HomeMy WebLinkAboutCOM 1044.000 2004-2006
+tr os
Harry Kim ~ ••di~; William Takaba
Mayor Director
Nancy E. Crawford
it• .r..!!~` Deputy Director
1l~ G;•N~.P
Ca flJ" 23 F11 3 P2
r County of Hawaii
`a - Finance Department
25 Aupuni Street, Room 118 e Hilo, Flawan 96720
(808) 961-8234 . Fax(808)961-8248
August 22, 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
In June 2005, the Office of Housing and Community Development (OHCD) was informed by the U.S.
Department of Housing and Urban Development (HUD) to anticipate a thirteen (13%) decrease in
allocation of Housing Assistance subsidy for the County Fiscal Year 2006-07. In anticipation of this
decrease, the OHCD's Existing Housing Division (EHD) decreased its staffing by two (2) positions and
reduced the number of families assisted through the Housing Choice Voucher (section 8) program from
1,750 to 1400. Then, in February 2006, the OHCD was informed by HUD that due to an error in their
computation, the OHCD would receive the same level of funding as the previous year. For the OCHD to
maintain a lease-up rate of approximately 98% of the total allocation received annually for federal housing
assistance for low income families or 1,700 families, the creation of two (2) Housing and Community
Development Specialist III, SR-20, positions is needed to bring it back to the past staff level.
Enclosed is a resolution creating two (2) Housing and Community Development Specialist III positions for
the Office of Housing and Community Development (OHCD).
As time is of the essence, the OHCD humbly request for a waiver from the Finance Committee and to
have this resolution heard at the Council meeting scheduled for September 7, 2006.
If there are any questions, please do not hesitate to call the Office of Housing and Community
Development.
it
William Taka a
Director of Finance
APPROVED:
lp"
Harry Kim
y Mayor Comm. No. . toy
Enc. Ref. To..
Ref. Date AUG 24 21111E
cc: Housing
4 i". 9'~ D`'> Hawaii County is an Equal Opportunity Provider and Employer
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
Office of Housing and Community AUG 2 1 2006
DEPARTMENT: Development DATE:
STAFF CONTACT: Edwin S. Taira, Housing Administrator PHONE: 961-8379
A. REQUEST:
The Office of Housing and Community Development (OHCD) respectfully request the approval of two
additional positions to the Existing Housing Division (EHD). The positions, Housing and Community
Development Specialist III will assist the EHD in meeting the US Department of Housing and Urban
Development's Housing Choice Voucher (Section 8) Program requirements of expending 98% of its budget
allocation for federal housing assistance for low income families.
As time is of the essence, a request has been made to waive this item from Finance Committee, and send it
to the full Council meeting scheduled for September 7, 2006.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
In June 2005, the OHCD was informed by US Department of Housing and Urban Development to anticipate
a thirteen percent (13%) decrease in allocation of Housing Assistance subsidy for the County Fiscal Year
2006 - 2007. In anticipation of this decrease, the EHD of the OHCD decreased its staffing by two (2) and
reduced the number of families assisted through the Housing Choice Voucher (Section 8) program from
1,750 to 1,400. In February 2006, the OHCD was informed by HUD that due to an error in their computation,
the OHCD would receive the same level of funding as the previous fiscal year.
The OHCD is still required to maintain a 98% of its allocation of HAP subsidy or 1,700 families. The OHCD
must increase its ability to process from 1,400 to 1,700 families by returning the EHD to its former staffing
level.
SIGNED: DATE: AUG '996
Department Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 8/16/06
FROM: DEPARTMENT: Office of Management
DIVISION/BRANCH: Office of Housing and Community Development
REQUEST:
[ x]New POSITION SR_20
TITLE PAY GRADE
[ ] REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
[ ]OTHER
(change In FTE, transfer, etc.) POS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
New position in the Existing Housing Division to meet federal requirements of
expending 98% of the budget authority provided to the County of Hawaii by the US
Department of Housing and Urban Development to provide rental housing
assistance to low income families.
~AT>^° •r~Y~~o ~EIfARTFiEF-4~
e APPROVED ? DISAPPROVED
oyt~~o
MANAGING DIRECTOR DATE
0892pslh
DCS CP-005 (2/93)(11/93) (7/01)
NEW POSITION INFORMATION FORM
Department: Office of Management Date: 8/16/06
Division/Branch: Office of Housing and Community Development
# of Similar
Pay Fund Pos. in
Class Title Grade Sala Source De t.
