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Home My WebLink AboutCOM 0749.000 2004-2006 rev or M Harry Kim William Takaba Morn,' Dwet lot Nancy E. Crawford Lqputl Ale, to, ?lf pi•N'.?1 County of Hawaii Finance Department 25 Aupum Street, Room 1 I8 • Hilo, Hawaii 96720 (808) 961-8234 • I-ax (808) 961-8248 March 7, 2006 Stacy K. Higa, Chairman and Members of the Hawai'i County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 Re: Resolution Creating Positions Ordinance No. 05-85 created the Public Access, Open Space, and Natural Resources Preservation Commission under the Department of Finance. The ordinance also stated that the Department of Finance be responsible in providing the staff to manage the lands acquired by the County and to minimize use of outside agents. In order to fullful this responsibility, a Property Manager position and a Clerk III position are being created for the new Property Management Division under the Department of Finance. The initial funding for these new positions are derived from the General Fund's Fund Balance. The second and final reading of Bill No. 214, which appropriates the funding of these new positions, is scheduled for March 22, 2006. If there are any questions, please do not hesitate to call Nancy Crawford, Deputy Director of Finance. William Taka a Director of Finance APPROVED: Harry Kim Mayor ~j Enc. Comm' No. !1. Ref, To. nC ~Gn ~Q LN Hawaii County is an Equal Opportunity Provider and Employer Ref. Date MAR Q J REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE: 3/6/06 FROM: DEPARTMENT: FINANCE DIVISION/BRANCH: Property Management Division REQUEST: ® NEW POSITION Property Manager EM-03 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TILE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER (change In HE, transfer, etc.) POS. NO. CURRENT TITLE PAY GRADE COMMENTS: Ordinance 05-85 created the Public Access, Open Space, and Natural Resources Preservation Fund and Commission under the Department of Finance. The department is responsible for supporting the Commission with clerical staff and for providing staff to manage lands acquired and to minimize use of outside agents. Additionally, activity related to easements, encroachments, acquisition and disposal of other County properties has grown to the point that it cannot be properly managed with existing personnel. The department proposes to establish a Property Management Division to comply with Ordinance 05-85 and to coordinate activities that are currently performed by several different members of the department. `MAR " 7 2006 19 - DATE DEPART NT HEAD APPROVED ? DISAPPROVED (4v, 1)441? 0 71006 MANAGING DIRECTOR DATE DCS CP-005 (2/93)(11/93)(7/01) NEW POSITION INFORMATION FORM Department: Finance Date: 3/6106 Division/Branch: Property Management # of Similar Pay Fund Pos. in Class Title Grade Sala Source Dept. Property Manager EM-03 $ 4,613 5121.01 1 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Ordinance 05-85 created the Public Access, Open Space, and Natural Resources Preservation Commission under the Department of Finance. The department is responsible for providing staff to manage lands acquired and to minimize use of outside agents. This position will be the department liaison to the Commission. Additionally, the Property Manager will coordinate activity related to easements, encroachments, acquisition and disposal of other County properties. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc. The Council ordinance specifically stated that staff should be provided in order to minimize the use of outside agents. There is no existing staff with the time to dedicate to these important management duties. Staff also lacks the training and experience required to negotiate sales and leases, and manage real property. New Position Form Page 2 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): Currently the Director and Deputy Director of Finance share many of the property management duties. The result is that property management does not always receive the priority that it should, and other administrative responsibilities may be neglected. Assigning this responsibility to a dedicated division will improve overall efficiency of operations in the administration of the department and in the area of property management. 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) This position will be tasked with managing all aspects of real property (exclusive of facilities) activity for the County. It requires technical expertise in land management and negotiations, as well as management of a division responsible for real property and accounting for personal property owned by the County. There is no existing staff to perform these functions. 5. Why were manpower needs not planned through budgetary process? The ordinance creating the Public Access, Open Space, and Natural Resources Preservation Commission was passed in June 2005, after the current year budget had been finalized. 6. List other rationale or pertinent statements and data: DCS CP-002 (2/93) DEPARTMENT OF CIVIL SERVICE LOCATION COUNTY OF HAWAII Dept. Finance 1. Position No. New Div. or Bur. Property Management POSITION DESCRIPTION FORM Section Administration Type: Civil Service ® Exempt ? Geog. Loc So. Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR CIVIL SERVICE USE ONLY Allocation Class Property Manager Salary Range EM-03 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 performed mast frequently and followed by those performed 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 performing 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 occurred. If more space is needed, use a blank sheet and attach to this form. Plans, coordinates and directs a program involving the management, control, acquisition and disposition of Show County-owned real property and personal property; serves as Finance Department liaison to the Public % Access, Open Space and Natural Resources Preservation Commission; manages the personnel of the of time Property Management Division; and performs other related duties as required. 1. Administers the functions of a real property acquisition, management and disposition program and a personal property accounting and disposal program for the County, involving supervision of subordinate 15% staff. (1,2,3) 2. Develops program goals and objectives for the administration of a property management program. Responsible for developing operational standards, procedures and policies for the efficient, effective 15% operation of a county-wide property management program, in compliance with applicable laws and regulations. Recommends revisions to laws, ordinances and rules, as necessary. (1,2,3) 3. Acts as department liaison and principal resource person to the Public Access, Open Space and Resources Preservation Commission. Chairs the County Land Management Committee, with 15% responsibility for scheduling, providing agendas and minutes. (1,2,3) 4. Administers the personal property management and disposal program. Develops policies and procedures pertaining to the disposal of County-owned surplus lands and buildings. Directs the 15% organization, conduct, collection and deposit of realizations of the sale of surplus lands and buildings at public auction or through negotiation. (1,2,3) 5. Works with Corporation Counsel and others on matters relating to the real property management 10% program, and serves as resource to the Director of Finance, Mayor and County Council. Attends meetings and makes presentations as required. (1,2,3) CONT'D 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number HC-Z0035 Title Director of Finance 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision See attached DCS CP-001 (2190) 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 Property Manager Pay Grade EM 03 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. General 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 occupies it. Education - General Basic Qualifications Necessary for Work Performance Circle hi hest ear Elements and High School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind: Work Experience-Kind See attached and length in years Knowledge skills and See attached abilities: Physical requirements: See attached Licenses or certificates required: See attached 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. MAR 0 7 2006 Department Head's Signature Z Date Distribution: Original - Civil Service; 1 s' co - Department; 2 na Co - Employee New - Property Manager, EM-03 - Property Management Division Minimum Qualification Requirements: Training and Experience: A combination of education and experience substantially equivalent to graduation from an accredited college or university with major work in public or business administration, real estate or a related field, and four (4) years of general administrative or analytical work experience, three of which shall have involved real property management, the acquisition, leasing and/or disposition of real property or other technical phases of real estate transactions. Knowledge of: Real estate terminology; sources of information pertinent to real estate matters; the laws, ordinances, rules, legal documents and procedures relating to the acquisition leasing, rental, sale and disposition of real property, the disposition of personal property, market conditions affecting the value of real property; principles of inventory control; research principles and techniques; principles of supervision, public relations and report writing. Ability to: Plan, assign and manage the work of subordinates; interpret, evaluate and explain laws, ordinances and regulations; analyze problems and make sound decisions and recommendations; plan, organize and conduct the analysis and development of lease terms and conditions; develop operational policies, systems and procedures and identify areas for improvement; instructions; maintain effective working relationships with operating personnel and the general public. 