HomeMy WebLinkAboutCOM 0393.000 2002-2004 .1MtY or N4
Harry Kim William Takaba
W;~;
Mrtyor Director
Nancy E. Crawford
,i~•,e a+~~` Deputy Director
County of Hawaii
Finance Department
25 Aupuni Street, Room 118 • Hilo, Hawaii 96720
(808) 961-8234 Fax (808) 9G7-8248 ~ W
O
October 23, 2003 r
, ~
w .
Honorable James Arakaki, Chairperson and ~ ~ 3 ,
Members of the County Council
Hawaii County Council
25 Aupuni Street = H
Hilo, Hawaii 96720
Re: Resolution Creating Positions
Enclosed is a resolution creating a Resource Center Coordinator (Temporary) position
and a Resource Center Specialist (Temporary) position for the Department of Research
and Development. These positions are needed to staff the Hawaii County Resource
Center (HCRC), a program that develops island-wide communication network between
the communities and government agencies and provides training and technical
assistance in areas of community meetings as well as grant-writing.
If there are any questions, please do not hesitate to call the Department of Research
and Development.
William T kaba
Director of Finance
APP OVED~
A
Harry Kim "
Mayor
Enc. Comm. No. v
Ref. Ta
cc: Research & Development P,af. Date
~Qes , /~23 -03
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Dept. of Research and Development DATE: October 22, 2003
STAFF CONTACT: Jane Testa PHONE: 961-8366
A. REQUEST:
Request for the Department of Research and Development's Hawaii County Resource Center. A
Resource Center Coordinator (Temp.), SR-24, and for a Resource Center Specialist (Temp.), SR-
22.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
The Hawaii County Resource Center (HCRC) is a program developed within the Department of
Research and Development to develop island-wide communication network between the
communities and government agencies. HCRC will also provide training and technical assistance in
areas of community meetings as well as grant-writing.
The Coordinator will be responsible for the overall management and for the program leadership.
The position will administer the development and implementation of the operational functions,
identify funding sources for developing HCRC projects and assist and guide other county
departments and community entities toward grant opportunities. This position will also work with the
county's department heads and staff to identify and address departmental needs.
The Specialist will provide leadership and direction for project operations, provide oversight,
supervision, management, technical assistance and training of island-wide facilitators and provide
oversight and management of subcontracts. This position will develop and mobilize the island-wide
HCRC communication network and facilitate and support district groups.
SIGNED: ~"~s\e=ctiJ`~ DATE: ~c~a2~~3
epartment Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
T0: MANAGING DIRECTOR DATE: Auq. 21, 2003
FROM: DEPARTMENT: Department of Research and Develognent
DIVISION/BRANCH:
REQUEST:
NEW POSITION Resource Center Coordinator (Temp. )
TITLE
PAY GRADE
? REALLOCATION
~OS:AO. CURRENT TITLE ppy
GRADE
PROPOSED TITLE ppy
GRADE
? OTHER
(change in FTE, transfer, etc.) POS. N0. CURRENT TITLE PAY
GRADE
COMMENTS: Manage the Hawaii County Resource Center through professional leadership
and directions.
IIAi
APPROVED ? DISAPPROVED
C~-/~~"^^~/U v ~o~J~o3
MANAGING DIRECTOR DATE
DC$ CP-005 (2/93)(11/93)(7/O1)
NEW POSITION INFORMATION FORM
Department: Department of Research and Development Date: Aua. 21, 2003
Division/Branch:
ay of Similar
Pay Fund Pos. in
Class Title Grade Salary Source Dept.
Resource Center Coordinator (T~,p) SR-24 $ 3,155 010-161- 0
mo. 5162.98
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.
Implementation of the Hawaii County Resource Center (HCRC), overall management, and
program leadership will be the responsibility of this newly created position. Will
administer the development and implementation of operational functions, identify funding
sources for developing HCRC projects and assist and guide other county departments and
community entities toward grant opportunities. Will work with department heads and
staff to identify and address departmental needs. Will develop the Volunteer Pool and an
Executive Pool and match resources to needs. Will staff the HCRC Steering Committee.
2. Can new duties be assigned to existing positions or handled in other way such as short term
contracts, etc.
1. The new program is quite different than any existing program in scope and/or function.
2. Existing positions are stretched to thinly to absorb additional responsibilities.
3. We are already employing aninety-day contract but are prohibited by civil service law
to extend the contract beyond 180 days.
