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HomeMy WebLinkAboutCOM 0778.000 2006-2008 xtv OF Harry Kim William Takaba Mayor Director v Nancy E. Crawford w Deputy Director r~ xr.M County of Hawaii r Finance Department c 25 Aupuni Street, Room 118 Hilo, Hawaii 96720 (808) 961-8234 • Fax (808) 961-8248 rV 'Jt October 24, 2007 Pete Hoffmann, 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 order to comply with the civil settlement of the Civil Case Number 98-244, United Public Workers (UPW) versus the County of Hawai'i, et al., relating to the privatization of janitorial and ground maintenance, the Department of Public Works has taken on the task to provide the maintenance needs of various County Departments and Agencies. Twenty-one (21) new positions, including a General Services Superintendent position, an Account Clerk position, two (2) General Services Supervisor positions, five (5) Custodian/Groundskeeper II positions, and twelve (12) Custodian/Groundskeeper I positions, will be created for the Department of Public Works' Building Division. The General Services Superintendent will plan, direct and coordinate the janitorial and groundskeeping requirements for various County departments and the Account Clerk will provide clerical support to process timesheets and procurement documents and to maintain fiscal and inventory reports and records. The Custodian/Groundskeeper I positions (5 for Hilo, 5 for Kona, and 2 for Kohala) and the Custodian/Groundskeeper II positions (2 for Hilo, 2 for Kona, and 1 for Kohala) will be used to clean, maintain County offices and grounds island-wide with the General Services Supervisor positions handling the supervisory and scheduling duties. Enclosed is a resolution that creates the aforementioned twenty-one positions for the Department of Public Works. Due to the urgency of creating these new positions for the Department of Public Works, they request a waiver from the Finance Committee and have this resolution heard at the Council meeting scheduled for November 7, 2007. Rim. 40 ?j-D-1 Comm. No.- -719 Ref. To: Ref. Date 2 5 ZUU1 Hawaii County is an Equal Opportunity Provider and Employer Pete Hoffmann, Chairman and Members of the Hawaii County Council Page 2 October 24, 2007 If there are any questions, please do not hesitate to call the Department of Public Works. William Tak ba Director of Finance APPROVED: 341 Harry Kim YMayor Enc. cc: Public Works Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Public Works DATE: 10/18/07 STAFF CONTACT: Jiro Sumada PHONE: 961-8324 A. REQUEST: A resolution for Council's approval to create new positions to provide custodial and groundskeeping services for County facilities. QTY Title Rate BU 1 General Services superintdnt SR-21 4 1 Account Clerk SR-11 3 2 General Services Supervisor F2-02 2 5 Custodian/Groundskeeper II WS-02 1 12 Custodian/Groundskeeper I BC-02 1 21 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): With the sunset of Act 90 on June 30, 2007 and to comply with settlement of UPW vs. COH, 98- 244, the Department of Public Works must cancel contracts for janitorial and groundskeeping services by December 31, 2007. To replace these contractual services, we are requesting for 12 Custodian/Groundskeeper I positions, 5 Custodian/Groundskeeper 11 and 2 General Services Supervisor positions to clean, maintain our offices and grounds island-wide. Various departments have requested for our assistance to clean their offices and maintain their grounds. Public Works has taken on the task to provide these services to those departments (Civil Defense, County Clerk, Environmental Management, Finance, Liquor Control, Mass Transit, Parks & Recreation, Police, Prosecuting Attorney, Water Supply and Public Works). We are requesting for a General Services Superintendent to plan, direct and coordinate the janitorial and groundskeeping requirements for various County departments and an Account Clerk for clerical support to process timesheets, procurement documents and to maintain fiscal and inventory reports and records. Attachment SIGNED: ~j C:~.. A-1.2e G%Lu_~ DATE: 7 Department Head Attachment to B-52 Department of Public Works Janitorial/Ground Maintenance Service Manpower Summary Hilo Manpower Needs - General Custodial/Groundskeeping 3 Positions • 2 - BC02, Custodian/Groundskeeper I • 1 - WS02, Custodian/Groundskeeper II Hilo Manpower Needs - Stripping/Waxing/Shampooing 4 Positions • 3 - BC02, Custodian/Groundskeeper I • 1 - WS02, Custodian/Groundskeeper II Kona Manpower Needs - General Custodial/Groundskeeping 3 Positions • 2 - BC02, Custodian/Groundskeeper I • 1 - WS02, Custodian/Groundskeeper II Kona Manpower Needs - Stripping/Waxing/Shampooing/Grounds 4 Positions • 3 - BC02, Custodian/Groundskeeper I • 1 - WS02, Custodian/Groundskeeper II Kohala Custodial/Grounds/Stripping/Waxing/Shampooing 3 Positions 2 - BC02, Custodian/Groundskeeper I • 1 - WS02, Custodian/Groundskeeper II Building Division Supervisory Needs • 2 General Services Supervisor, F2 -02 2 Positions 1 General Services Superintendent, SR-21 1 Position • 1 Account Clerk 1 Position Total Manpower Needs 21 Positions BC-02 (Custodian/Groundskeeper 1) 12 WS-02 (Custodian/Groundskeeper 11) 5 F2-02 (General Services Supervisor) 2 SR-21 (General Services Superintendent) 1 SR-11 (Account Clerk) 1 21 PW 10/18/07 REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE October 18, 2007 FROM: DEPARTMENT: Public Works DIVISION/BRANCH: Building Janitorial REQUEST: ® NEW POSITION General Services Superintendent SR-21 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER (charge in FTE, transter, etc.) POS. NO. CURRENT TITLE PAY GRADE COMMENTS With the sunset of Act 90 on June 30, 2007 and to comply with settlement of UPW vs. COH, 98-244, the Department of Public Works must cancel contracts for janitorial and groundskeeping services by December 31, 2007. To replace these contractual services, we have requested for 12 Custodian/ Groundskeeper I, 5 Custodian/Groundskeeper II, 2 General Services Supervisor and 1 Account Clerk positions. We are requesting for a General Services Superintendent to plan, direct and coordinate the janitorial and groundskeeping requirements for various County departments. DATE DEPARTMENT HEAD E f APPROVED ? DISAPPROVED Al 61/ 0 C T 1 P. ?pn7 MANAGING DIRECTOR DATE DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06) SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE i7 VCT 1-'Pi 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (General Maintenance Superintendent) (If no position number indicate "new".) a) New monthly salary $ 4,112.00 b) Present monthly salary specifically included in FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item "b") $ 4,112.00 d) Remaining number of months in current fiscal year 1 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $92,7,2e no 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: Various 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. G h° ~ !ol/R le,7 Department Head Date DHR CP-004 (2/93)(8/94)(8/97)(12/06) REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE October 18, 2007 FROM: DEPARTMENT: Public Works DIVISION/BRANCH: Building, Janitorial REQUEST: ® NEW POSITION Account Clerk SR-11 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER Ichange In FTE, transfer, etc.) POS. NO. CURRENT TITLE PAY GRADE COMMENTS With the sunset of Act 90 on June 30, 2007 and to comply with settlement of UPW vs. COH, 98-244, the Department of Public Works must cancel contracts for janitorial and groundskeeping services by December 31, 2007. To replace these contractual services, we have requested for 12 Custodian/ Groundskeeper I, 5 Custodian/Groundskeeper Il, 2 General Services Supervisor and 1 General Services Superintendent positions. We are requesting for an Account Clerk for clerical support to process timesheets, procurement documents and to maintain fiscal and inventory reports and records. DATE -T DEPARTMENT HEAD CdAPPROVED ? DISAPPROVED `-etY/ O CT 19 20(17 MANAGING DIRECTOR DATE DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06) DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. PUBLIC WORKS 1. Position No. New Div. or Bur. Building POSITION DESCRIPTION FORM Section Facilities Maintenance Type: Civil Service ® Exempt ? Geog. Loc S. Hilo Permanent M Temporary ? Full-Time ® Part-Time ? 2. FOR HUMAN RESOURCES USE ONLY Allocation Class Salary Range Effective Date Approved: Date By: Authority Date Director of Human Resources 3. DUTIES OF THE POSITION List each duty assigned to the position separately. Arrange these duties in logical order beginning with those performed =at 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. Duties Summary: Reviews, posts to, revises, and summarizes fiscal records and statements; compiles data Show and prepares reports; and performs other related duties as required. t of time Fisoal(1,2) 1. Maintains the Section's equipment and material inventory program; procures, receives, stores, and 70% issues supplies, tools, and materials in conformance with County and State procurement standards, rules and regulations, and laws. Prepares for bulk purchases and normal purchases of materials to meet the Division's needs. Maintains normal quantities of office materials and supplies procured from the County's main storeroom. Determines whether supplies received are in satisfactory condition; returns damaged or unacceptable supplies. Operates vehicle to pick up or deliver supplies and other items as requested. Maintains storeroom and adjacent areas in a clean, orderly condition. 2. Performs inventory controls tasks to comply with the Department's requirements; posts daily receipt and issue data to stock record files; maintains inventory records; may maintain a limited storekeeping operation. Takes periodic physical inventory of supplies, tools, and materials on hand. Performs filing and clerical work incidental to storeroom activities. 3. Reviews and prepares invoices for payments; posts to and maintains ledgers; classifies and codes expenditures; maintains subsidiary ledgers; maintains and monitors petty cash reimbursement requests; makes adjusting entries and balances accounts; prepares periodic trial balances; prepares treasury receipts reimbursements; obtains, compiles and tabulates data as needed. 