the budget and finance committee should come to order this is our regular meeting of tuber eighteenth two thousand and sixteen president we have a committee members mr carroll the voltages good morning o'connor anyone wishing to provide testimony please five gas collection system expansion under current communication sixteen just to do far you've mr baez any comments for the members please yes mr chair good morning chair members sandbars budget director very pleased to be cheaper than than bond but for this project specifically as to half million dollars the s n f interest fees are going to be about two hundred sixty four thousand dollars whereas the bond interest would have been about eight hundred forty two thousand dollars so this decision you're making this morning mr chair hopefully will save the county about five hundred seventy thousand dollars i think also reduces the amount we're bonding correct thank you mr miyamoto a good morning any comments from the department please to give an update on the project we have completed the design of the project the project did go out for bid the bid opening was earlier this month and were ready to contract the services once this loan is approved thank you it's a chair thank you very much  questions for the department thank you very much risk of oh no not this thank you thank you his chair just it sounds like a win win all around in looking at the agreement is it one basically one point two five percent thousand and seventeen budget ordinance and a proposed bill for an audience of many of the fiscal year two thousand seven hundred budget for the county of my always that pertains to estimated revenues department of appropriate communications to be followed with this requests some of chair of the motion by mr white seconded by mr coach members any discussion on the motion before you i mean not please and the high chair members of the bunch in finance committee thank you for having us here today and for hearing a budget amendment the reason for the amendment is because we anticipate receiving increased funding for housing voucher program from increase for this fiscal year fiscal year seventeen so the breakdown of the one million five hundred thirty seven thousand five hundred forty dollars is for the vouchers allocated is one million four hundred seventy nine thousand and three dollars and for admin the amount is fifty eight thousand five hundred one dollars as we reported before you know our section eight team has been quite amazing and worked hard to increase the numbers of individuals and families served the division has been instrumental in really clearing off over three thousand names off of our wait lists and they have since opened up the wait list twice once last december and again this ending from has also increased to help more families is a great thing this budget amendment will provide more grants for more families in maui county we're also pleased to inform you in mid november we will welcome our new section eight manager her name is lisa dickerson and she comes to us with twenty years of experience in affordable housing executive management and finance and fifteen of those years has been working with public housing agencies and public housing choice about your programs she's provided training technical assistance oversight and compliance we she's also a subcontractor of nan mckay who we use as consultants in addition and you section eight supervisor starts november first and her name is gail mendoza she has seven years of supervisory experience and social services and residential housing programs as a regional regional director and ten years of experience in social work and related areas gil is also an instructor for crisis prevention institute in an area of nonviolent crisis intervention and she train staff i'm practical skills and should be g s to safely manage disruptive or difficult behavior so we look forward to a new leadership team coming on board in november and one of the tasks that we will be required of them is to help to make this division self sufficient well we appreciate the scheduling of this item on today's members questions on this requests i had some of the concerns i had concerns about the amount of admin that's covered by this and works out only four percent and so i i too would like to see if there is some other way that we i guess two i would want to have a report as to how they're meeting that minister needs with with this small amount of just four percent thank you thank richter no other comments but i just wanted to thank you all for hearing this and they tended to and we will come up with the plan an explanation of how the admin funds are used thank you mr boss anything else said this thing  one other concern maybe is you know there are some issues that i have not issues but questions i have about the actual program itself can we send an item to the appropriate  committee asking about you know some things that we might be able to do help with the program or is this the proper committee what do you see in it to this to the to myself at this point in time if it's  as a budgetary attachment you know consider bringing it up sooner if not then i'll be happy to forward it to the appropriate standing committee for their review mr chairman thank you chair any other comments members every now and i key to fourteen this one it's on the short term investments fiscal year two thousand and sixteen fiscal year two thousand july first two thousand and fifteen to june thirtieth two thousand and sixteen we have the following county communications fifteen dish two seven five sixteen that is thirty two sixteen zero sixteen this one five eight these are the quarterly reports from director of france danny x a log regarding the county of my always financial standing as of those quarters and being mr baez if you have any opening comments at this time county treasurer welcome members you have received a handout it is dated march eleventh two thousand and sixteen under the heading of county of my week investment policy i know you haven't had a chance to review this yet so if you want a few moments i would grant you that if not we'll have the department give us comments would you like a few moments mr white my thought is this we've we've seen the policy before it would be good if they could they would just walk through what the changes are to the