HomeMy WebLinkAboutCOM 0637.000 2006-2008 +tr of N-
Harry Kim ~:c~ • William Takaba
Mayor ~ ~ Director
• Nancy E. Crawford
.-~.e!!'.` Depury Director
,••,Ff OF~MF'ir'
County of Hawaii
Finance Department
25 Aupuni Street, Room I I8 Hilo, Iiawaii 96720
(808) 961-8234 Fax (808) 961-8248
r..
August 22, 2007
Pete Hoffmann, Chairman and
Members of the Hawaii County Council
Hawaii County Council
25 Aupuni Street -
Hilo, Hawaii 96720
Re: Disaster Recovery Coordinators Grant
The U.S. Department of Commerce, Economic Development Administration (EDA) has
awarded a $160,250 Disaster Recovery Coordinators Grant for the Department of Public
Works to organize a team for the management of post-disaster (the October 15, 2006
earthquake) economic rebuilding and revitalization activities for the County.
These grant funds will provide for the creation of a Project Coordinator (Temporary)
position and a Senior Account Clerk (Temporary) position. These two positions will
assist in overseeing and coordinating approximately 143 projects that are submitted to
either the Federal Highways Administration, Army Corps of Engineers, or the Federal
Emergency Management Agency for funding, and will assist the department's project
managers and contracts specialists during planning, design, bidding, and construction to
ensure timely completion of project phases. They also will ensure that all projects
comply with terms and conditions of federal funding agencies and state rules and
policies; will communicate with using agencies to identify and clarify project facility
requirements and project status; will develop project status reports and make
presentations to government officials during county council and community meetings;
and will track financial reimbursement requests to receipts from federal agencies, and
process payments to contractors.
Enclosed are two (2) resolutions, one authorizing the Mayor to enter into an agreement
with the U.S. Department of Commerce, Economic Development Administration (EDA) and
the other creating the Project Coordinator (Temporary) position and Senior Account Clerk
(Temporary) position.
Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating
this $160,250 Disaster Recovery Coordinators Grant.
Ra,o.3l~-0~~ Q„c.3~$-m~ i3~.R, ltoco~
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Hawaii County is an Equal Opportunity Provider and Employer Ref. TOt ~
Ref. Efate 3
Pete Hoffmann, Chairman
and Members of the Hawaii County Council
Page 2
August 22, 2007
The Department of Public Works is requesting a waiver from the Finance Committee
and have these two resolutions and bill heard at the next Council meeting scheduled
for September 6, 2007. The acceptance of this grant and the funds appropriation
need to be done immediately before the award is cancelled by the EDA.
If there are any questions, please do not hesitate to call the Department of Public Works.
r
William Takaba
Director of Finance
APPROVED:
Q~~
Harry Kim
Mayor
Enc.
cc: Public Works
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Public Works DATE: 8/16/07
STAFF CONTACT: Jiro Sumada PHONE: 961-8324
A. REQUEST:
A resolution for Council's approval to accept the $160,250 grant from U.S. Department of Commerce,
Economic Development Administration (EDA) and authorization for the Mayor to sign the grant agreement.
A resolution to establish two full-time positions that will be funded by this grant (Project Coordinator and
Senior Account Clerk).
An ordinance to establish an appropriation to account for the expenditure and receipt of the funds.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
U.S. Department of Commerce, EDA has awarded Public Works a grant of $160,250 to hire two full-time,
temporary employees for the management of post-disaster (October 15, 2006 earthquake) economic
rebuilding and revitalization for the County.
The County's portion (which is 50% of $320,500) is available in the earthquake CIP account/disastersccount
and various fringe benefits accounts.
Please waive this Resolution and Bill from the Committee on Finance and proceed directly to Council (funds
need to be appropriated before the award is cancelled by EDA). The grant agreement is currently in route
for approval and proper authorized is needed.
SIGNED: ji ~ ~ /'cL-~ (i~ ^ ° DATE: g 2v
' Department Head
GRANT SUMMARY
Su lement to B-52, Re uest for Council Action)
T e of Grant A ro riation bein re uested: ew or an additional a ro riation
® New (for this fiscal year period). OR ? Additional appropriation (to an existing grant);
Is a draft agreement attached? Has the original grant notification been transmitted to
? Yes ? No Council? ? Yes ? No
Name of Grant Program: Disaster Recovery Coordinators
Grantor: U.S. Department of Commerce, Economic Development Administration
County Grantee Department or Agency: Public Works
County Grantee Contact Person: Jiro Sumada Phone Number: 961-8324
Amount of Grant: $160,250.00
Grant Period (Commencement & Completion): 03/01/07-02/28/09
Purpose of Grant: To hire two full-time, temporary employees for the management of post-disaster
(October 15, 2006 earthquake) economic rebuilding and revitalization for the County.