New Position Form
Page 2
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
The new position is required to operate the new program that serves communities island-
wide. It will create and implement the volunteer and executive pools, manage the island-
wide steering committee, plan and implement training programs, oversee grant-writing
assistance and community capacity building endeavors. The position will be the liaison
between departments and community groups, increasing communications, trust, and
collaborations island-wide.
4. Alternatives that were considered in lieu of new position. (Have technological changes
been considered?)
Although technological opportunities like video-conferencing are part of the
communications network tools, the program itself requires a "warm body" to carry out its
purpose and goals. Due to the lack of existing manpower resources and inability to extend
contracts, new positions need to be created.
5. Why were manpower needs not planned through budgetary process?
Part of the manpower needs were described during our budget process but new initiatives
were also identified after the process.
6. List other rationale or pertinent statements and data:
New Position Form
Page 3
The HCRC was developed in response to Mayor Kim's request to open government up to
communities, build trust, and encourage grant-writing. Although grant sources will
continue to be sought to support the HCRC, funding for personnel is always problematic.
Hopefully, this position wilt be made permanent, with committed funding to stabilize its
function and value to the departments and communities.
DCS CP-002 (2/93)
DEPARTMENT OF CIVIL SERVICE LOCATION
COUNTY OF HAWAII Dept. Research & Dev.
1. Position No. Div. or Bur.
POSITION DESCRIPTION FORM section
Type: Civil Service ® Exempt ? Geog. Loc So. 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 the position separately. Arrange these duties in logical order beginning with those peAortned most frequently and followed by (hose pedormed occasionally
Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague of general terms. Give an estimate of the average amount of time spent in pedortning each major
duty. If a reallocation of the position is requested, show the exact changes in duties, reasons for these changes and the exact date when these changes occurted. If more space is
needed, use a blank sheet and attach to this forth.
Show
See attached sheet for list of duties and responsibilities of time
Key for Essential Duties:
1. The performance of this function is the reason that the 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. 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 Na. Title Nature of Supervision
DCS CP-001 (2/90)
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date 09 /01 / 03
Requested Class Allocation Resource Center Coordinator Pay Grade
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.
b. Indicate the qualifcations 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 an
and length in years accredited college or university with major work in business administration, public administration, or
a related field and a minimum of three (3) years of responsible work experience in leadership.
Knowledge skills and Administrative leadership, team building, interpersonal communication skills of diverse ethnic and
abilities: cultural make up. Report writing, grant searching and writing skills. Establish and maintain
working relationships with persons with a wide range of educational and work experience
background, agency personnel, community groups and the general public; plan, organize and
coordinate the functions of the program.
Physical requirements: Persons seeking appointment to position in this class must meet the health and physical condition
standards deemed necessary and proper for performance of the duties.
Licenses or certificates required: Possession of a valid State of Hawaii 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.
Department Head's Signature %a~i Date
Distribution: Ori final -Civil Service; 1 s` co - De artment; 2n° Co - Em to ee
Duties of Resource Center Coordinator 1 Tip, 1
Duties Summary:
Responsible for managing the operations of the Hawaii County Resource Center
(HCRC), identify funding sources for developing projects, makes recommendation for
funding opportunities, facilitate and develop collaboration with interagency and
community entities, and performs other duties as directed by the Director.
1. Provides overall leadership and direction of the Hawaii County Resource Center
(HCRC), plans and recommends strategies to develop and implement HCRC
operational function. (1,2,3) 45%
2. Facilitates and develops collaboration and interagency cooperation, especially
between county departments and community entities, collaborates with and
provides support to various committees in relation to the HCRC and the
Department of Research and Development (R&D). (1,2,3) 30%
3. Provides oversight and administration of subcontracts, and identifies funding
sources for developing HCRC projects and assists and guides other county
departments and community entities toward grant opportunities.
(1,2,3) 10%
4. Responsible for project budgets, reports and timelines, participate in evaluation
plan. (1,2,3) 10%
5. Performs other related duties as directed. (1,2,3) 5%
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION N0. new (If no position number
indicate "new". )
a) New monthly salary $ 3,515
b) Present monthly salary specifically included in
FY budget (If NOT BUDGETED, INDICATE -0-) $ 0
c) Net funds required (Item "a" minus Item "b") $ 3,515
d) Remaining number of months in current fiscal year 10
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 35,150
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? other
b) Funds are budgeted in account number: oio-I~t- s~br..°tib
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.