previous policy ok mr fox a lot that those type of discussion and questions at this time missed any things you'd like to share from our treasurer at this time now i just  quite a bit more money than some of the other investments that we have so that's why the investment committee decided to increase the percentage of c d s that we will  institution no more than thirty percent of the county's investment portfolio will be invested in a single security type or with a single issuer of financial institutions so that's why we so those are the percentages that i'm go cherry if you could allow we went to the state legislature to allowed us to do more in the line of what they did can you let us know how that that when i understand didn't pass but discussion from my understanding was related to you know the requests for the t t monies as well and so they basically were upset with our all of our requests and said no no matter what the request was really appreciate if we can get the same support us last time and if everything goes right depending on how the structure of the house going to be i have a commitment from the current speaker of the house to share our bill this time around so i just depends on the outcome of the number eight election place where understand that there are a few thank you thank you thank you  there's a lot riding on that election but that that aside i was interested in hearing that we're making good money on our c d s can you kind of tell us more or less what the rates on those are if you can disclose our mr mr are between one and a half and two percent some of them the highest is two point two percent and there's a couple that are about one percent but other than that the majority of them are between one and a half and two percent which is much better than some of the m but other investments that we were anticipating ok thank you very much another advantage you know in working with the investment committee and our investment officer and and our new treasure the cash flow process with the c d s is also very good because we can stagger them appropriately to make sure that we have the correct cash flow that we need because if you go back to our investment policy you can see the on page one it talks about the investment objectives right safety of course being f d a and c insured is you know the best government insured so we look at those kind of things it's safety is number one question we don't definitely don't want to lose our hard earned tax dollars liquidity is the second one and so you know that liquidity means cash flow and we've got to have you know thirty good thank you very much i think you know in today's market unfortunately that's good very good when i get my bank statement and i said a few cents i got  right now we are the earning the most interest of any of the four counties and only that are under the same restrictions that we are rates do we expect that from we always the best we've gotten very spoiled here we always have to work this time we're below thirty percent under the c v component of the investments we have a breakdown of what percentage of where we have what you know or bonds mr chair on the bond yes business with some of the insurance that we are asking to be allowed to invest in the legislature currently can invest in the state or refresh the community please  specific ones you want us to be able to invest money in the type of insurance that would ask for authorization particular one is federal agriculture mortgage corporation no ten bodies and they the states are able to do that now tennessee valley authority notes and bonds and the  because general you know if you look on page four of your report which is under instruments and you you share with us and i appreciate what the county can invest in we are able to acquire those without having it in our forty six fifty and that's the reason that york and the whole council and counties went to the legislature in asked please  meetings to look at it where we add and our investment officer has been very good in bringing guest speakers as far as to give us a little forecasts o what's going on in the world and we as the investment committee look at that and we get the reports from our investment officer every month mis really for me as i get it all the time in fact when he have a nice think the show it's always in my desk but that they investment community we get that we meet every  thing is that we concerned about that we want to know how you force are planning to mitigate any potential issues one is of course especially redirect interest the legislatures a is that in any way going to impact our ability and our revenues so generation we've got in the next upcoming budget and if it doesn't it does tell us it has no impact on the county's general funds and it values on real property that was but this is the concept of like on your island the sale of a business created a significant transfer of land that did not no money went to the bureau of conveyances for that for that can be and land and so this issue is related to figuring out how to capture that transfer when the transfer of business with a significant amount of land assets you do you see some opportunity for adjustments thank you for that question council member i haven't really planned on that but that's something that we will consider when you know i'll be in discussion with defined as director and also  when i meet with the investment committee so thank you no i think you're tentative tank is a great good director the feds tend to work on tax issues during the first proposal for the new congress and that's going to happen within the first six months of the new year so we are awaiting what he is going to propose especially with bahrain there professional football stadiums and congress is not happy to be using this supposed bonds as their financing tool to get away from taxation for private sector investment so that's the big book on the mainland side but for us it's about building the hospitals the schools the routes first response facilities so we need to pay attention to the rhetoric of which w congress is lean mean but i know they're upset with those made arenas financed by bonds county bonds ok any other questions for i wanted us to have a chance  as well is again give the director time with his new treasurer but eventually you know we're going to ask the