County Match required?: ®Yes ? No
If yes, Matching Amount? $160,250.00 Budgeted in acount# : Earthquake
CIP/Disaster and Fringe Accounts
In-kind? Explain:
Explanation:
County's personnel requirements: Amount of new position(s)?
Qty: 2 Permanent: ? Temporary: Duration: 24 months
Full-time: ? Part-time: Time Element:
Qty: Contractual: ? Explain:
Explanation: We plan to establish an Engineering Projects Coordinator and a Senior Account Clerk.
Additional Comments about Grant:
B-52 Grant Summary Form
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REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE August 16, 2007
FROM: DEPARTMENT: Public Works
DIVISION/BRANCH: Administration
REQUEST:
® NEW POSITION Project Coordinator SR-24
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(changein RE. hansfer. eta) POS.NO. CURRENT TITLE PAY GRADE
COMMENTS
We are requesting allocation of this new position that will be funded by a grant from the U.S.
Department of Commerce, Economic Development Administration. The grant is for two full-
time, temporary employees for the management of post-disaster (October 15, 2006
earthquake) economic rebuilding and revitalization for the County. We are requesting for a
project coordinator and a senior account clerk.
DATE DEPARTMENT HEAD
Q APPROVED ? DISAPPROVED
AUK
MANAGING DIRECTOR DAT
DHR CP-005 (2(93)(11(93)(7(O1J(10(03J(12(06) "
DEPARTMENT OF CIVIL SERVICE LOCATION
COUNTY OF HAWAII Dept. Public Works
1. Position No. New Div. or Bur. Administration
POSITION DESCRIPTION FORM Section
Type: Civil Service ® Exempt ? Geog. Loc Hilo
Permanent ? Temporary
Full-Time ® Part-Time ?
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Salary Range Effective Date
Approved: Date By:
Authority Date Director of Personnel
3. DUTIES OF THE POSITION
List each duty assigned to Me poeitlon separately. Anange these dutles in logical order beginning wiM those performed most frequently and fdbwed by those performed occasionally.
Ba dear, complete, and concise. Stick to statements of fact; avoid the use of vague or general terms. Give an estlmate of the average amount d time spent In peAOrming each major
duly. M a reallocation of the position fe requested, show the axed changes in dudes, reasons for these changes and the axed date when these changes occurred. g more space is
needed use a dank sheet and attach to this form.
$hOW
Duties Summary: Plans, directs, and coordinates engineering projects for the construction, repair, and
maintenance of County roads, bridges, drainage structures, and new construction projects; and performs other of time
related duties as required.
Oversees, Coordinates, tracks progress, and compiles information regarding repair and restoration projects 75
resulting from the Kiholo Bay October 15, 2006 Earthquake under the direction of the Deputy Director of Public
Works.
1. Assist the department in overseeing and coordinating projects totaling an estimated $25,366,000
submitted to either the Federal Highways Administration, Anny Corps of Engineers or the Federal
Emergency Management Agency for funding. (1,2)
2. Ensure projects comply with terms and conditions of Federal funding agencies and State Civil Defense
rules and policies. (1,2)
3. Assists DPW Project Managers and Contracts Specialists during planning, design, bidding and
wnstruction to ensure timely completion of each phase of projects. (1,2)
4. Communicate with using agencies to identify and clarify project facility requirements and project status.
(1,2)
5. Develop project status reports and make presentations to various government officials and during
County Council and Community meetings. (1,2)
6. Performs other grant application, research and administration duties as directed by the Deputy Director.
(1,2)
Supervises Senior Account Clerk in tracking earthquake projects for timely completion and reimbursements from 15
Federal agencies. Works with State Civil Defense to comply with the terms and conditions of Federal grants.
Performs other related duties as assigned 10
Key: 1) The performance of this fundion is the reason that this job exists.
2) The number of other employees available to perform this function is limited.
4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position.
Position Number 00-002499 Title Civil Engineer VII
5• SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart
Position No. Title Nature of Supervision
New Senior Account Clerk Indirect
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ? Redescriptton -Review ? Effective Date
Requested Class Allocation Protects Coordinator Pay Grade SR-24
8. CERTIFICATION OF EMPLOYEE The duties 8 responsibilities described above are accurate and complete.
Employee's Name (Print)
Employee's Signature Date
g, STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision, which you exercise over this position.
Direct.
b. ,Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and
the qualifications a new employee must bring to the position rather than the qualifications of the employee who now
occu ies it.
