Loading...
HomeMy WebLinkAboutCOM 1038.003 2004-2006 oJ•tr.or x~k,. Barbara Bell Director Harry Kim Mayor .,.Jo. Nelson Ho ~rF N.Deputy Director CounfU of cMfuall DEPARTMENT OF ENVIRONMENTAL MANAGEMENT 25 Aupuni Street, Room 210 • Hilo, Hawaii 967204252 (808) 961-8083 • Fax (808) 961-8086 hap //co.hawaii.hi.us/directory/dir emmne htm n September 18, 2006 The Honorable Stacy Higa, Chairman and a Members of the Hawaii County Council 25 Aupuni Street ::3 Hilo, HI 96720 Subject: Resolution 440-06 -,a Dear Chairman Higa and Council Members, In discussion at the Finance Committee meeting on September 6, 2006, there was support from the Committee for the contract and clerical positions proposed in Resolution 440-06, and more information about the proposed Business Manager position was requested. This letter is to address the issues raised at that meeting. Timin The three positions requested in Resolution 440-06 were submitted to the Council approximately two months after the recycling program audit because it was committed to the Council that operations would be analyzed and identification of what is necessary to address the shortcomings discussed in the audit would follow. It was further committed that this would be as expeditiously as possible. It is important to note, however, that the three positions before you have been discussed and considered for at least two years. With each budget submittal, departments are required to prioritize budget requests. Because of operational needs in the field, Environmental Management prioritization has been based on what was needed to improve service to our customers (the public) and ensure compliance with regulatory requirements. Based on these criteria, other items have received a higher priority than these positions. Since money is never available to fund all budget requests, these positions have not been included in our budget to date. The audit has made us all, including administration, more aware of how crucial these administrative support positions are for maintenance and internal controls and contract monitoring. Comm. "I •3 Ref. To: PfaNfN Ref. Dote SEP 19 2U08 Hawai't County is an equal opportunity provider and employer. IC~11 Roles of Administrative Positions At the Finance Committee meeting, some councilpersons had questions about the role of the proposed Business Manager in relation to the roles of the Director and Deputy Director. Following is a brief discussion of the responsibilities of each of these positions. Business Manager. This position will be primarily responsible for: • Oversight of the fiscal and personnel activities of the Department, • All actions covered by the State Procurement Law, • Administration of procedures to implement policies as directed by the Director and/or Deputy which are in line with the Department and Administration's goals, and • The organization, staffing and personnel requirements of all department employees. A Business Manager, or similar position, is utilized in other major County Departments: • Department of Public Works • Prosecutor's Office • Department of Water Supply (titled "Waterworks Fiscal Officer") This position will improve services to customers because the department operations have a high level of complexity. This requires the combined skills of managing the implementation of many details to ensure a functional business-like organization, and to understand and oversee the delivery of excellent customer service to the public. Presently, over 50% of the departmental budget is expended on private contracts for goods and services. In the DEM, contracts don't just provide consultant's services. They provide front-line solid waste services to our residents. Security guards at the Transfer Stations, scrap metal and greenwaste yard operators, management of the West Hawaii Landfill, Bottle Bill Redemption sites, household hazardous waste collections, and E-waste collections are all run by private companies under contract with the department. Vendor management, internal controls, avoidance of unnecessary liability, and collections on overdue revenue accounts are important tasks in making sure the public receives the services for which they pay. At the present time, as the audit demonstrated, the Department does not have enough administrative staff to accomplish these tasks in an effective and efficient manner. The position of Business Manager, along with the other positions requested, will go a long way to improving these conditions. For your information, enclosed is the position description for the proposed Business Manager position. Director/Deputy Director. These appointed positions are responsible for: • Establishment of policy in consonance with the Mayor's direction. • Direction and oversight of the operations of all wastewater, solid waste and recycling programs. • Direction and oversight of construction, maintenance, and operation of all wastewater, solid waste and recycling facilities. • Appointment, transfer, promotion, discipline, or dismissal of all necessary personnel. • Training and