you said the Planning Department is currently writing that draft. Has the Planning
Department always done that in-house? I think the first draft of the General Plan was done
by a consultant. It is great that you are doing in-house. I was just wondering if that is
common.
Mr. Dahilig: Given the capacity of the staff in the Department,
it seemed like an opportune time to actually look at having them write it themselves versus
relying on a consultant from Honolulu to do it for them. In the back and forth process, also,
when you look at previous plans that were done by the Planning Department, there was a lot
of kind of hands-on tweaking and editing that Marie, in particular, she is very meticulous.
So having and removing somewhat would be the middle man from that discussion was
something that we wanted to try when we launched these last year, was having Marie just
really take control of the scribing versus having to engage the back and forth banter, so this
is something new, but I am sure they will have comments at the end of the process whether
this works or not.
Councilmember Evslin: I, also, appreciate those efforts.
Committee Chair Kaneshiro: Are there any further questions? If not, thank
you. We will move on to Transportation. Again, Celia, state your name and we will go
through each line item. If we have questions, we will ask questions and if not, we will move
on. If you could just give us a brief description of each line. We will go line-by-line.
CELIA M. MAHIKOA, Executive on Transportation: I am Celia Mahikoa,
Executive with the County's Transportation Agency, and I have with me...
JEREMY KALAWAI`A LEE, Executive Assistant on Tranportation: Kalawai`a Lee
from The Kaua`i Bus.
Ms. Mahikoa: I am actually going to let Kalawai`a take the lead
on the project descriptions, as he has been the one primarily carrying out most of what we
have been taking on for capital projects.
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Mr. Lee: Good morning, Councilmembers. Thank you for
the time. Item number one is listed as the Bus Transit Utilization Study. That is for a total
of$125,000. The core of it is to look at our existing facilities to see if there are more efficient
ways for us to use that existing facility space; it will also take into account any future guiding
documents such as the General Plan, our Multimodal Land Transportation Plan, and the
Short-Range Transportation Plan; taking a look forward and considering whether or not the
facility space is sufficient for that growth curve as defined into the guiding documents; and
also look at what potential needs we might have as an organization to meet those growth
curve needs.
Committee Chair Kaneshiro: Are there any questions on that? Councilmember
Cowden.
Councilmember Cowden: I have a general question. We have been talking
about the GET funds and then what has come up in conversation in the budget is that
$6,000,000 is allocated to the Transportation Agency. I am seeing $125,000 here. Is there
$6,000,000 going into GET to the Transportation Agency? Is most of that is in this other part
that we will talk about on the other page?
Committee Chair Kaneshiro: This is just CIP.
Councilmember Cowden: Okay. So none of that $6,000,000 is intending for
the capital improvement?
Committee Chair Kaneshiro: $250,000, is right here.
Councilmember Cowden: $250,000. When we looked at the garage, the
garage is not tall enough, things like that, but we are basically stuck with that, correct??
Mr. Lee: That is a very good question. Thank you. The
funds of$125,000 that we are currently discussing would help to look at all of those facility
space needs that our Agency currently has. Based on what we currently do, it will be
determined as part of the scope of work whether or not additional facility space will be
necessary based on those growth curves.
Councilmember Cowden: Okay. We just heard about the Fire truck that is
too big for the building. These electric buses that we had offered to us are too big for your
building, is that correct? But then I heard we might get electric buses. Is that going to be
looked at in this plan?
Mr. Lee: Yes, Councilmember Cowden. As part of our
guiding documents that we have for our Agency, the Multimodal Land Transportation Plan
and the Short-Range Transit Plan both identify a use of alternative fuel vehicles. We realize
that our facilities might not accommodate those changes, so the plan would also include those
elements.
Councilmember Cowden: How much longer and how much taller are they
than the existing buses?
Mr. Lee: Our existing buses reach out about thirty-five (35)
feet, at the smallest end. Electric buses are about forty (40). They are about a foot-and-a-half
wider and they are almost comparable in height.
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Councilmember Cowden: They are almost comparable?
Mr. Lee: Yes.
Councilmember Cowden: Okay, but they would stick out of what we have?
Mr. Lee: If you referring to our maintenance bay, the
answer is yes.
Councilmember Cowden: Okay. Thank you.
Committee Chair Kaneshiro: Councilmember Kuali`i.
Councilmember Kuali`i: Primarily this $125,000 is to hire a consultant to
do a study, so you are going to do a RFP to get a consultant?
Ms. Mahikoa: Yes.
Councilmember Kuali`i: When is that happening?
Mr. Lee: If you allow the funds to remain in our budget for
this purpose, it would begin at the beginning of the fiscal year.
Councilmember Kuali`i: Initiated July 1st. If the job is primarily to study
the facilities and the needs, the space, is that primarily the facility and property near there
near the police station and the Court? Is that what you are talking about or other facilities
as well?
Mr. Lee: Just our existing baseyards space.
Councilmember Kuali`i: The baseyard space?
Mr. Lee: Yes.
Councilmember Kuali`i: What is the square footage of that, approximately?
Do you know?
Mr. Lee: I have it in (inaudible) that I can refer back and
give you that information. I am sorry, I do not have it on-hand.
Councilmember Kuali`i: No problem. Thank you.
Committee Chair Kaneshiro: Councilmember Brun.
Councilmember Brun: Thank you. We came down there and saw the
place is not big enough. It is not. It is not a secret. Is this enough to do the whole study, the
$125,000? We had something come in for $200,000 earlier for two (2) feet. I think your
Agency's one is way bigger than that. There are a lot more improvements that need to be
made down there. Is this enough money?
Mr. Lord: Councilmember Brun, I will answer that. Those
were for design work and this is for consulting. This number is based on some conversations
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with consultants that do this work and they gave us a magnitude of costs, so that is where
the budget number came from.
Councilmember Brun: Okay. I have been there and there is a lot to do.
Do you think it is enough?
Mr. Lord: To do the consulting work, not to do anything
beyond that.
Councilmember Brun: I am asking about the consulting.
Mr. Lord: I think it is enough for the consultation.
Councilmember Brun: Alright. Thank you.
Committee Chair Kaneshiro: I see Bus Transit Utilization Study and
Expansion of Bus Facility. Are these going to be two (2) separate RFPs or is it going to be
one (1) provider doing both? They are separate, so I would think that you folks are going out
for two (2) different RFPs, but they are kind of similar; one is going to be looking at current
efficiencies of the current footprint of the bus and the other is if there are other opportunities
for expansion and how you do that.
Mr. Lee: That is a good question. I will try to clarify it. The
first current line item that we were currently discussing, the Bus Transit Utilization Study
is to look at the entire picture including the future growth curves based on the guiding
documents. That is to look at the existing footprint space. The second line item that you
were mentioning, the Expansion of Bus Facility is specific to addressing our current space
constraints and putting a portable building space/office space on our existing footprint to
relieve some of the kind of"living on top of each other" circumstances that we have in our
existing building.
Committee Chair Kaneshiro: Okay, got it. Do we have any more questions on
any of those line items? Councilmember Evslin.
Councilmember Evslin: Yes. I just want to also second what
Councilmember Brun was saying. I saw how stressed you folks are for space, so I appreciate
you figuring out ways to expand here. But as far as the Bus Transit Utilization Study,
Councilmember Cowden sort of referenced it, but does that include looking at how we are
going to integrate electric buses into our fleet or would that have to be a separate study?