Education -General Basic Qualifications Necessary for W ork Pertormance
Circle hi hest ear Elements and Hi h School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2
S ecial or Professional: Colle e 1 2 3 4 1 2 3 4 Kind:
Work Experience-Kind
and length in years See attached.
Knowledge skills and
abilities: See attached.
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. Physical Effort Group: Light
Licenses or certificates required:
Valid State of Hawaii driver's license (class 3), or any other valid comparable driver's license.
10. CERTIFICATION OF IMMEDIATE SUPERVISOR 1 certify that the above statements are accurate and co/mplete.
Immediate Supervisors Signature ~~-~c-f~ Gam. r~-~-~~ Date ~ / /6~c ~
11. CERTIFICATION OF DIVISION HEAD I certify that the abo/ve statements are accurate and complete.
Division Head's Signature ~ C ~ Date
12. CERTIFICATION OF DEPARTMENT .HEAD I certify that the ab//m'ove statements are accurate and complete.
Department Head's Signature / G.. fi`'~.
~ GL~-c-cs- Date ~ jl(r lc-~
Distribution: Ori final -Civil Service; 1s` co - De artment; 2nd Co - Em to ee
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New- Project Coordinator (lf
no position number indicate "new'.)
a) New monthly salary $ 5853.00
b) Present monthly salary specifically included in
FY 07-08 budget (lf NOT BUDGETED, INDICATE -0-) $ 0*
c) Net funds required Iltem "a" minus Item "b") $ 5853.00
d) Remaining number of months in current fiscal year 10
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 58,530.00
*Requesting acceptance of grant funds.
2. AVAILABILITY OF FUNDS*
*Requesting acceptance of grant funds.
a) What is the position's fund source )county, state, federal) County
b) Funds are budgeted in account number: to be assigned upon approval of grant
c) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-911-591 1.70-341 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.
Department Head Date
DHR CP-004 (2/93) (8/94)(8/9n(12/06)
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE August 16, 2007
FROM: DEPARTMENT: Public Works
DIVISION/BRANCH: Administration
REQUEST:
® NEW POSITION Senior Account Clerk SR-13
TITLE PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(change in FiE, transfer, etc.l pOS.NO. CURRENT TITLE PAY GRADE
COMMENTS
We are requesting allocation of this new position that will be funded by a grant from the U.S.
Department of Commerce, Economic Development Administration. The grant is for two full-
time, temporary employees for the management of post-disaster (October 15, 2006
earthquake) economic rebuilding and revitalization for the County. We are requesting for a
senior account clerk and a project coordinator.
DATE DEPARTMENT HEAD
1,... ? APPROVED ? DISAPPROVED
~ AUG 2 0 2007
MANAGING DIRECTOR ~ DATE
DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06)
DEPARTMENT OF CIVIL SERVICE LOCATION
COUNTY OF HAWAII Dept. Public Works
1. Position No. New Div. or Bur. Administration
POSITION DESCRIPTION FORM Section
Type: Civil Service ® Exempt ? Geog. Loc Hilo
Permanent ? Temporary
Full-Time ® Part-Time ?
2. FOR CIVIL SERVICE USE ONLY
Allocation Class Salary Range Effective Date
Approved: Date By:
Authority Date Director of Personnel
3. DUTIES OF THE POSITION
List each duly assigned to the positlon separelely. Artange these duties in logical oMer beginning with those pertormed most frequently and followed by those pedomred occasionally.
Be dear, complete, and vendee. Stlck to statements of tad; avoid the use of vague of general terms. GNe an estlmate or the average artwunt of Ume spent In pedorming each major
duty, tl e realiocatlon d the Iwaltlon is requested, show the exact changes in duties, reasons for these dranges and the axed dale when these changes occurred. If more space Is
needed use a blank sheet and attach to this forth.
$hOW
Duties Summary: Set up and maintain accounting records for a major section of an accounting system;
perform and/or supervise the reviewing, positing, revising, summarization and data entry, of fiscal records of time
and statements; compile data and prepare reports.
1. Review information and instructions provided by FEMA, FHWA and NRCS for requesting 40
reimbursement for earthquake damage projects. Using existing data develop a system in spreadsheet
format for tracking all expenditures and reimbursements on earthquake related projects. Attend 20
coordination or update meetings as required. (1,2)
2. For projects completed using in-house resources, collect cost data from affected Public Works divisions
and summarize by project number. For projects completed using contractual services, collect ~ 0
documentation on all contract payments. (1,2)
3. Prepare reimbursement requests to appropriate government agencies. (1,2) 10
4. Audit data submitted for Emergency Response (FEMA Part B) projects and Debris Removal (FEMA
Part A) projects. Check labor reports for mathematical errors. Check pay and equipment rates. (1,2) 5
5. Create physical files for each identified earthquake related project. Files should include County,
departmental and federal forms as appropriate; relevant cost data and related documents (invoices, 5
labor reports, etc.). (1,2)
6. Assist staff in maintaining ledgers of costs posted against federal and county CIP accounts related to 5
earthquake damage projects. (1,2)
7. Under the direction of administrative staff, prepare information in appropriate format for review under 5
the single audit procedures.