director and the truth to come up with the structure to explain to us them to be there for for the companies requirements but that's for another day so any further discussion of questions on these two items if not the chair is going to defer i thank you man good luck on your new challenges in your new adventure we appreciate you taking the responsibility us so i'm going to ask mr boss if he has any comments you like to share with us at this time mr chair no we'd just have our director of water supply discuss the water billing system conversion project the contract listed is for project management for this project it's not the actual billing system contract but mr taylor can describe what's going on with this and as for the whole project itself thank you so much director taylor good morning good morning to you we'd be happy to hear any comments you may have regarding this project just for clarity chair would you like me t management contract that we hired a former employee miss brenda lee it was our accountant three our senior count she was also previously the deputy finance director in the past  to be the project manager of the billing system conversion for any software conversion such as this the project manager usually knows the technology and also knows the business process so she was really the only one we had on staff who had both those skill sets i think most of your remember we had been moving forward earlier a couple of years ago trying to move forward with the billing system conversion one of the reasons we were pushy on that is we knew miss lee was going to retire and we were trying to get it initiated before she left turned out that didn't work out but luckily she was willing to come back as a consultant so this she has been instrumental in being the project manager we administer this contract as a seventy five dollars an hour time project she's just on a standard as per the physical officer she comes in when she's needed and she gets approved on a weekly or bi weekly basis how many hours show work and we pay or a flat rate of seventy five dollars an hour this is really just enough to exceed the contract her duties are to project manage at our weekly or bi weekly direction first question i would have is how much time do you feel is going to be required of misleading at this seventy five dollar rate the billing system conversion went online about three weeks ago so we are currently processing our own bills we're still working on some future reports and things like that that are going to be necessary to have the system be stable so exactly how much more we need really depends on probably the next future contract with maintenance and report writing and how much help we need for that so we don't we don't foresee having to extend this contract i doubt we'll pay out all of the money in those contracts so i don't forsee anymore exactly how much i don't know do you know how much has been paid out so far you know i contract sorry i didn't recall i didn't think to bring that information ok so if you could share with us one when did you start working on this one and the conversion to get was that three weeks ago or human on line three will line three weeks ago so she retired the end of last year and this contract was executed in july sixth of this year so she started immediately at that time ok and she'd been laying the groundwork for this while she was still are employed so she was the one back in two thousand and fifteen who was doing all the legwork about different options etc et been the project manager when she was on staff so when she left there was really no project manager we were trying to just do the best we could without her and then soon as we got her back on board she took back that role the seventy five dollars an hour that's a monthly amount of about thirteen thousand well over thirteen thousand dollars i apply my calculation is correct so how much longer do you think she's going to be working on this portion of say she's doing trying to do us a favor by getting this done she's been vacationing and enjoying her retirement and we've been working with her to try to do this work at her availability so again exactly how much more time she has it sounds like m upcoming agenda on friday there is additional communication as regards to this item so those are going to recommend i can see and i'm going to recommend deferral of this i so that we can to committee how on friday's council meeting those additional communications because there is already requests as i understand it for an amendment to increase the so we'll see by the documentations whether or not we have an issue to pursue with the department but the good question i had was on the overall contract for the new please regarding the maps project i'd be happy to as you may know the maps project seeks to accomplish two things first of all to replace the aging kiva system that's been handling our building permits on development management functions and also to create an enterprise t i s capability to build the architecture out because as we learned over the years replacement kiva system that we've had all assumed there to be an enterprise g s capability and we were really not in a good position so those two main tasks have were started with the signing of the be using a buzzword it seems to be very popular these days transformational for the county of mali because it forces us to accelerate a number of initiatives that we've been kicking around  to upgrade our technology environment one of those aspects besides it's also the introduction of active directory component off disk yury that we need to apply to these systems to make sure that the information is available to people that need to have a down the some of it is of a more sensitive nature so we need to make sure we can restrict  it's obvious to most people the map information that your spatial information is really at the foundation of most of what the county does other ass transformational aspects of this project  will be the introduction of electronic plans freeview forwarded to various departments improve access by customers through online capabilities sort of take on submit applications so they can participate in plans review online so that they can create a status of applications without having to try and reach somebody in the offices or over the phone or in person  accepting our