~c=v
~~u~ ~I~,lo~
Department Head Date
DCS CP-004 (2/93) Rev. 8/94; 8/97
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
T0: MANAGING DIRECTOR DATE: August 21, 2003
FROM: DEPARTMENT: Department of Research and Developnent
DIVISION/BRANCH:
REQUEST:
® NEW POSITION Resource Center Specialist (ma
TITLE
PAY GRADE
? REALLOCATION
~6SR0. URRENTTITLE ppy
GRADE
PROPOSED TITLE ppy
GRADE
? OTHER
(change in FfE, transfer, etc.) POS. N0. CURRENT TITLE ppy
GRADE
COMMENTS: Position is needed to provide collaboration with community groups as
a facilitator aril/or an active member.
>sb)lo>>
~Err,RT~v
Y~ APPROVED ? DISAPPROVED
MANAGING DIRECTOR DATE
OCS CP-005 (2/93)(11/93~(7/O1)
NEW POSITION INFORMATION FORM
Department: Department of Research and Development Date: Auq. 21, 2003
Division/Branch:
of Similar
Pay Fund Pos. in
Class Title Grade Salary Source Dept.
Resource Center Specialist (Temp) SR-22 $ 3,122 010-161- 0
mo. 5162.98
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.
Newly organized program within the department. The Resource Center Specialist for the
County Resource Center will provide leadership and direction for project operations. Will
provide oversight, supervision, management, technical assistance and training of island-
wide facilitators and will provide oversight and manage of subcontracts. Will develop and
mobilize the island-wide HCRC communication network and facilitate and support district
groups. Will provide training and technical assistance to department heads and county
staff in areas of community meetings as well as grant-writing.
2. Can new duties be assigned to existing positions or handled in other way such as short term
contracts, etc.
1. The new program is quite different than any existing program in scope and/or function.
2. Existing positions are stretched to thinly too absorb additional responsibilities.
3. We are already employing aninety-day contract but are prohibited by civil service law
to extend the contract beyond 180 days.
New Position Form
Page 2
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
The new position is required to operate the new program that serves communities island-
wide. It is essential to continue to manage the island-wide communications network and
resource team.
4. Alternatives that were considered in lieu of new position. (Have technological changes
been considered?)
Although technological opportunities like video-conferencing are part of the
communications network tools, the program itself requires a "warm body" to carry out its
purpose and goals. Due to the lack of existing manpower resources and inability to extend
contracts, new positions need to be created.
5. Why were manpower needs not planned through budgetary process?
Part of the manpower needs were described during our budget process but new initiatives
were also identified after the process.
6. List other rationale or pertinent statements and data:
The HCRC was developed in response to Mayor Kim's request to open government up to
communities, build trust, and encourage grant-writing. Although grant sources will
continue to be sought to support the HCRC, funding for personnel i5 always problematic.
Hopefully, this position will be made permanent, with committed funding to stabilize its
function and value to the departments and communities.
DEPARTMENT OF CIVIL SERVICE LOCATION
COUNTY OF HAWAII Dept. Research & Dev.
1. Position No. Div. or Bur.
POSITION DESCRIPTION FORM section
Type: Civil Service ® Exempt ? Geog. Loc So. Hilo
Permanent ['J 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 the position separately. Artange these duties in logical order beginning with those performed most frequently and followed by those performed occasionally
Be clear, complete, antl concise. Stick to statements of fact; avoid the use of vague of general terms. Give an estimate of the average amount of time spent in pedonning each major
duty. If a reallocation o/the position is requested, show the exact changes in duties, reasons for these changes and the exact date when these changes occurred. If more space is
needed, use a blank sheet and attach to This form.
Show
See attached sheet for list of duties and responsibilities of time
Key for Essential Duties:
1. The performance of this function is the reason that the 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. 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 offcial organization chart
Position No. Title Nature of Supervision
DCS CP-001 (2/90)
6. Present Class Pay Grade
7. REQUESTED ACTION
New Position-Initial Allocation ®Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date 09 /01 / 03
Requested Class Allocation Resource Center Specialist Pay Grade
8. CERTIFICATION OF EMPLOYEE The duties & responsibilities described above are accurate and complete.
Employee's Name (Print)
Employee's Signature Date
y 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 qualifcations 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 Elementar 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 Experience in working with community groups as a facilitator or an active member. Background in
and length in years organizing public activities, public speaking or other work with the community.
Knowledge skills and Facilitative leadership, team building, interpersonal communication skills, community resources and
abilities: organizations of diverse ethnic and cultural make up, report writing. Grant searching and writing
skills. Establish and maintain working relationships with persons with a wide range of educational
and work experience background, agency personnel, community groups and the general public;
plan, organize and coordinate activities.
Physical requirements: Persons seeking appointment to position in this class must meet the health and physical condition
standards deemed necessary and proper for performance of the duties.