Mr. Lee: We envision it as being included, as it is part of
both of our guiding documents for our Agency's future growth.
Councilmember Evslin: There was some grant moneys for two (2) electric
transit buses, right? Are we going to get those buses here and when we do, at that time, are
we going to be able to be able to integrate them? Is that the expectation?
Mr. Lee: Well, it is a portion of coordination and a portion
of allotment of resources that are some of the things at play right now. As you all know, we
participated as part of a statewide grant proposal for Low-or-No Emission (Low-No) Bus
Program competitive grant funds. We received a portion of what we requested. We are still
working with the State for them to execute their contracts with their consultant. We will
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play a role hopefully within the next fiscal year and need to come up with money to be able
to help support that effort. At this point, the plan for the Bus Transit Utilization Study would
be just one portion of the planning that needs to occur before we take on these very expensive
assets to the County. I think in Councilmember Brun's comment, we really need to spend a
lot of time and resources upfront frontloading and paying attention to what we need to know
and all the things that we currently do not know in order to offset the need for unforeseeable
costs. We have taken that to heart. We really want to make sure that if and when we do
move forward with this type of project, that we are doing it in the most cost-effective and
efficient manner.
Councilmember Evslin: Okay. Thank you. One (1) more question. This is
more the operating, but since you are here and since it was referenced today, the $6,000,000
figure for GET has come up a few times. What is the total amount that your Agency's overall
budget is going up from last year, approximately?
Committee Chair Kaneshiro: I think we will wait until we get to their budget on
that.
Councilmember Evslin: Okay. It was just because it was referenced the
last time. I think there is potentially a misconception that their budget is getting increased
by $6,000,000, but we could get clarity on what that is.
Committee Chair Kaneshiro: Yes.
Councilmember Evslin: But we can cover it later.
Committee Chair Kaneshiro: They will be coming up and that is when we will
ask that question. Councilmember Chock.
Councilmember Chock: I guess this is for Wade. There has been this
discussion about the holistic needs of the County as it relates to space in talking with our
Auto Division. As it relates to the expansion of the bus facility, my only question that comes
up is, what is the big plan? Are we looking at centralizing and putting us all together here?
If so, what can we expect since we are wanting to invest right now in CIP funds? We have
GET and we know we can use it for transportation, but I would like to see something more of
a plan moving forward in how that is going to affect us spending money all in one (1) area
versus really putting our efforts towards it. I am not sure how we can get this GET funds to
really cover or move us in the direction of covering this holistic need. Where are we on that
because I think if we come back and these needs are now, of course, but they are everywhere?
Mr. Lord: Thank you, Councilmember Chock. That is a good
point that you bring up. I think any organization needs to look at the long-range view and
what our needs are going forward and how we see ourselves in terms of use of our current
assets, or needs for future assets. That is something that I am sure, the Administration is
looking at. I know that there were some preliminary discussions regarding potential
consolidation of some facilities, but I am not privy to those. It is a good point you bring up.
The analysis of your assets and then how best to use them based on needs assessments as
well as your growth documents and making sure that everything dovetails together so that
you are looking at a consistent and a measured plan that is thoughtful, is critical.
Councilmember Chock: As far as you know, the space is very limited right
now to any expansion would only be enough for our Transportation Agency, is that correct?
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There is no room for really looking if we invest in this area, why can we not just look towards
the future and expand that whole area?
Mr. Lord: Their site is constrained on all sides. There is a
small vacant parcel across the street that is currently used as a detention basin, which
potentially could become an expansion area if a new way to move that water could be
developed, and that would probably take some coordination with the adjacent landowner.
Yes, it is a tight area. In terms of uses, it is not the most ideally used with the mix of uses
that is going on in a perfect world, but hindsight is twenty/twenty (20/20).
Committee Chair Kaneshiro: Councilmember Kuali`i.
Councilmember Kuali`i: Kalawai`a, you may have said it and I may have
missed it, but when talked about the study $125,000 was going to our consultant. This
$125,000 for expansion, is it actually going to something specific; designing and constructing
anything in particular that is already in the plans to happen?
Mr. Lee: That is a good question. Thank you. Let me
clarify. The second item is what I believe you are referring to.
Councilmember Kuali`i: Yes.
Mr. Lee: The expansion of bus facility, that line item is
specifically going to be used to fund the purchase of a portable office space that we intend to
place on our existing footprint. It is intended to offset some of the cramped conditions that
we have for our existing staff.
Councilmember Kuali`i: Then, earlier there was something said about
being constrained on all sides. If the site was to grow, is there room to grow? The County
has additional properties adjacent.
Mr. Lee: If you are referring to the soccer field next to our
facility...
Councilmember Kuali`i: Correct.
Mr. Lee: I believe that is County property, yes.
Councilmember Kuali`i: So, three (3)other corners might be State or other,
but one (1) edge is County property?
Mr. Lee: Yes, sir.
Councilmember Kuali`i: Thank you.
Committee Chair Kaneshiro: Are there any other questions for Transportation?
Councilmember Evslin.
Councilmember Evslin: Were we going to go to the Wailua Bus Stop line
item?
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Committee Chair Kaneshiro: Yes, it is the last item. Do you have a question on
that?
Councilmember Evslin: Yes, I have a question. On funds for that, so our
bus stops paid for fully from...we spent a fair amount of time talking about exaction for that
development for the school by Kukui Grove. Are bus stops funded entirely from those types
of exactions?
Mr. Lee: No, absolutely not. Thank you. To clarify, the fee
that we got came out of a Planning Commission condition as an in-lieu fee for transit
accommodations for that development. We are currently drawing on that fund balance right
now to help pay for the cost of our construction costs, which is just finally wrapped up. So,
no, the fees usually only cover just a small portion of the overall cost of all of the site work
and the vertical structure.
Councilmember Evslin: Thank you.
Committee Chair Kaneshiro: Are there any further questions? If not, thank
you. We will move on. As far as Housing goes, who is going to present on Housing?
Mr. Lord: We do not have representative from Housing here.
I did get an E-mail regarding the status of that project.
Committee Chair Kaneshiro: Okay. Well, actually let us go to Parks then first.
Mr. Lord: Okay.
Committee Chair Kaneshiro: If you are going to be the one presenting on
Housing.
Mr. Lord: Okay.
Committee Chair Kaneshiro: Parks is up. William, you have been here before
and you know the routine; state your name and then we will just go through each project.
WILLIAM TRUJILLO, Parks Project Manager: Gladly. William Trujillo, Chief of
Planning and Development for the Department of Parks & Recreation. Looking at the
spreadsheet presented to you folks, I guess we will go through each one and then you folks
can ask any questions as we go forward. Americans with Disabilities Act (ADA) Projects —
Building Facilities. Real quick, this is an old project that was completed. This was bringing
all of the County facilities to ADA compliance, so that is the loose change, the $153. So, that
is putting it back into the pot, so to say.
Committee Chair Kaneshiro: Are there any questions on this item? Next item.
Mr. Trujillo: Anini Beach Park Improvements. This money
was set aside a little while ago. This was part of the previous Administration's move to
improve what we called "super parks," particularly the beach parks to get them to a higher
customer service-level. We did other ones. For instance, at Black Pot Beach Park, Lydgate,
and at Po`ipu. So two (2) of the next ones, you will see one of them is Anini, so that was that
money there. We are still trying to, at this point, develop the entire scope of what we want
to have there.