tonic signatures on documents internally from the outside which again we hopefully will reduce the reliance on paper submittals it usually just tends to cost a lot of money and slow things down quite a bit as i mentioned there's a lot of departments involved in this project and i've been extremely pleased to see how well the cooperation is developing and how well people are learning to think and look at this from an enterprise perspective and not just from the traditional concern with their immediate functions of responsibilities because recognition is taking firm hold that  reliability information that's being developed and maintained we've also had conversations and presentations to people outside the county community so we have had conversations with people in the construction industry i think there's a meeting coming up later this week with representatives of real estate industry if you will similarly with architects and engineering organizations they all have of course a keen interest in what it is that we're building because they are the prime users outside their customers off the system outside the county there's there's a lot of good dialogue happening we've learned that some of the technologies that we're looking to introduce specifically for plants review is already or some of those are already in use in a local contracting firm so we're very excited about that we can learn from them and we can also just sign our workflow in a process sees that we can leverage the fact that the same technology is being yours on both ends of the information exchange they have an interest in working with us improving the process and i believe everybody recognize that there is improvements to be made on both sides of the equation of you know where is the problem both on the county side and on  opera can side so we're very excited we have time to to work out the project schedule to finish in the middle of two thousand eight hundred so we're we're in the process of developing a lot of these workflows where this conversation can have a positive impact where we're out with things that surprise diaz is in my opinion a few months away from goal in life we have learned oversight to make sure that the quality that we are hoping to achieve can be sustained on the end of side we have completed a prototyping phase which was designed to take the team through the entire implementation process for a limited set of processes that proved to have been a very appropriate decision because we have learnt very much about the process and we can make adjustments not that we're getting ready to go through the same exercise with the remaining the bulk of the various permit workflows and what have you the contractor has learned a lot about us we have learned a lot about a contractor so we will have a set of lessons learned and we can apply to make sure that the end result is indeed everything that we signed up   staff resources within the departments because unfortunately we're not in the position to people away from their normal workload and dedicate amount of percent to this project which  would have been nice because the project would use up a lot of stuff time so we're having to stretch things out a little bit in dealing with some stuff departures in various departments so that is some will continue to be the biggest challenge from my perspective a not a big challenge is managing the project budget and i'm just going to float a balloon here in advance of the budget cycle coming up the law of unintended climb maybe there were intended consequences on not sure but this is really playing havoc with how we managed to funding for this project because of the restrictions with a b and c we have a pot of money for the project in the c section but a lot of the expenses you've provided me funding to pay both the contract with to purchase equipment and licensing that are not part of the contract like for the electronic plans reviewed it's a product that tyler doesn't sell but they integrate with it so we need to buy it on the side and a lot of those purchases do not necessarily fall in the c account to be current we need some professional services to help us out catching up on skill sets on our view so we saw what i am and i've been talking to sandy about this also what i would like to suggest and we're having conversations or perhaps submitting a budget amendment for this year but definitely for future projects we'll have h r payroll coming up that's going to be struggling with the same thing rather than putting an a b c restriction on it perhaps we can take that funding and proviso it for just the funding but let us use to money and manage it as we need to to accomplish the goals of particular project like that i think i still give you the control and oversight of that particular allocation of funding but it would mean would on time my hands to a large degree and making sure that the money is spent in the best way possible so that's the challenge we're dealing not through costing all of that out but so i'm hoping that the total budget will will prove to be enough but we have some unexpected expenses yeah and one of the unexpected expenses in  the context of the g i s were of course integrating and building the enterprise ts on the foundation that's been built in real property tax or parcel fabric as it's called is really what everything else resides on and  we're learning through working with them and through applying the expertise that ezri is bringing to the table helping us build this that there is a need for cleanup we want to start with the best possible set of information that's an expense we didn't  provide an opportunity to deal with the challenges that you've been struggling with on adopting a digital zoning map i believe that we can build the security in that and the functionality to help you overcome t your appraisal system and it can leverage you know a more comprehensive system and of course the end result should be more accurate more comprehensive data all around of side of the house for permeating we believe future opportunities to this project will offer will be a more consistent and timely response from county departments to questions and concerns from the public and  and jane proved the approval process due to the cooperation within departments and with the industry did we're looking to build tutors project and that's all i