4. Reviews and prepares invoices for payments; posts to and maintains ledgers; classifies and codes expenditures; maintains subsidiary ledgers; maintains and monitors petty cash reimbursement requests; makes adjusting entries and balances accounts; prepares periodic trial balances; prepares treasury receipts reimbursements; obtains, compiles and tabulates data as needed. Continued on Attachment KEY: 1) The performance of this function is the reason that 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 New Title General Services Superintendent 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision DHR CP-001 rev. 11/06 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 Account Clerk Pay Grade SR-11 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. Full. 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 A combination of education and experience substantially equivalent to graduation from and length in years high school and three (3) years of clerical experience, two (2) of which shall have been in account recordkeeping work. Knowledge skills and Knowledge of: bookkeeping principles and practices; office practices and procedures; abilities: grammar, spelling and word usage; filing methods and systems; use of standard office machines. Ability to: maintain fiscal accounts and records; detect errors in posting and calculations; prepare financial reports and statements; interpret fiscal records and data; interpret laws and rules and regulations of the department; make arithmetical computations; compare names and numbers; operate calculating and adding machines and typewriters; give and follow oral and written instructions; 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 Group: Light Licenses or certificates required: Possession of a valid State o Hawaii driver license Class 3 or an other valid comparable driver's license. 10. CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete. Immediate Supervisor's Signature Date 11. CERTIFICATION OF DIVISION HEAR certify th a ve sta ments are accurate and complete.Z q Division Head's Signature Date 12. CERTIFICATION OF DEPARTMENT HEAD I c rtify that a above statements are accurate and complete. Department Head's Signature A6 e ° X12-- Date !o zj~ c'7 _ Distribution: Original - Human Resources; 1st co - Department; 2nd Co - Employee DHR CP-001 rev. 11106 Attachment Account Clerk Position No.: New Fiscal (continued) (1,2) 5. Responds to requests received from the Department's Administrative Office for clarification, needed actions, etc. regarding requisitions, invoice payments, and petty cash vouchers; checks purchase orders against original requisition; voids or makes necessary changes to those purchase orders; explains problems to Administrative Office whenever possible; if changes are required on pending requisitions, makes those changes and informs all appropriate personnel; throughout the year and particularly at the end of the fiscal year, monitor and clear pending encumbrances before the fiscal year ends. 6. Answers vendors' and employees' queries regarding payments promptly and courteously; obtains and forwards to vendor proof of payment when an account is disputed; obtains certified copies of invoices from vendors when original has been misplaced; obtains tax clearance and letter of release from surety before making final payment on formal contracts; in the event of duplicate payments or reimbursements, works with Administrative Office, vendor, and employee to see that the County is reimbursed or credited; checks all "Certificates of Travel" to make sure computations are correct and that necessary documentation is attached; coordinates reconciliation of vendor's monthly statements to ensure that we are current in payment of invoices; checks with vendors on discrepancies. 7. Discuss with Administrative Office urgent purchases and reimbursements; provides detail explanation regarding procedural changes as it occurs. Payroll/Personnel (1,2) 25% 1. Verifies various leave application forms for completeness and conformity with established guidelines, and posts to payroll ledger; sorts and files forms. Computes running balances of leave hours available and taken per pay period. 2. Assists in preparation of and reviews timesheets and other payroll and personnel forms. Provides feedback and training. Explains pay adjustments to employees. Other 1. Operates standard office machines such as the computer, calculator and 5% typewriter. 2. Types, files and performs other clerical duties. 3. Performs other related duties as required. SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN HE 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (Account Clerk) (If no position number indicate "new".) a) New monthly salary $ 2,926.00 b) Present monthly salary specifically included in FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item 'b") $ 2,926.00 d) Remaining number of months in current fiscal year 6 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ 17 ,55A nn 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: Various C) Funds are available in account number: Transfer to account number: d) Request to transfer funds for reallocation: From: 010-911-5911.7G-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. A ~ ~©7 Department Head Date DHR CP-004 (2193)(8194)(8197)(12106) REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE October 18, 2007 FROM: DEPARTMENT: Public Works DIVISION/BRANCH: Building, Janitorial REQUEST: ® NEW POSITION 2 General Services Supervisor F2-02 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER (change In FFE, hanster, etc.