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Committee Chair Kaneshiro: This amount is just for the scope or is this amount
for scope and actual estimates of upgrades?
Mr. Trujillo: At this point, we believe it is going to be enough
for the basic upgrades and if we go further than the basics, then we would have to come back
for more construction money.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: What is that Special Trust Fund? I see it a lot in
your other Divisions.
Mr. Trujillo: In general, the funding source Special Trust,
those are moneys dedicated to Parks by districts to the five (5) districts. That is primarily, I
believe, through developers paying into the trust fund.
Councilmember Evslin: Along those lines, when there is development in
an area, the money goes towards park improvements in that area?
Mr. Trujillo: In that district, yes.
Councilmember Evslin: Okay, in the district. Thank you very much.
Committee Chair Kaneshiro: Are there any other questions on this item?
Councilmember Brun.
Councilmember Brun: No. I have to leave at 11:45 a.m., so I was
wondering if we could skip to the skate park one because I had a lot of questions about that
one.
Committee Chair Kaneshiro: Sure.
Councilmember Brun: Well, I had people asking me about that one, so I
just wanted to get an update on that. It is on the second page, third to the bottom, Skateboard
Parks. I know I just heard this the other night that was kind of promised to the west side
people that they are going to get their own skate park. Would this $400,000 will also help get
a skate park on the west side and also update the Kapa'a one?
Mr. Trujillo: That is the intention right now, yes.
Councilmember Brun: Okay. That is all I have on that. Thank you.
Committee Chair Kaneshiro: Are there any other questions on the skateboard
park? Councilmember Evslin.
Councilmember Evslin: So that is only for the design of the new facility,
does it go towards actually building it?
Mr. Trujillo: For the skate park, the $400,000?
Councilmember Evslin: Yes.
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Mr. Trujillo: We are looking at upgrading the Kapa'a one, as
well as developing a new one. We still have to go through what the skate park would look
like. Our hope is that it covers both. If not, we would have to come back for additional funds
and/or have public support.
Councilmember Evslin: Have you identified a location for it on the west
side?
Mr. Trujillo: We are looking at different places on the west side.
I believe as the Mayor said in his opening statement, that he is looking at Hanapepe Town.
Councilmember Evslin: Okay. Thank you.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: I think I am satisfied.
Committee Chair Kaneshiro: Okay. Are there any other questions on the
skateboard park? If not, thank you. We will move back to where we were.
Councilmember Brun: Thank you.
Committee Chair Kaneshiro: No problem. Black Pot Improvement (design &
permitting).
Mr. Trujillo: Real quick, this is $100,000. We already have a
master plan for all of the properties that we currently own. We recently purchased an
additional few acres, so this is to add that piece of property included in the master plan.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: I want to say that I attended almost all of those
master plan meetings and I would describe them as bitterly opposed. I know very much that
there is a desire within the community to at least a portion of these do some stewardship
agreements inside of it. Unlike `Anini, which people have kind of released a long time ago
the perception, I think a well-founded perception of the master plan, is that it will become a
visitor park and it will displace the people. I want to say, I really want to make sure...I will
do everything that I can to make sure we can revisit that a little bit because I think it is
definitely a big part of the whole cultural identity of the community, and the existing plan
largely erases that. We need to work on that. I am not sure what that cost is, but I just
really want to be flagging that. I hope with the change of Administration that we can revisit
what is happening there. Thank you.
Mr. Trujillo: Thank you.
Committee Chair Kaneshiro: Are there any other questions? Okay.
WALLACE G. REZENTES, JR., Deputy Director of Parks & Recreation: Wally
Rezentes, Parks Department. I just wanted to add to that, that I know the Administration
wants to go out to the community and intends to go out to the community and seek input
from the community members. Hopefully when we do that, it would be for the first time that
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I think the Kawakami Administration does. Hopefully, we can get some good input and I
know the Mayor was committed to doing that.
Committee Chair Kaneshiro: Okay. We will move on. Next item.
Mr. Trujillo: The next one is the Civic Center Roof
Replacement. That was obviously replacing the roof at the Civic Center, so that is the loose
change, all $990.
Committee Chair Kaneshiro: Okay. Next item. Oh, are there any questions on
that? If not, next item.
Mr. Trujillo: Comfort Station Improvements. This was an
effort to standardize plans and designs for future comfort stations, which we completed.
Again, that is the loose change for that completed project, all $64.
Committee Chair Kaneshiro: Okay. Are there any questions? If not, next.
Mr. Trujillo: Convention Hall Improvements. Most of these
items were allocated for we completed through other means, so that is returning the funds
back into the bigger pot again.
Committee Chair Kaneshiro: Okay. Are there any questions? Councilmember
Kuali`i.
Councilmember Kuali`i: I hear you saying most of these items were funded
through other means, but any of these items include work? I know there has been a lot of
work; new seats in the lobby and what have you, but is any of this for the backstage areas,
the side stage areas, the green rooms, if you will, locker rooms, or everything backstage? I
have been hearing from folks that the backstage areas need a lot of attention, that it seems
to not have been attended to for years and years and years, such as basic painting.
(Councilmember Brun was noted as excused.)
Councilmember Kuali`i: I have been there, too. I feel like you are going
back in time a little bit. It is like in the 1970s or something with the old metal benches and
whatever. It needs some work, I think. Was that ever part of the list and does it mean it
goes away or is it going to be addressed?
Mr. Trujillo: I believe, overall, the previous Administration
particularly with Eddie Sarita leading the way, there were a lot of components from the
Convention Hall into the 2000s. Like you said, a lot of it was in the 1960s and 1970s; the
seats, carpet, air conditioning, and the lobby area. A lot of that was done under the
Administration, with the tile floors because of different issues. I think now, with new staff
there, we are taking a new evaluation of what the needs are. When the new staff comes with
their ideas of priorities of what we need to have next, then we will come back to Council to
allocate those funds.
Councilmember Kuali`i: I will just say that the big things were done, but I
am hearing from the halau, different groups that utilize it, and even hosts entertainers that
come from off-island, that it is somewhat of an embarrassment and it probably would not
take a lot of time, resources, and not a lot of budget, but that it should be addressed. I agree,
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because I have seen it, too. Let us try and figure out how to put that on the priority list. I
think I have heard from enough people.
Mr. Trujillo: Sure.
Councilmember Kuali`i: Thank you.
Committee Chair Kaneshiro: Are there any other questions on that item? If not,
next item.
Mr. Trujillo: Hanapepe Stadium Improvements. This is an
open currently design project to design a new comfort station; one structure that would be a
comfort station, food booth, and ticket booth. We are hoping to have this design completed
over the summer.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: Is that $26,000 just for the design phase?
Mr. Trujillo: The $26,000 is the loose change after we
encumbered the funds for the design.
Councilmember Evslin: Okay.
Mr. Trujillo: So, the $26,000 is unencumbered funds. Whether
it goes into an amendment for design, or goes into construction is yet to be seen.
Councilmember Evslin: Thank you.
Committee Chair Kaneshiro: Are there any other questions from the members?
Next item.
Mr. Trujillo: Historic County Building Security & Grounds
Improvements. This was an effort by Council Services. I believe it is a request to look at the
improvements to the site.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: I really love our building. How are we going to
improve it? $300,000 is a lot of money. How are we going to fix it?
Mr. Rezentes: I think we intend to engage further with Council
Services Staff and figure out what would be the major priorities for those funds.
