HomeMy WebLinkAboutCOM 0573.000 2022-2024Mitchell D. Roth +"°=.^.;u.� Deanna S. Sako
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Diane Nakagawa
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County of Hawaii
Finance Department
25 Aupuni Street, Suite 2103 • I hJo. Hamai 196720
(808)961-8234 • II, 1808)961-8569
October 26, 2023
Heather Kimball, Council Chair and
Members of the Hawaii County Council
Ilawai'i County Council
25 Aupuni Street
Hilo. Hawai'i 96720 -
Re: Resolution Creating Positions
Enclosed is a resolution creating one new Permit Systems Coordinator, SR -18, position
and one new Facilities Program Manager, SR -28, position in the Department of Public
Works. 'I hese positions are necessary to support their Building Division.
If there are any questions. please do not hesitate to call Julann Sonomura of the
Department of Public Works at 961-8321.
Deanna S. Sako
Director of Finance
Enc.
c: DPW
HR
4Ve5- 3Lkt- 23
Comm. No. J
Rd. To:3
Hawaii County is an Equal OppoRunity Employer and ProvidelRef. OeteOCT
Form #: B-52
7/18/91
DEPARTMENT:
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
Works DATE: 10/23/23
STAFF CONTACT', Julann Sonomura PHONE: 961-8321
A. REQUEST'.
The Department of Public Works Building Division is requesting a resolution to create a new Facilities
Program Manager full-time position.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED)'.
The Building Division is responsible for maintaining the County of Hawaii facilities. The Facilities
Program Manager would oversee three sections of the Building Division that are primary components of a
building's life cycle: Design & Engineering, General Services, and Repair & Maintenance. While each unit
performs a specialized function, their efforts need to be closely coordinated, tracked, and managed to
maximize the county's investment in each facility.
Due to the rapidly aging facilities and years of deferred maintenance, there is an urgent need for asset
management. Asset management would ensure that facilities are inventoried, inspected, maintained,
repaired, and renovated or replaced in a timely manner. A Facilities Program Manager would have the
ability to lauch and utilize an asset management software program needed to track a building's life cycle.
Data produced from the asset management program can ensure that timely inspections are conducted,
maintenance is scheduled regularly, and repairs are completed promptly. The frequency, severity, and cost
of repairs would indicate when larger projects should be planned, well ahead of the need.
An asset management approach is proactive whereas the current system for facility management is
reactive. Presently, when building occupants notice problems, they submit Work Order Requests. Many
requests are generated when termite damage is observed, or when roofs are leaking. Waiting for users to
observe and then request repairs results in further damage and higher costs.
A Facilities Program Manager would have the ability to establish an asset management software program
and maximize the ability of knowledgable staff to proactively maintain and repair facilities. And, when
facilities are beyond their useful life, asset management would contribute to the scope of work for new
facilities and maintenance plans. Thus, having a Facilities Program Manager and asset management
program will help reduce the overall cost of maintaining County facilities.
SIGNED. "/� C/—� DATE: OCT 2023
Department Head
Form #:B-52
7/18/91
DEPARTMENT:
Public Works
STAFF CONTACT: Julann
A. REQUEST:
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DATE', 10/23/23
PHONE: 961-8321
The Department of Public Works Building Division is requesting a resolution to create a new Permit Systems
Coordinator full-time position.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
In July 2021, the Building Division converted to the Electronic Processing and Information Center (EPIC)
system for the management of building permits. EPIC requires custom configuration for permit issuance,
permit inspections, and code enforcement.
The programming of EPIC relies on input and feedback from users to create a functional and user-friendly
system. EPIC consists of a backbone program that the Building Division IT staff builds upon by developing
multiple series of customized operations to create workflows for clerks, inspectors, and members of the
public.
The Permit System Coordinator is a critical position needed to move the EPIC system forward by taking user
feedback, producing easy to understand procedures and guidelines, and providing on-going training for both
the Building Division and public users. The successful implementation of EPIC relies on effective workflows,
consistent training, accurate information input, and the constant reassessment and improvement of EPIC
workflows, processes and procedures.
SIGNEDDATE:`h'-
Department Head