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 position with or without reasonable accommodations. Physical Effort Grouping: Light License Reguirement: Possession of a valid State of Hawaii driver's license (Class 3) or any other valid comparable driver's license. SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN HE l . COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (If no position number indicate "new".) a) New monthly salary $ 4,613 b) Present monthly salary specifically included in FY 05-06 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item "b") $ 4,613 d) Remaining number of months in current fiscal year 3 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ 13,839 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: 010-121-5129-01-011 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. MAR 7 2006 epartment Head Date DCS CP-004 (2/93) Rev. 8194; 8/97 REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE: 3/6/06 FROM: DEPARTMENT: FINANCE DIVISION/BRANCH: Property Management REQUEST: ® NEW POSITION Clerk III SR-10 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER (change in FTE, transfer, etc.l POS. NO. CURRENT TITLE PAY GRADE COMMENTS: Ordinance 05-85 created the Public Access, Open Space, and Natural Resources Preservation Fund and Commission under the Department of Finance. The department is responsible for supporting the Commission with clerical staff and for providing staff to manage lands acquired and to minimize use of outside agents. Additionally, activity related to easements, encroachments, acquisition and disposal of other County properties has grown to the point that it cannot be properly managed with existing personnel. The department proposes to establish a Property Management Division to comply with Ordinance 05-85 and to coordinate activities that are currently performed by several different members of the department. MAP 7 f-14- DATE Rr- ARTMEIIT-IIEAL> - APPROVED ? DISAPPROVED MAR 0 7 2006 MANAGING DIRECTOR DATE DCS CP-005 (2/93)(11/93)(7/01) NEW POSITION INFORMATION FORM Department: Finance Date: 3/6/06 Division/Branch: Property Management # of Similar Pay Fund Pos. in Class Title Grade Sala Source Dept. Clerk III SR-10 $ 2,066 5121.01 1 1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Ordinance 05-85 created the Public Access, Open Space, and Natural Resources Preservation Commission under the Department of Finance. The department is responsible for supporting the Commission with clerical staff. Additionally, a clerical position is needed to assist with current activity related to easements, encroachments, acquisition and disposal of other County properties. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc. The department does not have staff to provide clerical support to the Commission or to work on other property-related clerical duties. Since both the commission and routine land issues will be ongoing, short term contracts would not be appropriate. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): The Office of Corporation Counsel is currently providing staff to support the Commission on a temporary basis. Creation and filling of the new Clerk III position will allow Corporation Counsel staff to return to their normal duties. Additionally, other clerical work related to County property management will be processed much more efficiently by having a dedicated staff person. New Position Form Page 2 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) A clerk must be present at the Commission meetings to take minutes and must be available to provide other support to the Commission outside of the meetings. Technology may assist in efficiency, but cannot substitute for the position. 5. Why were manpower needs not planned through budgetary process? The ordinance creating the Public Access, Open Space, and Natural Resources Preservation Commission was passed in June 2005, after the current year budget had been finalized. b. List other rationale or pertinent statements and data: DCS CP-002 (2/93) DEPARTMENT OF CIVIL SERVICE LOCATION COUNTY OF HAWAII Dept. Finance 1. Position No. New Div. or Bur. Property Management POSITION DESCRIPTION FORM Section Administration Type: Civil Service ® Exempt ? Geog. Loc So. Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR CIVIL SERVICE USE ONLY Allocation Class Clerk III Salary Range SR-10 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 performed most frequently and followed by those performed 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 performing 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 occurred. If more space is needed, use a blank sheet and attach to this form. Show 1. Types agendas, arranges for meeting accommodations and posts notifications of meetings of the Public of time Access, Open Space and Natural Resources Preservation Commission. Takes and transcribes notes and taped recordings of meetings; prepares minutes; submits agendas and minutes for website posting; processes correspondence and maintains files on Commission related matters. Serves as primary telephone and email contact for the Commission. Receives incoming fax and mail correspondence and 20% agendizes as appropriate. Gives information to the public and others based upon the Commission's functions and procedures and maintains follow-up and filing system for records and materials of the Commission. Prepares and processes payments for mileage, meals, per diem, and other expenses incurred by Commission members. 