Councilmember Cowden: Okay.
Mr. Rezentes: It is a work in progress.
Councilmember Cowden: Is it open at this point?
Mr. Rezentes: Yes.
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Councilmember Cowden: This is not specific, but it is holding that money so
that we can look at it.
Mr. Rezentes: Yes, and we need to definitely meet and see what
the priorities would be.
Committee Chair Kaneshiro: Are there any other questions on this item? If not,
we will move on.
Mr. Trujillo: Inclusive Playground Development. This is a
relatively new initiative from the Mayor's Office to develop a new playground that would be
much more inclusive of multi-generations as well as anyone with physical disabilities.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Is this likely to be at Lydgate Park?
Mr. Trujillo: That is definitely one of the places that the
Administration is looking at, yes.
Councilmember Cowden: Can we do a little bit on the west side? Can we
split that money so it might be somewhere so we hit both sides? If someone is coming from
the far west side, that is long drive for them to do. But right now, are we just looking at
one (1) location?
Mr. Trujillo: Right now, this is definitely just preliminary
talks. I believe the idea is to have one (1) site. Whether we end up splitting in the end or
soliciting more funds to support another initiative, this is the first in a series, and it has not
been ironed out yet.
Councilmember Cowden: Thank you.
Committee Chair Kaneshiro: Okay. Next item.
Mr. Trujillo: Islandwide Bike/Pedestrian Path. This is the
ongoing funds for the bike path, particularly looking at...it is overall, but also looking at the
west side.
Committee Chair Kaneshiro: Are there any questions on that? Councilmember
Evslin.
Councilmember Evslin: It is "grant match," what is our match?
Mr. Trujillo: I believe there was a potential grant to be
awarded for the development of the planning on the west side. I believe was a health grant,
so this was our portion of the match. I do not believe it was beyond that yet.
Councilmember Evslin: So this $50,000 is our portion?
Mr. Trujillo: Is our portion, yes.
Councilmember Evslin: Do you know what the original grant was?
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Mr. Trujillo: I do not.
Councilmember Evslin: Thank you.
Committee Chair Kaneshiro: Next item.
Mr. Trujillo: Islandwide Playcourt Resurfacing. Looking at the
various play courts; tennis and basketball courts we have on the island, many of them need
major reconstruction. In this one, we are lining up six (6) sites; tennis and basketball courts,
to be designed and hopefully reconstructed.
Committee Chair Kaneshiro: Are there any questions on this item? Next item.
Mr. Trujillo: Similar, Islandwide Playground Equipment. We
have six (6) playgrounds identified as needing to be what we are calling "overhauled." So, it
is taking down existing elements and putting it back safer. A lot of these are fifteen (15) to
twenty (20) years old and just experiencing end of life, so we need to get these done so that
we have a safe place for the kids.
Committee Chair Kaneshiro: Thank you for that. I know in the past, the
Anahola Park Playground set was one that was really decrepit. I think it was unusable, we
still had it there, we would put up yellow tape around, and the yellow tape would fall down.
It was like, could we not just get rid of it if that is the case? I would really love to see these
types of things be proactive, which they are. Are there any questions? Councilmember
Kuali`i.
Councilmember Kuali`i: My question is because I see Islandwide Playcourt
Resurfacing and then this one, Islandwide Playground Equipment. Later, I see Park
Improvement & Equipment with different districts, but then it says, "propose to create a
single islandwide account for park improvements/equipment." Will there be a line item in
the CIP project that is that so that if we do not see a specific park that needs improvement?
Because these other ones by district, it is all very small amounts, which to me, means that
you are possibly doing an islandwide account for park improvements/equipment, but I do not
see it as far as $200,000 or $300,000, A pool of money. Is it coming later on the third page?
Mr. Trujillo: Councilmember Kuali`i, where are you seeing the
initiative?
Councilmember Kuali`i: On the second page, under Park Improvement &
Equipment: Lihu`e District, because that is where I have a concern about Puhi Park.
Mr. Trujillo: Sure.
Councilmember Kuali`i: There is $20 and then it is blank, but then it says
under status, "propose to create a single islandwide account for park
improvement/equipment," but I do not see that account.
Mr. Lord: Councilmember Kuali`i, I can answer that. As
William mentioned, a lot of the funds in the Special Trust Fund are in-lieu funds for
developers, so that is not enough to do the work. The idea was, let us create a single account
whereby they could identify the needs across the island versus looking at one district and
that was the thought there, so we are creating a separate account for that.
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Councilmember Kuali`i: But it is not created yet?
Mr. Lord: Not yet.
Councilmember Kuali`i: It is not in this list?
Mr. Lord: It is not on the list, but it will be.
Councilmember Kuali`i: Okay, it is coming. I guess I will bring up my issue
with Park Improvement & Equipment: Lihu`e District later.
Committee Chair Kaneshiro: Okay. Are there any further questions on
Islandwide Playground Equipment or Islandwide Playcourt Resurfacing? If not,we will move
on.
Mr. Trujillo: Islandwide Pool Improvements. In a similar light,
this was to house funding to support Kapa'a and Waimea pools and for improvements. Right
now currently, we are renovating Waimea pool, renovating the bathhouse as well as the deck,
and bringing it up to ADA compliance. At Kapa'a pool, we are finalizing a contract to assess
and design the replacement of the pool filter system.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: This is our matching amount to a Build America
Bond (BAB)? Is that right? Was this something from the Obama Administration?
Mr. Lord: Yes, I believe that is the case.
Councilmember Cowden: So, this has been underway for some time?
Mr. Lord: Yes.
Committee Chair Kaneshiro: Are there any other questions on this item? Next.
Mr. Trujillo: Kalaheo Neighborhood Gym (Roof
Reconstruction). I am not sure if Public Works mentioned it already, but this was to renovate
the Kalaheo Gym roofing and bring it up to shelter hardening levels. This one is currently
going out to bid. I do not think it is awarded yet for construction.
Committee Chair Kaneshiro: Are there any questions on this? Next item.
Mr. Trujillo: Kamalani Playground Resurfacing. This contract
has been awarded for construction. We are just trying to line up when the work will be done.
This is to place safety surfacing along the playground to make the facility safer.
Committee Chair Kaneshiro: Are there any questions on this? Next item.
Mr. Trujillo: Kapa'a Neighborhood Center Improvements. This
is money on hand. They are looking to award soon. This is to improve the windows, some
doors, painting, and some flooring.
Committee Chair Kaneshiro: Councilmember Cowden.
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Councilmember Cowden: I have a general question about these Kapa'a
improvements here. Can I blend them? We did a reallocation of about $750,000 and some of
it went to mowers. There was some talk about the bathrooms along the pathway. Is that
coming out...that would be a different line item on another page? Is that correct? We were
talking about maybe gating the bathrooms. There were concerns along the bike path and the
bathrooms.
Mr. Rezentes: That is not in this. That is somewhere else.
Councilmember Cowden: This will be on another day?
Mr. Rezentes: Yes.
Councilmember Cowden: Okay.
Committee Chair Kaneshiro: Okay. Next item.
Mr. Trujillo: Kapa'a Pool Restroom Reconstruction. As I
mentioned earlier, we are finalizing the design consultant to assess and design the new filter
pump system.
Committee Chair Kaneshiro: Okay. Next item.