( POS. NO. CURRENT TITLE PAY GRADE COMMENTS With the sunset of Act 90 on June 30, 2007 and to comply with settlement of UPW vs. COH, 98-244, the Department of Public Works must cancel contracts for janitorial and groundskeeping services by December 31, 2007. To replace these contractual services, we are requesting for 2 General Services Supervisor positions that will supervise and schedule the Custodian/ Groundskeeper I and Custodian/Groundskeeper II positions who will clean and maintain our offices and grounds island-wide. Various departments have requested for our department for assistance to clean their offices, and we have taken on the task to provide these services to various departments. We are also requesting for 12 Custodian/Groundskeeper I, 5 Custodian/ Groundskeeper 11, 1 Account Clerk and 1 General Services Supervisor Superintendent positions. I is /c z ~ C- of ~ N DATE -I DEPARTMENT HEAD APPROVED ? DISAPPROVED O CT 19 00a MANAGING DIRECTOR DATE DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06) DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. PUBLIC WORKS 1. Position No. New Div. or Bur. Building POSITION DESCRIPTION FORM Section Janitorial Type: Civil Service ® Exempt ? Geog. Loc S Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR HUMAN RESOURCES USE ONLY Allocation Class Salary Range Effective Date Approved: Date By: Authority Date Director of Human Resources 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. Suck 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 Duties Summary: Supervises a group of workers engaged in the cleaning and maintenance activities of % buildings and surrounding grounds; and performs other related duties as required. of time DUTIES: 1. Supervises a group of workers performing custodial services for public buildings and surrounding areas 60% and adjacent areas. (1,2) 2. Assigns, lays out, and inspects the work of subordinates to ensure that proper cleaning, maintenance, security, and safety measures have been carried out. (1,2) 3. Notes deficiencies such as the need for repair work and re-cleaning; takes corrective actions by instructing subordinates on tasks to be done or by notifying supervisor of repair needs. (1,2) 4. Follows up on complaints received relative to improper cleaning and negligence on the part of subordinates; counsels employees as needed. (1,2) 35% 5. Requisitions and issues supplies and equipment. (1,2) 6. Takes inventory of supplies and equipment; maintains records of supplies dispensed and of equipment issued. (1,2) 7. Keeps daily time sheets and records of work activities. (1,2) 8. Evaluates work performance of subordinates; prepares job performance evaluations; provides additional training if necessary. (1,2) 9. May recommend personnel action such as hiring, transfers, approval of leaves, promotions, and disciplinary actions including termination. (1,2) 10. Gives oral reports and/or prepares simple reports on work accomplished and of unusual happenings or accidents. (1,2) 11. Locks and unlocks doors and windows; sets alarm system. 5% 12. May perform janitorial and groundskeeping duties as required. 13. Performs other related duties as assigned. KEY: 1) The performance of this function is the reason that 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 forspecial expertise or ability to perform this function. 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number New Title General Services Superintendent 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision New Custodian/Groundskeeper I & II Direct nutz rc-nnt rAm, 11 MA 6. Present Class Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation ID Change in Duties and Responsibilities-Realloration ? Redescriptlon -Review ? Effective Date Requested Class Allocation General Services Supervisor Pay Grade F2-02 6. 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. Full. 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 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 and length in years See attached. Knowledge skills and abilities: See attached. Physical requirements: See attached. Licenses or certificates required: Possession of a valid State of Hawaii driver license Class 3 or an other valid comparable river's license. 10. CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete. Immediate Supervisor's Signature Date 11. CERTIFICATION OF DIVISION HEA ertify t7at ab vest ments are accurate and complete. Division Head's Signature Date ~Q ~8 t7 12. CERTIFICATION OF DEPARTMENT HEAD I c rtify that a above statements are accurate and complete. Department Head's Signature wit t c~~ C, Date ! f i Z Distribution: Original - Human Resources; 1" copy - Department; 2nd Copy - Employee nuR rrc-nm ro" ttma SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE }`,7 PC, i Fi'I 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (General Services Supervisor) (If no position number indicate "nevi'.) a) New monthly salary $ 3128.00 b) Present monthly salary specifically included in FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item "b") $ 3128.00 d) Remaining number of months in current fiscal year 7 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ 21-8.96.