1,2,3 2. Types agendas, arranges for meeting accommodations and posts notifications of meetings of the Public Access, Open Space and Natural Resources Preservation Commission. Takes and transcribes notes and taped recordings of meetings; prepares minutes; submits agendas and minutes for website posting; processes correspondence and maintains files on Commission related matters. Serves as primary telephone and email 15% contact for the Commission. Receives incoming fax and mail correspondence and agendizes as appropriate. Gives information to the public and others based upon the Commission's functions and procedures and maintains follow-up and filing system for records and materials of the Commission. Prepares and processes payments for mileage, meals, per diem, and other expenses incurred by Commission members. 1,2,3 3. Prepares, checks, and reviews forms, records, reports, applications, and other documents for accuracy, adequacy, and conformance to established departmental and/or legal requirements. Follows up to 15% secure or clarify required information. Follows up on applications, forms, and other documents to ensure timely processing. 1,2 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number New Title Risk Management Officer 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official 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 Requested Class Allocation Clerk III Pay Grade SR-10 8. CERTIFICATION OF EMPLOYEE The duties 8 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. General 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 occupies it. Education - General Basic Qualifications Necessary for Work Performance Circle high st ear Elements and High School 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind: Work Experience-Kind See attached. and length in years Knowledge skills and See attached. abilities: Physical requirements: See attached. Licenses or certificates required: See attached. 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 EAD -1 certify that the above statements are accurate and complete. Department Head's Signature ~ e Date Distribution: Original - Civil Service; 1 s` co - Department; 2nd Co - Em to ee New - Clerk III, SR-10 - Property Management Division Continuation of Duties: 4. Posts data to and maintains various types of operational and control records. Sets up and maintains files and revises system as necessary; 15% codes and indexes records. Makes searches through files and records, extracts, refines and organizes necessary information and prepares reports; summarizes and briefs materials and prepares special reports involving interpretation and analysis of data and judgement as to format and details of presentation. 1,2 5. Posts data to and maintains various types of operational and control records. Sets up and maintains files and revises system as necessary; codes and indexes records. Makes searches through files and records, 15% extracts, refines and organizes necessary information and prepares reports; summarizes and briefs materials and prepares special reports involving interpretation and analysis of data and judgement as to format and details of presentation. 1,2 6. Processes accounts payable; orders office supplies, equipment, etc. 15% Reviews, prepares, and processes time sheets and related payroll documents. Assists Finance Administration staff with clerical duties as needed. 1,2,3 7. Performs other related duties as required. 1,2 5% New - Clerk III, SR-10 - Property Management Division Minimum Qualification Requirements Work Experience-Kind and Length in Years Training and Experience: A combination of education and experience substantially equivalent to graduation from high school, and three years of clerical experience which shall have included some typing. A current typing proficiency certificate with a minimum typing speed of 40 net words per minute must be presented at time of filing. Knowledge, Skills and Abilities Knowledge of: office practices and procedures; filing methods and systems; grammar, spelling, and word usage; the purposes and uses of standard office machines; principles and practices of supervision. Ability to: type at the rate of 40 net words per minute; make arithmetic computations; compare names and numbers accurately; set up and maintain records, summarize and analyze materials; prepare reports; operate standard office machines and equipment; understand, interpret, and explain laws, ordinances, regulations, and policies pertinent to the department; give and follow oral and written instructions; deal tactfully and effectively with the public and resolve complaints; supervise and 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 position with or without reasonable accommodations. Physical Effort Grouping: Light Licenses or Certificates Required: none 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 $ 2,066 b) Present monthly salary specifically included in FY 05-06 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item "b") $ 6,198 d) Remaining number of months in current fiscal year 3 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ 8,264 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: 010-121-5129-01-011 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. ~i1 MAR 2006 C apartment Head Date DCS CP•004 (2/93) Rev. 8194:8197 DEPARTMENT OF FINANCE PROPERTY MANAGEMENT DIVISION TABLE OF ORGANIZATION PROPERTY MANAGER EM-03 CLERK III Property Management SR-10 Specialist SR-24 HC-0075 Submitted by: /('yj' MAR 7 2dD6 Director of fl ce Date A roved by: 3110 Mayor Date