Mr. Trujillo: Kapa'a Soccer Field Improvements. This was a
design only to develop the acreage north of Bryan J. Baptiste(BJB) Sports Complex to become
a soccer field. That plan is about ninety-five percent (95%) complete and then we stopped it
because the interest and funding for construction was not a priority. We are citing this as
the design is complete as far as we can go right now, and so that is the loose change.
Committee Chair Kaneshiro: Okay. Are there any questions on that? Was that
to put the soccer fields above the...
Mr. Trujillo: Above the triangle by the bypass road.
Committee Chair Kaneshiro: Yes, above the bypass road, right?
Mr. Trujillo: No, south.
Committee Chair Kaneshiro: Oh, but there was a ditch or something splitting
the two (2)?
Mr. Trujillo: Yes, the canal between BJB and there.
Committee Chair Kaneshiro: Okay. Next item.
Mr. Trujillo: Kapa'a Stadium Improvements. We are finalizing
the design to bring the football area up to what we call "stadium-level," designing and
constructing a new announcer's booth, bleachers, and walkways; and doing some
improvements to the bathroom and the food booth.
Committee Chair Kaneshiro: Councilmember Cowden.
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Councilmember Cowden: Is it going to regrade the surface? I know people
sprain their ankles and we do not play there sometimes, if we are talking about the football
and soccer field.
Mr. Trujillo: The play area of the football field was redone a
handful of years ago after complaints. The surface itself is fine. There are concerned about
the spacing on the sidelines, and that is being addressed.
Councilmember Cowden: Thank you.
Committee Chair Kaneshiro: That was going to be my exact question. So, this
will address the amount of space between the bleachers and sidelines?
Mr. Trujillo: Yes. The bleachers are being moved down.
Committee Chair Kaneshiro: Okay. Thank you. Next item.
Mr. Trujillo: Kekaha Gardens Park. That is a new
neighborhood park out in Kekaha that was completed. This is returning the loose change.
Committee Chair Kaneshiro: Okay. Next.
Mr. Trujillo: The next two (2) is Kaua`i War Memorial
Convention Hall (KWMCH) Improvements. Both of these returned funds back to the pot as
most of these have been done, and again, as I mentioned, we reassessed what the current
Administration and staff want to do to improve moving forward.
Committee Chair Kaneshiro: Councilmember Kuali`i.
Councilmember Kuali`i: I will just reiterate my point. I would like to see
in the new submission for May something withheld so that you can do the improvements that
I am sure if you look at, you will agree is necessary. So, it was all side stage, backstage, and
behind-the-scenes improvements.
Mr. Trujillo: Yes.
Councilmember Kuali`i: We have improved immensely and it is a beautiful
job of what is visible to the general public.
Mr. Trujillo: I agree.
Committee Chair Kaneshiro: Next.
Mr. Trujillo: Lihu`e Stadium Baseball Field Improvements.
This was recently completed. It was new dugouts, new announcer's both, a little bit of the
lighting was paid for, as well as some walkways. This is again, returning the loose change to
the fund.
Committee Chair Kaneshiro: Okay. Next item.
Mr. Trujillo: Park ADA Bleachers Replacement. This was an
old project that was replacing a lot of wooden bleachers that we had at parks with aluminum
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ones to make it more ADA-compliant. That, for the most part, a lot of those were completed
already and it is also included in the replacement of the grandstand at Hanapepe Stadium.
So again, this is returning the funds back to the pot.
Committee Chair Kaneshiro: Okay.
Mr. Trujillo: Council Chair Kaneshiro, if you do not mind, I will
just kind of group the rest of the Park Improvement & Equipment by districts in general.
Committee Chair Kaneshiro: Please.
Mr. Trujillo: Unless you want to go through each item.
Committee Chair Kaneshiro: No.
Mr. Trujillo: As we mentioned earlier, each district has their
own pots usually by developers and it is district-limited, so that is the Park Trust. Then, as
you can see, each one has their own amounts there. A lot of it is primarily what kind of
development have gone on there in recent times, as well as what kinds of projects and funds
the Parks Administration has developed out there. So that covers the next park
improvements in Hanalei, Waimea, Kawaihau, Koloa, Lihu`e, as well as the grants for Koloa,
Kawaihau, and Lihu`e.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: What are those recreational organization who the
grants go to?
Mr. Trujillo: Each district has grants. We cannot have money
that Parks gives out as grants to organizations. In the recent past, it has been youth baseball
for them to purchase and build batting cages and home run fences. I know football has come
in for storage units and things like that. Then, some of it has also been senior softball who
have come in for homerun fences or to improve for supplies to paint the dugouts or whatever
it is. That is where the funds have been pulled from.
Mr. Rezentes: It is mainly all community-driven.
Councilmember Evslin: A quick follow-up. So we give a grant to the
organization and they go and build the structure that they want?
Mr. Trujillo: Yes. They apply for funding, for instance, a
batting cage. Then, they give us a budget and the design that they are looking to do; we
award it to the association, not the individual, but to an association; then they do what they
said they were going do; and they report back with the receipts as well as write-up of what
they did.
Councilmember Evslin: Great.
Committee Chair Kaneshiro: Councilmember Chock.
Councilmember Chock: Is this still the Ho`olokahi Fund or is it a separate
item?
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Mr. Trujillo: It has been separate than the Ho`olokahi Fund.
Councilmember Chock: Okay.
Committee Chair Kaneshiro: Councilmember Kuali`i.
Councilmember Kuali`i: Obviously, the funds are limited if you are just
looking at the district funds, right? Now, is this amount showing what is available in each
fund or just what you are proposing to spend out of those funds?
Mr. Trujillo: On the far right, the FY 19-20 Appropriation, is
how much is available in each of those funds.
Councilmember Kuali`i: Then, that comment again is because the funds
are not enough to meet the needs of improvement and repair, so that is why you are planning
to create an islandwide account for park improvements/equipment. Is that correct?
Mr. Lord: That is correct.
Councilmember Kuali`i: As an example, the Lihu`e District, it basically
shows $20. What encompasses the Lihu`e District? Is it everything such as Puhi and
Hanama`ulu?
Mr. Trujillo: Basically, Wailua River to Knudsen Gap.
Councilmember Kuali`i: If the source of funding is tied to development, has
there not been development in the Lihu`e District, which would have brought funds to this
particular pot?
Mr. Lord: I do not have that information.
Councilmember Kuali`i: Can you follow-up?
Mr. Lord: I can.
Councilmember Kuali`i: Then, what I am getting at, too, is that I have
heard some specific concerns and I will submit it in writing and try to get more information,
too, about Puhi Park. I know it is wonderful when you have a group of volunteers who
determine what they need in their particular park and they are willing to do some work and
the County is willing through this program, to give the grant moneys. It is awesome what
has happened in Hanama`ulu with that newer pavilion and shade, but I wonder if as a
County, we should not be ensuring some basic level of improvement that each of our parks
should have based on what the use is. I have been told at that particular Puhi Park in the
back, the back corner part, that kupuna go and play softball there and that they need to bring
a pop-up tents and chairs just to have seating and shade. It probably should not be a softball
park unless it has some benches and shade. Can we put that on the list, fund that, and do
that as an improvement that is needed right away? It is kind of like basic for safety.
Mr. Rezentes: Are you thinking a pavilion? They have dugouts,
right? Yes. So beyond the dugouts, are you talking about a pavilion for them to have shade?
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Councilmember Kuali`i: Maybe it is not just the players, maybe it is the
people who come to watch them. I do not know how much. If it is a dugout, that very minimal
shading.