safety of all necessary personnel. • Administration and enforcement of all portions of Chapter 20 and 21 of the Hawaii County Code, including wastewater and solid waste facility permits, and service charges. • Long-term program and facility planning and funding. • Annual budgeting for all the above through the Operating and CIP budgets. They are also responsible for: • Providing information to the Mayor, County Council, general public, media, and other governmental employees on matters relating to the Department. • Conducting and/or participating in public hearings on matters relating to the Department. • Providing information and resources to the Environmental Management Commission. Organization Chart. It is hoped the foregoing information clarifies why the position of Business Manager is critical to the success of our efforts to address the shortcomings identified in the recycling audit. The simplified organizational chart attached illustrates the place of the Business Manager in the operations of the DEM. Other Follow-up Information The following actions are directly related to the Legislative Auditor's Recommendations and Findings as laid out in the recent audit. Policies. As recommended, a departmental policy on maintaining contract files has been developed and implemented. Proposed policies. A new policy on criminal background checks and credit checks for new employees is in draft form. It is now with the union for review and input as required by the collective bargaining agreement. This policy will become part of the internal controls which should be required of any entity which handles money and financial information. Communications. As recommended in the audit, the department forwards every month to the Council State and Federal agency correspondence regarding actual permit violations, possible violations, or other issues which may involve liability for fines or enforcement actions. As you will see, most of such correspondence involves our contractors and is resolved without County liability. Procurement. In consultation with the Finance Department and the State Procurement Office, a Diversion Incentives Request for Proposals is being drafted. This will address the issues that were raised in the audit regarding procurement of services for landfill diversion programs. Conclusion I will be at the County Council meeting on September 20 to answer any further questions. Thank you for your consideration and support. Sincerely, Barbara Bell DIRECTOR DEPARTMENT OF CIVIL SERVICE 1. Position No. new COUNTY OF HAWAII LOCATION Environmental POSITION DESCRIPTION FORM Dept. Management Type: Civil Service ( ) Exempt ( X) Div. or But. Permanent ( X) Temporary ( ) Section Business Services Full Time ( X) part-time ( ) Geo.. Loc. S. Hilo 2. FOR CIVIL SERVICE USE ONLY Allocation Class Business Manager SalaryRange EM 03 Effective Date 10/1/2006 Approved: Date By: Authority Date Director of Personnel 3. DUTIES OF THE POSITION Lost each duty assigned to the position separately. Arrange these duties in logical order beginning with those perlormetl most trequently and followed by those perlormed occasionally. Be clear, complete, and concise. Stick to statements of fact; avoid the use of vague or general terms. Give an estimate of the average amount of time spent in performing each major duty. If a teallocation 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. Duties Summary: Show This position serves as a head of the Business Services Section of the Department of Environmental Management; % is responsible to plan, direct, and administer the department's financial affairs including all fiscal, contracting, and of time personnel matters in collaboration with the Director to obtain the financial objectives based on the department goals and policies; formulates and recommends approval of policies and programs for the department's financial planning and analysis activities and helps coordinate the efforts of division management personnel toward reaching their fiscal and personnel goals. 1 Plans, directs, and oversees the fiscal and personnel activities of the Department/Divisions; assigns and 35% supervises the work of all accounting and personnel staff in the department; oversees the organization, staffing, and personnel requirements of all divisions. (1,2,3) 2 Oversees the compilation of and assists Director with review of annual budget from divisions for General 10% Fund, Sewer Fund, Solid Waste Fund, and Vehicle Disposal Fund; assists with studies, estimates and projections of departmental requirements and compares with estimated revenues; and provides continuous monitoring of the budget during the fiscal year. (1,2) 3 Develops and establishes objectives for the Administrative Division consistent with departmental goals. 