HomeMy WebLinkAboutCOM 0839.000 2004-2006
~4V Of N,4
Harry Kim William Takabi
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Mayor Uir ecmr
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Nancy E. Crawford
~i'•' p Deputy llvrrrnr
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County of Hawaii
Finance Department
25 Aupuni Street, Roan I 18 • Hlo, Hawaii 96720
(808)961-8234 • Fax(808)961-8248
April 18, 2006
Stacy K. Higa, Chairman and
Members of the Hawai'i County Council
Hawai'i County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution Creating Position
At the County Council meeting held on April 5, 2006, Bill no. 214 Draft 4, which appropriated the
previous year's fund balance to various departmental accounts, was passed on second and final
reading. This new ordinance (no. 06-45) includes an appropriation to the Research and
Development Regular Salary and Wages account with the intent that it be used for a Grant Writer,
SR-24, position, as noted in Council Member Virginia Isbell memo to Chairman Stacy K. Hlga in
Communication no. 671.4.
After consulting with the Department of Civil Service, a "grant writer" position at the SR-24 level
should be titled, Grant Coordinator. Enclosed is a resolution creating a Grant Coordinator position
for the Department of Research and Development.
To expedite the filling of this new position, the Department of Research and Development humbly
request for waiver from the Finance committee meeting and to have this resolution heard at the
Council meeting scheduled for May 2, 2006.
If there are any questions, please do not hesitate to call the Department of Research &
Development.
William Takab
Director of Finance
APPROVED:
3 u
Harry Kim
Mayor
Enc. Comm. No. Rsq
Ref. To-
cc: Research & Development Ref. Cate APR I H nn
(Q..& 1~~~` Hawaii County is an Equal Opportunity Provider and Employer
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Research and Development DATE: April 14, 2006
STAFF CONTACT: Jane Testa PHONE: x8366
A. REQUEST:
Request to establish a Grant Coordinator (SR-24) position for the Department of Research and
Development's Hawai'i County Resource Center.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
The Hawai'i County Resource Center was developed in the Department of Research and Develoment to
develop and reinforce the communication network among island-wide communities and government
agencies through training workshops, facilitated meetings, collaboration, team-building and problem-solving
opportunities, grantsmanship assistance, networking and more.
The Grant Coordinator is needed to develop data bases, design and implement various grantsmanship
trainings, provide technical assistance, develop a grant coaching and mentoring program, build County
departments' capacity to increase grant income, work with communities in the CDP process to encourage
grant writing opportunities for projects, etc., develop public information fliers and newsletters regarding
grants, and to draft and implement county-wide grants.
The new position will also enable the Resource Center to provide full-time grant-related service for West
Hawai'i.
DATE: APR 1 42008
SIGNED:
Department Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: April 1 4 , 200A
FROM: DEPARTMENT: Research and Development
DIVISION/ BRANCH:
REQUEST:
tU NEW POSITION errant Conrdinatar 0/mo.
TITLE
PAY GRADE SR-24(c)
? REALLOCATION
--?65T0. CURRENT TITLE PAY
GRADE
PROPOSED TITLE PAY
GRADE
? OTHER
(change in M. transfer, etc.) POS. NO. CURRENT TITLE PAY
GRADE
COMMENTS:
Funds for position are included in Fund Balance from previous year.
APR 4 4 ma
ucvAK I
Ef' APPROVED ? DISAPPROVED
APR 1 7 2006
MANAGING DIRECTOR DATE
DCS CP-005 (2/93)(11/93)(7101)
NEW POSITION INFORMATION FORM
Department: Department of Research and Development Date: April 14, 2006
Division/ Branch:
# of Similar
Pay Fund Pos. in
Class Title Grade Salary Source Dept.
Grant Coordinator SR-24c $ 3820/mo County 1
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
Position created by Hawai'i County Council via Ordinance #05-86.
2. Can new duties be assigned to existing positions or handled in other way such as short term
contracts, etc.
No existing SR24 position currently exists and a short-term contract would not serve the
purpose intended.
3. How will new position increase the efficiency/ effectiveness of operations? (Use
productivity measurements where possible.):
An SR18 Grant Specialist position was newly created to serve the needs of county
departments and community groups alike. The person filling the position was immediately
New Position Form
Page 2
inundated with requests for assistance and unable to provide the administrative and full
range of needs to acequately develop the program.
The new position will also allow full-time service for West Hawaii.
4. Alternatives that were considered in lieu of new position. (Have technological changes
been considered?)
Continue the status quo.