Mr. Rezentes: Yes.
Councilmember Kuali`i: I will get more details and I will submit
something. I just heard it in passing and it seemed like, "Whoa." We have got do the basics;
seating, shade, and what is reasonable.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: I have a question for clarification because I see a
couple of line items down below where it was negative $20 for Lihu`e Park. I see we also have
$42,600. Is that just a different funding source, because we have that twice?
Councilmember Kuali`i: That is for the grants.
Mr. Trujillo: The item that you are speaking of, the $20 that
was moved, the description is Park Improvement & Equipment: Lihu`e District. Then, the
$42,600 line item you are looking at is Park Improvement: Lihu`e District Grant. In short,
there was $20 for improvement and equipment, and there is $42,000 for grants.
Councilmember Cowden: So that is if people come up with a project?
Mr. Trujillo: Yes.
Councilmember Cowden: It is not like we are eliminating Lihu`e.
Mr. Trujillo: Correct.
Councilmember Cowden: Puhi would be in the Lihu`e District, correct?
Mr. Trujillo: Correct.
Councilmember Cowden: Maybe there is that $42,000 in that area if
someone wanted to be working on that project, that might be something there is some room
to have that availability.
Mr. Trujillo: Yes.
Councilmember Cowden: Okay. Thank you.
Mr. Trujillo: Thank you.
Committee Chair Kaneshiro: Is there going to need to be any policy change if
we decide to go and do one (1) account for all of this money? In the past, it has always been
split by district and you can see where there might be some unfairness because I do not know
last time we had development on the west side, so obviously, their fund does not have much
money in it. Was that because of a policy that we split it by district or is it just how we did
it?
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Mr. Trujillo: When development happens, I believe it is put
into the district that it affects. Like you said, there has not been development in some
districts, yet they are still active in receiving and wanting things done and requesting grants.
Committee Chair Kaneshiro: I will send a question through whether there
needs to be some type of policy change or if it is just an administrative change in how we are
able to pass out the funds.
Mr. Lord: It is a good point, Council Chair Kaneshiro. We
feel like the islandwide single account is a more efficient vehicle because it allows the experts
here to make determinations about funding needs across the island and not be limited by
funds that are dedicated to a certain district that may not have any development going on in
it.
Committee Chair Kaneshiro: I am torn on it. I think the nexus was if someone
is going to develop an area, then that money goes to parks in that area, which the residents
of that development can use.
Mr. Lord: Sure.
Committee Chair Kaneshiro: Whether we see a whole lot of development, then
we move the money to another area. I am kind of torn on it, but I would love to know what
the policy is going to be or what the intention is going to be.
Mr. Rezentes: In the past, there has been projects specific to
areas or regions that have really low or short funding in their specific district, so there has
been line items that are project-specific. I guess one thing to consider is that we do have the
islandwide playground equipment in which you could do islandwide playground
improvements.
Committee Chair Kaneshiro: That was going to be my second comment, why do
we need to put it all into one (1) fund when we have this islandwide line item anyway. We
can keep the district funds and when people develop in that area, they know that the money
is going to go to parks in that area, and then we still have that islandwide line item that if
the west side is not getting any money for their funds, then we can provide money through
that line item.
Mr. Rezentes: Exactly.
Committee Chair Kaneshiro: For me, it seems redundant to have an islandwide
line item and then with our district funds, we put them all into one (1) line item also.
Councilmember Kuali`i: I have a follow-up.
Committee Chair Kaneshiro: Councilmember Kuali`i.
Councilmember Kuali`i: The way I see it is you have created the
Islandwide Playcourt Resurfacing, Islandwide Playground Equipment, and the Islandwide
Pool Improvements. Now, the first two (2)is General Fund funds. I think these district funds
obviously, they are created the way they are created, the earning, expenditure, and has the
policy. That stays the same. I would imagine your point here or comment about "propose to
create a single islandwide account for park improvement and equipment" is because there
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are needs that cannot be met by these funds because some of them are very low, and that you
have earmarked a lot of people for these grant-type programs where a group of people do a
project and they put in the sweat equity, but there needs to be a fund, a pool of money, to do
what might need to be done. I think as we focus on trying to improve our parks, we have to
have the flexibility like we have already done for these other purposes unless you add to that
purpose, that already exists. There is $500,000 for playground equipment, so that is very
specific and is not necessarily the same as for seating and shade for baseball fields or
whatever.
Mr. Lord: Right.
Councilmember Kuali`i: I say create the separate account and get some of
the projects that need to be done, done. They are probably small, so we are not talking about
a lot of money. But if you can address it islandwide with an islandwide fund, I think that
would be good to do.
Mr. Lord: To Council Chair Kaneshiro's point, they can
co-exist, the district funds with the islandwide ones. It is just more documentation and
accounting, but I think what we were going off of was that the islandwide pool account
already had been established, so we felt there was policy already. This was just sort of
following that lead.
Councilmember Kuali`i: Just the final point is, but there is no line item yet.
Will you have it in the May update to this?
Mr. Lord: I do not know about the May, but I will go back.
Councilmember Kuali`i: I will ask for it. I will propose it if you do not have
it.
Mr. Lord: Okay.
Councilmember Kuali`i: Thank you.
Committee Chair Kaneshiro: For me, I want to know what the policy is. If the
policy is we are going to get money from developments that have to stay in the district and
we need to rewrite it, then we would have to rewrite the policy.
Councilmember Kuali`i: I am not talking about that. The district items to
remain as they are with their policy, Special Trust funding. I am talking about on the first
page, Islandwide Playcourt Resurfacing fund of $250,000, General Fund. Islandwide
Playground Equipment, $500,000, General Fund. Mirroring those examples so that when a
district does not have the money to repair and fix something or add something that does not
exist, that is needed, that there is money for it. There is money now for specific playcourt
resurfacing, playground equipment, and pool improvements, but there is not for park
improvements/equipment, that other line item,which it looks like they are already proposing,
but they just have not done a line item.
Committee Chair Kaneshiro: Are there any further questions? If not, next item.
We are on parking lots.
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Mr. Lord: Parking Lots/Playcourt Resurfacing. This goes
hand-in-hand with the Islandwide Playcourt Resurfacing where previously, we already had
funds set aside to redo Koloa. So that one, the design is near complete and we hope to have
it. It should not be April, it should be July 2019.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Just for clarification, that is when it is a sand
parking lot, you come in, and straighten it out, or is that when you are putting in pavement
on the parking lot?
Mr. Trujillo: These are currently paved.
Councilmember Cowden: Okay.
Mr. Trujillo: In this particular case, these are currently paved
asphalt parking lots and we are redoing it.
Councilmember Cowden: So, Roads will come in and clean the sand parking
lots, the soft-surface parking lots?
Mr. Trujillo: I believe that is the plan, yes.
Councilmember Cowden: Okay.
Committee Chair Kaneshiro: Next.
Mr. Trujillo: Playground Improvements. Again, this goes
hand-in-hand with the Islandwide Playgrounds. These are previously awarded project
moneys to redo playgrounds in Wailua Houselots and Homesteads.
Committee Chair Kaneshiro: Next item. We are almost at 12:30 p.m. I think
the intention is that we will get through this whether we go a little bit longer. I do not see
us breaking for lunch to come back for a few items. We will just work through it and get done
with this.