8. Perform other related duties as assigned.
Key: 1) The performance of this function is the reason that this job exists.
2) The number of other employees available to perform this tunctlon Is limited.
4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position.
New Projects Coordinator
Position Number 00-00264 Title Business Manafler
5• SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart
Position No. Title Nature of Supervision
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date
Requested Class Allocation Senior Account Clerk Pay Grade SR-13
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print)
Employee's Signature Date
g, STATEMENT OF IMMEDIATE SUPERVISOR
a. Describe the nature and extent of supervision, which you exercise over this position.
Business Manager -Direct (technical)
Projects Coordinator -Direct
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and
the qualifications a new employee must bring to the position rather than the qualifications of the employee who now
occu ies it.
Education -General Basic Qualifications Necessary for Work Performance
Circle hi hest ear Elementa and Hi h School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2
S ecial or Professional: Colle e 1 2 3 4 1 2 3 4 Kind:
Work Experience-Kind A combination of education and experience substantially equivalent to graduation from high school
and length in years and four (4) years of clerical experience, three (3) of which shall have been in account
recordkeeping work.
Knowledge skills and Knowledge of: bookkeeping principles and practices; office practices and procedures; principles
abilities: and practices of supervision; grammar, spelling and word usage; filing methods and systems; the
use of standard office machines.
Abili to: maintain fiscal accounts and records; prepare financial reports and statements; interpret
fiscal records and data; interpret laws, rules and regulations of the department; make arithmetical
computations; compare names and numbers; operate calculating and adding machines and
typewriters; give and follow oral and written instructions; work harmoniously with others.
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. Physical Effort Group: Light
Licenses or certificates required:
10. CERTIFICATION OF IMMEDIATE SUPER,t~VI/SOR I certify that the above statements are accurate and complete.
Immediate Supervisor's Signature ~ Date 8 - 16-
11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete.
Division Head's Signature ~ Date ~ ((o
12. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete.
Department Head's Signature /y L ~ - u-c~- Date ~ ` `
Distribution: Ori final -Civil Service; 1s` co - De artment; 2id Co - Em to ee
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New -Senior Account Clerk (If
no position number indicate "new".)
a) New monthly salary $ 3559.00
b) Present monthly salary specifically included in
FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0*
c) Net funds required (Item "a" minus Item "b") $ 3559.00
d) Remaining number of months in current fiscal year 10
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 35,590.00
*Requesting acceptance of grant funds.
2. AVAILABILITY OF FUNDS*
*Requesting acceptance of grant funds.
a) What is the position's fund source (county, state, federal)2 County
b) Funds are budgeted in account number: to be assigned upon approval of grant
c) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds for reallocation:
From: 010-91 1-591 1.70-341 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.
8 lam
Department Head Date
DHR CP-004 (1/93) (8/94) (8/9n(11/06)
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PETE HOFFMANN BRENDA FORD
Chair & Presiding Officer STACY RIGA
K. ANGEL PILAGO . • DONALD IKEDA
BOB JACOBSON
Vice Chair EMILY I. NAEOLE
DOMINIC YAGONG
J YOSHIMOTO
HAWAII COUNTY COUNCIL
County ofHawai'i
Hawaii County Building
25 Aupuni Street
Hilo, Hawaii 96720
August 23, 2007
Pete Hoffmann, Council Chair
Council Members
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution No. 317-07 :Authorizing The Office of the Mayor To Enter Into An
Agreement with The United States of America, Pursuant to HRS 46-7, For the Disaster
Recovery Coordinators Grant.
Resolution No. 318-07 :Resolution Creating A Project Coordinator (Tempoary)
Position And A Senior Account Clerk (Temporary) Position for the Department of Public
Works.
Bill No. 166 An Ordinance To Amend Ordinance No. 07-82, As Amended, The
Operating Budget For The County Of Hawaii For The Fiscal Year Ending June 30,2008.
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.
S~ cerely,
v
Dominic Yagong, Ch 'yt mil'
Committee on Finance
Approval ate/Waive to Council: Disapproved/Date/Refer to FC:
Pete offm , C it Pete Hoffmann, Chair
Hawaii C my uncil Hawaii County Council
DY/la ~
Serving the /nterests of the People of Our Island