Licenses or certificates required: Possession of a valid State of Hawaii 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.
Department Head's Signature ~~t~r~>~~%~'D Date
Distribution: Ori final -Civil Service; 1 co - De artment; 2ntl Co - Em to ee
Duties of Resource Center Specialist (Tarp. )
Duties Summary:
Plans, organizes, conducts collaboration efforts with community groups, provides
facilitative leadership and team building for the volunteer corps; assist in grant searching
and grant writing for the Hawai' i County Resource Center; and performs other duties as
required.
1. Provides oversight, supervision, management, technical assistance and training of
island-wide facilitators. (1,2,3) 30%
2. Facilitates collaboration and interagency cooperation, especially between county
departments and community entities. (1,2,3) 20%
3. Maintains a communication network among community, county departments, and
non-profit sponsors. Develops and mobilize the island-wide Hawaii County
Resource Center (HCRC) communication network. (1,2,3) 20%
4. Facilitates and supports district groups. Facilitates production of multimedia
materials and develops and maintains appropriate data base and information.
(1,2,3) 10%
5. Facilitates and supports community and county departments in planning for and
writing grants. (1,2,3) 10%
6. Attends required training and meetings. (1,3) 5%
7. Performs other related duties as assign. (1,2,3) 5%
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION N0. new (If no position number
indicate "new".)
a) New monthly salary $ 3,122
b) Present monthly salary specifically included in
FY budget (If NOT BUDGETED, INDICATE -0-) $ 0
c) Net funds required (Item "a" minus Item "b") $ 3,122
d) Remaining number of months in current fiscal year 10
e) Funds required in remainder of fiscal year
(Items "c" x Item "d") $ 31,220
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? other
b) Funds are budgeted in account number: 010- ~b~-5~~z.0.8-o~~
c) Funds are available in account number:
Transfer to account number:
d) Request to transfer funds far 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.
C~« ~y
Department Head Date
DCS CP-004 (2/93) Rev. 8/94; 8/97
Submitted by:
6/2/03
Directpfoi~ie earth 8 Development Date COUNTY OF HAWAII
~ DEPARTMENT OF RESEARCH & DEVELOPMENT
~ ~/~6~' fnl ~l ~3
Mayor Date ORGANIZATION CHART
DEPARTMENT HEAD ADMINISTRATIVE
SERVICES
RESOURCE CTR TOURISM FILM
AGRICULTURE NEW INDUSTRY & ENERGY
INDUSTRY DEV
May 22, 2003
COUNTY OF HAWAII
DEPARTMENT OF RESEARCH AND DEVELOPMENT
POSITION ORGANIZATION CHART
Director
20033 A18
Deputy Director Pvt Secretary Accountant I
20034 A17 1902 SR20 4229 SR18
unfunded
Clerk III Student Helper I
3648 SR10 V0007
Resource Agriculture Tourism New Industry & Film Energy
Center Indust Dev
Resource Mtrls Economic Dev Economic Dev Economic Dev Economic Dev Economic Dev
Spclt Spclt III Spclt II Spclt III Spclt III Spclt III
3226 SR22 2781 SR24 2537 SR22 2535 SR24 3929 SR24 3699 SR24
May 22, 2003
Submitted by:
Direct o esearch & Development Date COUNTY OF HAWAII
DEPARTMENT OF RESEARCH & DEVELOPMENT
Mayor Date ORGANIZATION CHART
DEPARTMENT HEAD ADMINISTRATIVE
SERVICES
RESOURCE CTR TOURISM FILM
AGRICULTURE NEW INDUSTRY & ENERGY
INDUSTRY DEV
July 1, 2003 PROPOSED
COUNTY OF HAWAII
DEPARTMENT OF RESEARCH AND DEVELOPMENT
POSITION ORGANIZATION CHART
Director
20033 A18
Deputy Director Pvt Secretary Accountant I
20034 A17 1902 SR20 4229 SR18
unfunded
Clerk III Student Helper I
3648 SR10 V0007
Resource Agriculture Tourism New Industry & Film Energy
Center Indust Dev
Economic Dev Economic Dev Economic Dev Economic Dev Economic Dev
Resource Cntr Resource Mtrls Spclt III Spclt II Spclt III Spclt III Spclt III
Coordinator Spclt 2781 SR24 2537 SR22 2535 SR24 3929 SR24 3699 SR24
Tem SR24 3226 SR22
Resource Cntr
Specialist
Tem SR22
.1Uly 1, 2003 PROPOSED