Mr. Trujillo: Po`ipu Beach Improvements. This was another
one of the super parks. This project is completed. We redid the main pavilion as well as the
comfort station, the smaller pavilions, and the playground. So, this is returning the money
to the funds—oh, I am sorry. This is keeping money on the side as we close out the contract.
Committee Chair Kaneshiro: Okay. Next.
Mr. Trujillo: Regional Park Improvements. This was a
broader-range project funds that we had on-hand. We used it for various projects and then
now, we are returning the loose change to the various pot.
Committee Chair Kaneshiro: Okay.
Mr. Trujillo: The next two (2) are Salt Pond Beach Park
Facility Improvements. Both of them, again, are on the super park trail to see what we need
to have done to improve Salt Pond.
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Committee Chair Kaneshiro: So this is separate from the wastewater
improvements?
Mr. Trujillo: Yes.
Committee Chair Kaneshiro: Okay.
Mr. Trujillo: This is the pavilions and the comfort station
repairs to be done there.
Committee Chair Kaneshiro: Okay, got it. Councilmember Kuali`i.
Councilmember Kuali`i: I am sorry. Curious, in these super parks plans,
are there any discussions of moving or adding mauka of the highway lands to the park?
Mr. Trujillo: Not in these...
Councilmember Kuali`i: The County does not own those lands?
Mr. Trujillo: Right. The County does not own the land mauka
of Salt Pond...
Mr. Rezentes: Mauka of the highway.
Councilmember Kuali`i: Mauka of the Salt Pond road. We have the land
that is a little former dog pound, right?
Mr. Trujillo: But from Salt Pond Park, mauka, the County does
not own that and this money is not involved.
Councilmember Kuali`i: So any hope by citizens that the restroom facilities
would move further away from the ocean any time soon is not possible? That has not been
planned even in a super park plan?
Mr. Trujillo: Correct.
Councilmember Kuali`i: Okay. Thank you.
Committee Chair Kaneshiro: Councilmember Evslin.
Councilmember Evslin: I asked a little bit earlier when we talked about
the wastewater. Right now, there are two (2) bathrooms at Salt Pond and one (1) of them is
closed as we wait to expand sewer into there. Is that right?
Mr. Trujillo: Correct.
Councilmember Evslin: Do you know the timeline for that?
Mr. Trujillo: The construction for the sewer line, we hope to
have it done in the next month or two (2).
Councilmember Evslin: And so both bathrooms will be connected to sewer?
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Mr. Trujillo: Yes.
Councilmember Evslin: I think, quickly, I believe that the land mauka is
State land. I was on the Open Space Commission and it was always an issue, and there were
a lot of reasons to have use on that mauka land from the salt farmers.
Committee Chair Kaneshiro: Next.
Mr. Trujillo: Seal Coat Kapa'a Neighborhood Center & Pool
Parking Lot. This has been sitting on the CIP list for a while. We are returning the funds
as this will not move forward. We are looking at another resource to get the job done, though,
so the funds will not be necessary.
Committee Chair Kaneshiro: Softball Field Pavilions.
Mr. Trujillo: Softball Field Pavilions. This was for, in
particular, senior softball groups that wanted to help construct pavilions for their youth, as
Councilmember Kuali`i mentioned. This one, after the last group of Peter Rayno and we also
did at Kaumakani, this is the loose change, and we are returning the funds for that.
Committee Chair Kaneshiro: Okay.
Mr. Trujillo: Veterans Cemetery Improvements. Sorry.
Councilmember Kuali`i: In essence, sorry...
Committee Chair Kaneshiro: You have to be quick.
Councilmember Kuali`i: Softball pavilions, $19,600 is the remaining
funds?
Mr. Trujillo: Yes.
Councilmember Kuali`i: Also, those funds could be used for the Puhi Park
for shade and seating?
Committee Chair Kaneshiro: It would have to be reallocated from somewhere
else.
Councilmember Kuali`i: You just get what I am saying.
Mr. Trujillo: Yes. Veterans Cemetery Improvement. This the
loose change after the recent renovation of the communal hall, roadway, gate, and all of that.
This is the loose change from that. We are still keeping some funds on-hand to make sure
any small things that we may have missed as we close-out that contract.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: $87,000, is the loose change?
Mr. Trujillo: $87,000 is the loose change. We are returning
$300,000.
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Councilmember Cowden: We are returning $300,000, so we are leaving
$87,000 available if the cemetery has some challenges?
Mr. Trujillo: Correct.
Councilmember Cowden: Okay, so we have some moneys if we need it?
Mr. Trujillo: Yes.
Councilmember Cowden: Thank you.
Mr. Trujillo: The next four (4) items, Wailua Golf Course
Replacement of Existing Water Lines. This is to redo the drinking water lines at the golf
course. It has been designed and researched. It fell off due to staffing issues, but we are
keeping those funds on-hand for that project.
Committee Chair Kaneshiro: Is this an irrigation line?
Mr. Trujillo: The drinking waters line, not the irrigation line.
Committee Chair Kaneshiro: Oh, okay.
Mr. Trujillo: The potable lines.
Committee Chair Kaneshiro: I am sorry. I was getting confused with the status.
Mr. Trujillo: One of the ideas is when they are doing work for
the wastewater, perhaps we could piggy-back there. Of course, not the same lines, but having
work around there at the same time.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: You might have just answered this. We have
four (4) separate line items that are almost the same, but they are just coming from different
bonds. Is that the reason? Okay. Alright, thank you.
Committee Chair Kaneshiro: Are there any other questions on this? Okay, our
final item—oh, no. There are two (2) more.
Mr. Trujillo: Waimea/Kekaha ADA Improvements. We are
finalizing the design consultant to award to fully make Waimea Canyon Park and Kekaha
Faye Park ADA-compliant.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: So it is not just the consultant, it is including the
correction?
Mr. Trujillo: The ideal right now, is that this is both the design
and construction work, yes.
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Councilmember Cowden: Alright. When you say the ideal, we do not know
because it is not designed yet?
Mr. Trujillo: Correct.
Councilmember Cowden: But you are giving us a ballpark figure, no pun
intended, to fix it to the appropriate amount?
Mr. Trujillo: Correct.
Councilmember Cowden: With this $1,000,000, we are thinking that we can
get it done. It might be that we cannot, but we think that we will.
Mr. Trujillo: Yes.
Councilmember Cowden: This is two (2) parks on the west side. What
two (2) are they?
Mr. Trujillo: Waimea Canyon Park, next to Waimea Canyon
Middle School and Kekaha Faye Park, the large one next to the Kekaha Neighborhood
Center.
Councilmember Cowden: Okay. Macarthur Park. The bathroom situation
there is a disaster. Is that anywhere on the list? Those port-a-potties are a mess. MacArthur
Park is the skinny park along...
Mr. Trujillo: Right in Waimea Town.
Councilmember Cowden: No, it is in Kekaha.
Mr. Trujillo: Oh, I am sorry. MacArthur is the far one, yes. In
terms of having a comfort station there, it is definitely a permitting issue to construct a new
comfort station on that side of the highway.
Councilmember Cowden: Okay. With that, we would probably see it in
different line item because those bathrooms are bad, those comfort stations. So that is
something that might be on a different item in the...
Committee Chair Kaneshiro: I think the question is relevant. Are there any
plans to...have you had any problems with MacArthur Park bathrooms? If so, are there any
plans in this budget to address that?
Mr. Rezentes: To make a permanent bathroom there?
