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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. 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O c n °a y N N= O > E m o o OE > °o y a 0 y 0 E O c au u > 00 fn p x m ~ ~ H E N V E ~ U) U E °0 0 Q> N 'o o N 99 ° M m > 0 0 d MO. a:7 E G ~ N M ° a y N Q O O • O 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