Housing and Community SR 20 $38,952 152-461- 8
Development Specialist III 5466.01-
011
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
The Existing Housing Division (EHD)of the Office of Housing and Community
Development must meet federal requirements of expending 98% of the budget
authority provided to the County of Hawaii by the US Department of Housing and
Urban Development to provide rental housing assistance to low income families.
The EHD was awarded a $ 740,000 grant from the HOME program to provide
temporary Tenant Based Rental Assistance program. The EHD will be required to
expend the grant within a time frame defined by HUD.
2. Can new duties be assigned to existing positions or handled in other way such as
short term contracts, etc.
No. The current staff is unable to keep up with the daily demands of over 2,500 case
management files.
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
The new position will enable the Existing Housing Division to meet the federal
program requirements.
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
The OHCD has considered all alternatives in lieu of requesting for a new position.
New Position Form
Page 2
5. Why were manpower needs not planned through budgetary process?
The award of additional vouchers was done after the completion of the budgetary
process for current fiscal year.
6. List other rationale or pertinent statements and data:
The additional staff requested is needed to maintain a lease-up rate of
approximately 98% of the total allocation received annually. The OHCD must
maintain the lease-up rate to maximize the amount of subsidies the County can
receive from HUD. In addition, the amount of administrative fees earned to operate
the program is directly related to the lease-up rate.
0893psth
DCS CP-002 (2/93)
DEPARTMENT OF CIVIL SERVICE LOCATION
COUNTY OF HAWAII Office of
Dept. Management
1. Position No. NEW Div. or Bur. Hsg. & Comm. Dev.
POSITION DESCRIPTION FORM Section Community Dev.
Type: Civil Service ? Exempt M Geog. Loc South Hilo
Permanent ? Temporary M Availability of Federal Funds
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 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 fore.
Show
%
The Housing and Community Development Specialist (HCDS) I I I works under the general supervision of the HCDS VI of time
and performs moderately difficult and complex work ensuring compliance with federal/state labor standards,
environmental assessments, reporting requirements, Integrated Disbursement Information System, federal
performance measures and may assist the HCDS V is project and program management duties. Tasks include but
are not limited to the following:
1. Coordinates labor standards conformance for all construction projects, conducts the labor standards 35%
requirements portion of applicable pre-construction meetings, coordinates the labor standards field interview
functions, reviews certified payrolls for labor compliance, notifies contractors of errors and oversees compliance,
ensures all forms are submited, recommends progress payments for applicable contruction contracts in
compliance with labor standards, trains and works with sub-grantee to ensure compliance with labor standards.
(1, 2, &3)
2. Completes divisions environmental assessments for exempted or categorically excluded projects where the use 15%
of federal funds are being proposed and assists the HCDS V with preliminary work for difficult assessments or
environmental contracts. (1, 2, & 3)
3. Prepares, collects, compiles information to complete federal reports to ensure compliance with regulations, 10%
contracts, and performance measures. (1, 2, & 3)
4. Enter project information into the federal data system (ie Integrated Disbursement and Information System) and 10%
maintains, corrects, adjusts, and updates information to ensure compliance with the requirements. Prints,
corrects and analyzes IDIS reports for accuracy and compliance. (1, 2, & 3)
5. Assist the HCDS V or VI in report preparation, monitoring of the program and promoting the program with 10%
community groups and organizations. (2 & 3)
4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position.
Position Number HO-00025 Title Housing & Community Development Specialist V
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart
Position No. Title Nature of Supervision
None
DCS CP-001 (2/90)
6. Present Class Housing and Community Development Specialist V Pay Grade SR-24
7. REQUESTED ACTION
New Position-Initial Allocation 0 Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date 10101/06
Requested Class Allocation -Housing & Community Development Specialist III Pay Grade SR-20
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 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 (Elementary 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 e:z~~ e~<=- t~ Date /5-/06