10% Formulates and recommends departmental policies and procedures relating to business, financial, and personnel matters. (1,2) 4 Oversees and coordinates the department's programs relating to contracting for services and the purchase of 10% supplies, materials, and equipment; establishes internal policies and procedures to ensure a consistent departmental application of County and State procurement requirements for services, equipment, and supplies. Arranges and directs audits of contractors when required. (1,2) CONTINUED ON ATTACHED SHEET Key: (1) The performance of this function is the reason this 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 ZO-00082 Title: Deputy Director of Environmental Management 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION Position No. Title Nature of Supervision 4221 Accountant IV Direct 4220 Personnel Management Specialist II Direct DCS CP-I (2/90) 6. Present Class NEW Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation ( 7t) Changes in Duties and Responsibilities-Reallocation ( ) Redescription-Review ( ) Effective Date Requested Class Allocation Business 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 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 highest ear (Elementary and High School 1 2 3 4 5 6 7 g 9 10 11 12 Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind: Work Experience - Kind Training and Experience: and length in years: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a major in business administration, public administration, accounting, or public finance or a related field, and five (5) years of progressively responsible experience involving the management of financial affairs with some exnerience in nersonnel affairs. Knowledge, Skills and Knowledge of: abilities Knowledge of. principles and practices of administration; government organization and functions; the functions and operations of the department to which assigned; accounting principles and practices; budget preparation and budgetary controls; personnel administration; purchasing and storing methods; public relations; and report writing. Ability to: interpret laws, rules and regulations, secure and analyze facts and make administrative decisions; develop new work procedures; maintain a professional demeanor and cooperative working relationships; analyze financial statements and reports; prepare clear and concise reports; supervise a varied program of business activities: meet and deal effectivelv with the nublic. 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 Grou : Light Licenses or certificates required: Possession of a valid State of Hawaii driver's license (Class 3) or any other valid comparable motor vehicle operator's license as applicable to the position. 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 to the best of knowledge Department t H Heaad'd!s s Signature ature Dale (f~~/ Distribution: Original - Civil Service, 1 st Copy - Department, 2nd Copy - Employee Business Manager - Attachment Show Position No. CO-Oxxxxx % Examples of Duties (Continued): of time 5. Provides interpretive and advisory services concerning fiscal and personnel matters to the Director and 5% Division Chiefs, and other personnel in the Department; attend staff meetings, provides appropriate training in fiscal procedures and conducts internal audits and studies as needed. (1,2,3) 6. Plans, develops, and directs the compilation of accounting data and the preparation of monthly financial and 5% budgetary reports for the department and divisions; develops internal procedures for the recording of transactions relating to revenue, expenditures, payroll, reimbursements, and cash flow. (1,2) 7. Recommends/ assists in the modification and/or development of new fiscal regulations and laws such as sewer 5% and solid waste user fees, facility charges and other financial issues. (1,2,3) 8. Assists the divisions in the development and implementation of collection procedures for receivables in special 5% fund accounts. (1,2) 9. Attends meetings and conferences concerning fiscal matters such as budget instruction meetings, budget 5% hearings, State sewer revolving fund, accounting and procurement procedure meetings to provide appropriate oversight to insure that the Department and ifs Divisions are complying with all applicable county, state, and federal fiscal requirements. (1,2) 10. Assists the divisions in the fiscal management for federal and state grant and loan programs. (1,2) 2.5% 11. Plans, directs and oversee the operation and development of the department's integrated computer system. (2) 2.5% 12. Performs other related duties as assigned. 5% Key: (1) The performance of this function is the reason this 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. Department of Environmental Management * Proposed Organization Overview Director Deputy Business Wastewater Chief Solid Waste Technical Manager Chief Services Chief Wastewater Trmt Plants Fiscal Personnel CIP Projects (Acctg.) Landfills Transfer Recycling Vehicle Stns Disposal Department of Environmental Management * Current Organization Overview Director Deputy Accountant Personnel Wastewater Solid Waste Technical IV Manage- C hiaf C'hiaf services ment Chief Specialist Wastewater TfmtPlants F- 1 -1 CIP Proiects Landfills Transfer Recycling Vehicle Stns Disposal