5. Why were manpower needs not planned through budgetary process?
The Department has recently established the SR18 position and is only now able to
determine the need for the SR24 position.
6. List other rationale or pertinent statements and data:
From 8/1 /05 to 2/10/06 the current SR18 has:
a) Submitted 5 grant proposals totalling $879,500, resulting in $160,000 in awards to
date.
b) Made over 4,000 contacts.
c) Referred over 50 grant opportunities to 14 departments.
d) Helped process 30 grant proposals.
e) Secured and implemented the Grants Locator program.
f) Conducted trainings for Grants Locator use.
The SR24 position is needed to develop data bases, design and implement various
grantsmanship trainings, provide technical assistance, develop a grant coaching and
mentoring program, build County departments' capacity to increase grant income, work
with communities in CDP process to encourage grantwriting opportunities for projects,
New Position Form
Page 3
develop public information fliers and newsletters regarding grants, draft and implement
county-wide grants.
DCS CP-001 (2193)
DEPARTMENT OF CIVIL SERVICE LOCATION
1. Position No. COUNTY OF HAWAII Dept. Research & Developmt
POSITION DESCRIPTION FORM Div. or Bur.
Type: Civil Service ( x ) Exempt ( ) Section
Permanent ( x ) Temporary ( ) Geog. Loc. Hilo
Full Time ( x) Part-Time ( )
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Grant Coordinator Salary Range SR24 Effective Date 1-May-06
Approved: By
Authority Date Date Director of Personnel
3. DUTIES OF THE POSITION
List each duty assigned to the position separately. Arrange these duties in logical order beginning with those performed most frequently and followed by those
performed occasionally. Be clear, complete, and concise. Stick to statements of fact: avoid the use of vague or general terms. Give an estimate of the average
amount of time spent in performing each major duty. If more space is needed, use a blank sheet and attach to this form.
Show
of time.
See attached sheet for "Duties of the Position"
Key. 1) The performance of this function is the reason that this job exists.
2) The number of other employees available to perform this function is limited.
3) This function is highly specialized, and employee is hired for special expertise or ability to perform this function.
4) Other evidence.
4. Supervision Received Give the position no. and title of immediate supervisor of this position.
Position Number 20033 Title Director
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart.
Position No. Title Nature of Supervision
00-04497 Grants Specialist I Direct
DCS CP-001 rev. 3/06
Hawaii County is an Equal Opporlunity Provider and Employer
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation x Changes in Duties and Responsibilities-Reallocation ( ) Redescriplion-Review Effective Date 5/7/2006
Requested Class Allocation Pay Grade
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print)
Employee's Signature Date
9, STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision which you exercise over this position.
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the
qualifications a new em to ee must bring to the position rather than the qualifications of the employee who now occupies it.
Education - General Basic Qualifications Necessary for Work Performance
Circle highest ear (Elementary and High School) 1 2 3 4 5 6 7 8 9 10 11 12
Special or Professional: Colle a 1 2 3 L4) 1 1 2 3 4 Kind:
Work Experience - Kind
and length in years: See attached sheet
Knowledge, Skills and
abilities: See attached sheet
Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards
deemed necessary and proper to perform the essential functions of the job with or without reasonable
accommodations. Phvsical Effort Group: Liqht
Licenses or certificates required:
Possession of a valid State of Hawai'i drivers' license (type 3)
10. CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete.
Immediate Supervisor's Signature Date
11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete.
Division Head's Signature Date
12. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete to
the best of my knowledge
Department Head's Signatures - Date
Distribution: original - Civil Service, 1 st Copy - Department, 2nd Copy - Employee
DUTIES OF THE POSITION
GRANT COORDINATOR
Duties Summary:
Develops, directs, coordinates, monitors, and evaluates a grants program for County
Departments/Agencies that also serves community non-profit partners; and performs
other related duties as required.
Distinguishing Characteristics:
This class exercises considerable independent judgment in recommending federal,
state, and local funding opportunities, including needs identification, grant application
and administration. Positions in this class perform activities of considerable difficulty,
requiring broad knowledge of the functions of the County's Departments/Agencies, as
well as an understanding of the communities' assets and needs.