Councilmember Cowden: Well, just to even clean it up. I have been there
when there is not even a toilet seat on that comfort station, there is excrement, the place
smells like urine, and people would use the bathroom on the outside of it. This may have
been months since I had that experience, but if I am going to go to that park, I make sure I
go to the bathroom before I even get there. I do not consider that a comfort station. I have
spent a decent amount of time there and I have not seen them be in good condition.
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Mr. Rezentes: I know we have a new contractor that we obtained
in the last few months, so I am not sure if that was prior. But we are now pretty proactive
when those things occur, that we are being able to address it pretty quickly, sometimes on
the spot, same day within the hour. On that particular park, if it is happening now, we are
not getting the calls. There is one challenge we know of that is taking place today, is that
some of the installed ADA restrooms or restrooms have a flushing mechanism that if you do
not flush, then it will back-up. But it actually has a lot more capacity, it is just not being
used because it is not being...
Councilmember Cowden: Managed.
Mr. Rezentes: Basically, flushed appropriately.
Councilmember Cowden: I have a question. Is it possible to paint the
number of County parks on the inside of those bathrooms or put a card up on the side? I have
been just floored at the condition that is there, and so maybe if you say you are not getting
complaints, well, I have not complained because my life moves on when I am out there. But
if I saw a piece in these parks...if we have a contractor that provides these comfort stations,
portable comfort stations, if there is something that can be put in there just when you drive
behind a car that says, "If you are uncomfortable with my driving, please call," if we had
something like that in those comfort stations, maybe we would be knowing when they reach
a level that, to me, is almost developing-world quality. That is just a thought.
Mr. Rezentes: Okay.
Committee Chair Kaneshiro: That might be more of an operations item to
address. Are there any other questions on the Waimea/Kekaha ADA? If not, the
last...Councilmember Evslin.
Councilmember Evslin: Are we in the process of bringing all of our parks
up to ADA compliance and is this our last two (2) remaining parks? Where are we in that
process?
Mr. Trujillo: All of our parks are up to ADA standards. This
particular one would be going beyond that. Waimea Canyon Park is up to ADA standards,
but it would be helping increase the access that people can have. For instance, there is a
bathroom that is not ADA compliant, but it is okay by ADA standards because there are other
bathrooms at the site. So this would allow us to connect that bathroom and make that
bathroom compliant also.
Councilmember Evslin: Okay.
Mr. Trujillo: Instead of two (2) being compliant, there would be
three (3) comfort stations, for instance.
Councilmember Evslin: Is there a Parks Master Plan or something, which
guides decision-making regarding this type of capital improvement project?
Mr. Trujillo: Yes, there is. We will get you copies of the draft.
Councilmember Evslin: Awesome. Thank you.
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Committee Chair Kaneshiro: Are there any other questions? If not, the final
item.
Mr. Trujillo: Waioli Park Improvements. This was to fence off
Waioli Park as part of our requirements for a lease. That was completed and this is returning
the loose change.
Committee Chair Kaneshiro: Are there any more questions on that? If not, we
have one (1) more item. Councilmember Chock.
Councilmember Chock: Thank you, Council Chair Kaneshiro. This is not
on the list, so I was wondering as a question or follow-up. Public Works brought it up a little
bit in terms of Weke Road, the Hanalei Pavilion Park parking issues and the actual parking
lot is what I have been receiving some complaints on. I am just wondering where that is on
the list of projects, needs, or plans for that area.
Mr. Trujillo: What the status is or where the priorities are?
Councilmember Chock: Yes. We know that parking is an issue along the
road and we are getting overrun over there, but the parking lot itself in terms of rep avement
and/or plans for its future is what I am curious about. Is it on the horizon? Where are we on
it?
Mr. Trujillo: Weke Road, you are speaking of Black Pot. The
road into the park, the parking lot, and the pavilion, as you mentioned, are all being handled
by Public Works and they are moving forward with having all of that done. What stage it is
done before the park opens when the road opens, I am not one hundred percent (100%) sure
yet, but those are being handled by Public Works.
Councilmember Chock: I will follow-up with Public Works. Thank you.
Committee Chair Kaneshiro: Councilmember Cowden.
Councilmember Cowden: Then, I have a follow-up on that. Those boulders
that were put there to block the road from the parking area are very difficult to deal with. It
used to be much easier to get in and out of that parking area. I know the boulders were there
to remove a whole row of parking, but I think it could be under consideration to remove the
boulders and if you still want to block that piece, to put some sort of fencing in because those
boulders damage cars pretty regularly. People are not used to having...this it is the pavilion,
to be able to back around the boulder. I know the boulders come in a very wide u-shape and
you have to be looking for children and for so many different things as you are backing in and
out of there and you are trying to get around these abnormally-shaped barriers. I think it is
problematic and the whole community did not like when those went in there, right? They put
those in without really asking. It not only took a whole row of parking, but it made it very
difficult to get in and out, so I hope that can go on your list of considerations for the parking
lot there.
Mr. Trujillo: The boulders were placed there as actually, it was
asked by some community members...
Councilmember Cowden: Some, a very small group.
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Mr. Trujillo: To be put in for safety because people were coming
in and out of that whole driveway, in and out, darting out, and it is hard to predict traffic
coming in and out of that parking lot. The boulders was the simplest in terms of being able
to put something down that would be environmentally friendly and what Planning would be
okay with. We can look at other road barriers maybe.
Councilmember Cowden: Like a little guardrail.
Mr. Trujillo: Placing posts into the ground is a concern by the
community and a concern by Planning, but we can look at maybe other parking barriers to
put down that are maybe more, like you said, predictable in terms of size.
Councilmember Cowden: Okay. Just for consideration. Thank you.
Mr. Trujillo: Thank you.
Committee Chair Kaneshiro: Are there any further questions? If not, thank
you, Parks. Our one (1) last item is on Housing. Lima Ola.
Mr. Lord: Kanani asked me to let you know that the Project
Manager's name is Kylan. It started March 8th. They are targeted to procure and select the
contractor here after the beginning of the fiscal year, and they target groundbreaking by the
end of the year.
Committee Chair Kaneshiro: If we have questions, we can ask Housing when
they are up here for their budget. I would hate to pepper Wade with questions he might not
be able to answer. Are there any questions in general, or we can hold them off until Housing
comes here? Let me know. Councilmember Cowden.
Councilmember Cowden: I am fine with that.
Committee Chair Kaneshiro: Okay.
Mr. Lord: Okay.
Committee Chair Kaneshiro: Councilmember Chock.
Councilmember Chock: Just in terms of this budget, the CIP budget, there
is a specific amount requested for it. Can you tell us what that is for?
Mr. Lord: For which project?
Councilmember Cowden: For Lima Ola, the CIP funding, specifically.
Mr. Lord: There is no request for CIP funding in this fiscal
year.
Councilmember Chock: Oh, okay.
Mr. Lord: This is carryover from last year.
Councilmember Chock: Okay, got it. Thank you.
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Committee Chair Kaneshiro: Are there any other questions? If not, thank you.
Mr. Lord: Thank you.
Committee Chair Kaneshiro: We are done with CIP. I would like to recess the
Departmental Budget Reviews. We will reconvene 9:00 a.m., Thursday, April 4, 2019 where
we will hear from Department of Parks & Recreation and other Divisions. Thank you.
There being no objections, the meeting recessed at 12:38 p.m.