11. CERTIFICATION OF DIVISION HEA = t he above statements are accurate and complete.
Division Head's Signature Date V_/1y0_ 6
12. CERTIFICATION OF DEPARTME T HEAD I ce 'f/fy that the above statements are accurate and complete.
Department Head's Signature Date z7YJlllj~lo.6
Distribution: Original-Civil Service; 1 s copy - Department; 2 Copy- Employee
DCS CP-001 (2/90)
(Continued from DUTIES OF THE POSITION)
6. Monitors and processes for approval the project budgets, contract summaries and
invoices for payment. (2 & 3) 10%
7. Assists the HCDS VI and V with program and project implementation and monitoring. Drafts
correspondence, reports, and portions of the required plans such as the Consolidated Plan,
Action Plan, and standard agreements and contracts. (2 & 3) 5%
8. Keeps abreast of program regulations, policies, procedures, requirements, schedules and
memoranda to ensuring that all program and project activities, computations and data adhere to
applicable local, state, and Federal laws, regulations, policies and procedures. (2 & 3) 3%
9. Performing other related duties as required. (2) 2%
KEY: (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.
DCS CP-
Housing & Community Development Specialist III
Minimum Qualification Requirements:
WORK EXPERIENCE - KIND AND LENGTH IN YEARS
A combination of education and experience substantially equivalent to graduation from an
accredited college or university with major work in public administration, business, sociology or a
related field and two years of experience in housing, community development, program
management activities one of which shall have included project/program management activities.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of: Federal, state and local laws relating to community development programs; and
/or public relations.
Ability to: Read, comprehend, interpret and apply rules, regulations, policies and procedures;
plan, organize and coordinate work; maintain records; present ideas clearly, concisely and
effectively, both orally and in writing; document incidents; deal tactfully and effectively with others.
PHYSICAL REQUIREMENTS:
Persons seeking appointment to positions in this class must meet the health and physical
condition standards deemed necessary and proper for performance of the duties.
Physical effort grouping: Light.
LICENSE:
Hawai'i State Driver's License
DCS CP-001 (2/90)
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 $ 3,246
b) Present monthly salary specifically included in
FY 05/06 budget (If NOT BUDGETED, INDICATE -0-) $ 3,246
C) Net funds required (Item "a" minus Item "b") $ -0-
d) Remaining number of months in current fiscal year 9
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 / Federal
b) Funds are budgeted in account number: 152-461-5466.01-011
C) Funds are available in account number: 152-461.5466.01-011
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.
Department Head Date
DCS CP-004 (2193) Rev. 8/94,,8/97
0889pslh HCDS 111
SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN HE
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. NEW (If no position number
indicate "new".)
a) New monthly salary $ 3,246
b) Present monthly salary specifically included in
FY 05/06 budget (If NOT BUDGETED, INDICATE -0-) $ 4,409
C) Net funds required (Item "a" minus Item 'b") $ <1,163>
d) Remaining number of months in current fiscal year 9
e) Funds required in remainder of fiscal year
(Items "c" x Item 'd") $ <10,467>
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Funds are budgeted in account number: 152-461-5466.01-011
C) Funds are available in account number: 152-461.5466.01-011
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.
Department Head Date
DCS CP-004 (2193) Rev. 8194:8197
0894psih HCDS III
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STACYK HIGH t10 r JAMES Y. ARAKAKI
Chair& Presiding Officer M
~"'•'wy PETE HOFFMANN
FRED HOLSCHUH, DR.
VIRGINIA ISBELL DONALD IKEDA
Vice Chair BOB JACOBSON
•°•'y~ ANGEL K. PILAGO
GARY SAFARIK
HAWAII COUNTY COUNCIL
County of Hawai `i
Hawa'u County Building
25 Aupuni Street
Hilo, Hawaii 96720
August 23, 2006
Stacy K. Higa, Chair
Hawai'i County Council
25 Aupuni Street
Hilo, Hawai'i 96720
RE: Resolution No. 445-06 : A Resolution creating two (2) Housing and Community
Development Specialist III positions for the Office of Housing and Community
Development.
Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of
Hawai'i, 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,
!A 1
Virgin a Isbell, Chair
Committee on Finance
Approved/Date/Waive to Council: Disapproved/Date/Refer to FC:
lacy K. Higa, C air Stacy K. Higa, Chair
Hawai'i County Council Hawai'i County Council
V I/smc
Hawaii County Is An Equal Opportunity Provider And Employer