Examples of Duties:
1. Oversees the performance of and manages program operations and staff; (10%)
(1,2,3)
2. Identifies potential sources of funding from federal, state, and private sources and
evaluates appropriateness of grant funding relative to County policies/goals;
• Prepares grant applications and supporting documentation to ensure
compliance with funding requirements, including researching demographic,
statistical and factual data necessary for the applications;
• Maintains records of grants and manages for compliance with applicable
laws, regulations, and policies; requires a driver's license to visit projects;
• Maintains and upgrades a data base of grant resources and community
organizations;
(1 2 3) (25%)
3. Assembles a variety of complex data for presentation of reports; (1,2,3) (5%)
4. Ensures the provision of technical assistance to appropriate parties to build
the capacity of those involved in grant writing/managing/reporting;
• Designs and implements training programs for grantee recipients and others;
• Develops needed technical materials toward technical assistance;
• Develops and maintains a grant coaching/mentoring network of community
participants; (1,2,3) (25%)
5. Establishes collaborations and partnerships to increase grant training, opportunities,
and resources to the County and communities; (1,2,3) (10%)
6. Attends meetings as appropriate or directed; (2,3) (10%)
7. Writes reports and makes presentations to County Administration and the
County Council as requested. (1,2,3) (5%)
8. Performs other related duties as directed. (1,2,3) (10%)
ATTACHMENT
Grant Coordinator
Minimum Qualification Requirements:
Education and Experience: A combination of education and experience
substantially equivalent to graduation from an accredited college or university with a
baccalaureate degree in business or public administration, economics, sociology or a
related field, and four years of progressively responsible professional, administrative or
analytical experience, two of which involved monitoring, evaluating, and /or
administering grants.
Knowledge of: principles and practices of public administration, public relations
and grant funding; private, state and federal grant and funding sources; research
methods; statistical analysis; effective communication techniques for both oral and
written presentations; strategies for promoting grant funding programs and services for
the County; grant requirements and regulations including financial reporting
requirements; public administration policies and procedures; structure, organization,
operation and difficulties that face public sector agencies; modern office practices,
methods and equipment, including a computer and applicable software.
Ability to: analyze administrative, operational and organizational problems;
interpret the potential impact of grant requirements on County policies, departmental
programs and services, and coordinate compliance; evaluate alternatives and reach
sound conclusions; identify private, state and federal funding sources; prepare complete
and comprehensive funding applications; apply applicable laws, codes and regulations;
manage competing deadlines; communicate effectively both orally and in writing; use a
personal computer to prepare reports and maintain records; establish and maintain
effective working relationships.
License Requirement: Possession of a valid motor vehicle operator's license as
applicable to the position.
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (If no position number
indicate "new".)
a) New monthly salary $ 3,820
b) Present monthly salary specifically included in furl plane
EdocxxxxxAgitlget (If NOT BUDGETED, INDICATE -0-) $ 3,691 (for 3 mos.)
from prior year
c) Net funds required (Item "a" minus Item "b") $ 0
d) Remaining number of months in current fiscal year 2
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 0
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Funds are budgeted in account number: 101.161.5161.01.011
C) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-911-5911.70-341 Provision for Reallocation
Total Amount
To:
Account Number Account Title
I certify that the information is correct and funds are available, and that the funds may be used for the
classification action as requested.
APR 1 4 2006
Department Head Date
DCS CP-004 (2193) Rev. 8194; 8197
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STACYK HIGH JAMES Y. ARAKAKI
Chair & Presiding Officer
PETE HOFFMANN
FRED HOLSCHUH, DR.
VIRGINIA ISBELL •i DONALD [KEDA
Vice Chair BOB JACOBSON
WMO ANGEL K. PILAGO
••R'
GARY SAFARIK
HAWAPI COUNTY COUNCIL
County ofHawai'i
Hawaii County Building
25 Aupuni Street
Hilo, Hamai'i 96720
April 19, 2006
Stacy K. Higa, Chair
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
RE: Resolution No. 324-06 A resolution creating a Grant Coordinator position for the
Department of Research and Development.
Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of
Hawaii, this written request is submitted with my approval that the above-referenced matter be
waived from the Committee on Finance to the full Council for immediate action. In reviewing
this matter, timely approval is crucial. It is therefore advantageous that approval is granted and
the matter placed onto the next Council agenda for review. However, in the event this request is
denied, for whatever reason, I understand the matter shall be referred to the Committee on
Finance for placement on its future agenda.
Sincerely,
LA- Ja~
Virgin' Isbell, Chair
Committee on Finance
Approved/ ate/Waive to Council: Disapproved/Date/Refer to FC:
acy K. i a, Chair Stacy K. Higa, Chair
Hawaii County Council Hawaii County Council
VI/smc
Hawaii County Is An Equal Opportunity Provider And Employer