have for now and i'd be happy to exciting and i think i would agree with your transformative perspective but i think would be great if we could at least start putting things on the screen here so the public can see what's coming  and and at least have a chance to get get involved and get somewhat excited about what's going on mr wright yeah we had started conversations with  committee chair cochran for i am come before her a couple times a year to give an update on a number of i t projects and maps was going to be part of that we're hoping to be on the calendar in mid november so that might be a good opportunity to put something together for you ok great and the other comment that i want to make is that with your you know your concerns about the a b and c accounts is certainly needs of the various departments so we'll look forward to getting that back the other question i had for you was with respect i'm assuming that the digital mapping that we've been working on for years is going to be part of the map system since it deals with zoning and all kinds of other elements being available online one of the questions i had was whether or not we have the dead sea scrolls project that the planet army has been working on is that going to be brought before this body in time for the maps roll out so that although the mapping is accurate leverage the gap between life dates forward to t i s project and the maps project there's probably about a year and a half in between so what our first goal right now is to get that and hopefully the capabilities will outweigh the limitations and they'll be comfort with the various approaches we may suggest as to how to handle the dead sea scrolls and i hope that we can accomplish that out well ok thank you thank you thank you so that we can build decision rules within the system based on as zoning or being an s m a or being within five hundred feet of us church or a school for gifted opera cations so having accurate zoning information available for the schools to work is going to be very important ok we want to have that in place if at all possible before because ok so that project is more of a outside project that you're just waiting for the data sort of what we recognize that what we're building with enterprise c s architecture is hopefully going to provide some some mechanisms to allow the dead sea scrolls project to to move forward because right think right now we're concerned about security and things ok mr chair in that case i would like to  that this just goes to show that this project is is very important for our electronic infrastructure and that's why it is that the whole department has been moved to infrastructure you know issues from the department had been moved to the infrastructure i am committee because you know it's just like roads now it's our infrastructure so i appreciate the members thoughts and whatnot on on this whole project and the m i a s in general or yes in general so thank you appreciate project morse this original was a source source contract requests for police department only as i understood it under lifecycle manage services for the county mobile data terminal installation and support and then we gave in a regional appropriation of one million dollars the sole source country koskie made at one point three nine four million dollars the contract was amended to increase by one point nine six six million dollars so that is how you reach today's number of two point nine six six one seven zero which is one point five seven one million dollars will run above the in the notice of sole source regarding this project so we are going to do a timeline and go through every step of this project finance india or p t i'm not going to have this go into department of management this project not if they want doc one dollar from me or p t he's going to need to set the three from purchas and so we'll be happy to share our findings with the community and you can verify it or you can dispute it with the chairs yeah it's my understanding it was a completely t i'm not quite sure what you mean by that because this is definitely a project that is it hits all the departments and i think i don't have confidence in all the departments but it's not going to happen to this  well ok i respectfully disagree with that completely it's the wrong place it's absolutely the wrong place because you're going to have people from r p t dictating to all other departments never a sole source aspect of this so i could i be so thank you for that we are going to verify everything mr record because that is what i was told we could in this from purchase ok so we're going to that's wh government offices across the nation and abroad many of them already leverage the ability to plan kermit and license through tyler's technology solutions but there's room for more consider the ways in with a paperless plan review function plans can be changed and reviewed electronically the shared data platform paul so facilitates a more streamlined workflow fiscal transparency and real time accurate information coupled with spatial analytics the synergy creates a unique visual experience in data interpretation emerging relationships patterns and trends allow you to plan and forecast as your agency evolves in real time around planning gets you from point a to point z and all points in between in or gods industry leading g i s technology generates multi dimensional views of assets to help you track information plan and forecast user friendly dashboard to help configure information rightsized for your agency keep performance indicators focus your daily goals while powerful tools in realtime metrics give you more control or go redefines high touch by going mobile groundbreaking i pad apps give you the mobility and flex of military you need to manage per meeting enforcement work orders and the plane review process in the field with one gov automated public announcements notifications and alerts keep your citizens informed and we'll time that tyler technologies we know what you need in the public sector and we pla serve in your hands experience planning permit ing and licensing in a new dimension of experience in our gov think it up to him to think members we i'm going to ask to be for these items i think again it's an exciting time for us and we all the for it to a better and improve ability to serve the businesses and