-.00 x 2 new positions 43,792.00 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: Various 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. Department Head Date DHR CP-004 (2193)(8194)(8197)(12106) ~y REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE October 18, 2007 FROM: DEPARTMENT: Public Works DIVISION/BRANCH: Building, Janitorial REQUEST: ® NEW POSITION 5 Custodian/Groundskeeper II WS-02 TITLE PAY GRADE ? REALLOCATION POS.NO. CURRENTTITLE PAY GRADE PROPOSED TITLE PAY GRADE ? OTHER (change In FfE, transfer. etc.) POS. NO. CURRENT TITLE PAY GRADE COMMENTS With the sunset of Act 90 on June 30, 2007 and to comply with settlement of UPW vs. COH, 98-244, the Department of Public Works must cancel contracts for janitorial and groundskeeping services by December 31, 2007. To replace these contractual services, we are requesting for 5 Custodian/ Groundskeeper II positions to clean, maintain our offices and grounds island-wide. In addition, these positions will supervise the Custodian Groundskeeper I positions. Because various departments have requested for our assistance to clean their offices, Public Works has taken on the task to provide these services to various departments. We are also requesting for 12 Custodian/Groundskeeper I, 2 General Services Supervisor, 1 Account Clerk and 1 General Services Superintendent positions. A'6 DATE DEPARTMENT HEAD APPROVED ? DISAPPROVED 0CT 19 2001 MANAGING DIRECTOR DATE DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06) DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. PUBLIC WORKS 1. Position No. New Div. or Bur. Building POSITION DESCRIPTION FORM Section Janitorial Type: Civil Service ® Exempt ? Geog. Loc S. Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR HUMAN RESOURCES USE ONLY Allocation Class Salary Range Effective Date Approved: Date By. Authority Date Director of Human Resources 3. DUTIES OF THE POSITION List each duty assigned to the position separately. Arrange these duties in logical order beginning with those perfamufd moat frequently and followed by those perforated occasionally. Be dear, complete, and concise, stick to statements of fact; avoid the use of vague of general terns. 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 end 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 Duties Summary: Supervises and participates in cleaning and maintaining public buildings and in caring for, % maintaining, and beautifying landscaped grounds and adjacent areas; uses hand and power tools; and of time operates power lawn mowers; and performs other related duties as required. Custodial - Supervises and participates (1,2): 1. Sweeps, vacuums, and mops floors, hallways, stairways, elevators, laboratories, and offices. 2. Wipes, dusts, and polishes furniture, desks, woodwork, file cabinets, counter tops, locker tops, 60% handrails, fuel pumps, ledges, wood louvers, blinds, and metal work. 3. Empties and wipes ashtrays, smoking stands, pencil sharpeners, and trash receptacles. 4. Removes trash and empties into rubbish bins; and changes liners as needed. 5. Collects and disposes of trash, rubbish, cuttings, branches, etc. 6. Cleans inside and out of glass doors, glass walls, glass partitions, windows, window sills, window screens, ledges, light fixtures, air conditioning vents and ducts, wall clocks, fire extinguisher receptacles, and iron bars in cells. 7. Mops, cleans, and disinfects floors, urinals, toilets, showers, walls, countertops, and wash basins; services restrooms; replenishes supplies, such as toilet seat covers, soap, paper towels, toilet paper, deodorant dispensers, etc. 8. Scrubs and disinfects benches and walls of sauna rooms, showers, tile floors and all ceramic tile areas in locker rooms and laboratories. 9. Cleans and disinfects water fountains and telephones. 10. Locks and unlocks doors and windows; sets alarm system. 11. Cleans entranceway and sidewalks immediately adjacent to building; sweeps and picks up debris, and waters plants. CONTINUED ON ATTACHMENT KEY: 1) The performance of this function is the reason that this job exists, e 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 New Title General Services Supervisor ices Superintendent 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision New Custodian/Groundskeeper 1 Direct DHR CP-001 rev. 11/06 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 Custodian/Groundskeeper II Pay Grade WS-02 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. Full. 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 ft. 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: Colle e 1 2 3 4 1 2 3 4 Kind: Work Experience-Kind A combination of education and experience substantially equivalent to completion of the and length in years eighth grade and two (2) years of experience in the cleaning and maintenance of buildings and/or experience in the care and maintenance of grounds and landscaped areas. Knowledge skills and Knowledae of: cleaning methods, materials, and equipment; practices, tools, and materials abilities: used in janitorial work; building security and sanitation; the care and cultivation of shrubs, flowers, trees, and lawns; operation and care of grounds maintenance equipment and tools; safety practices and precautions applicable to the work. Ability to: assign and supervise the work of others; give and follow oral and written instructions; operate tools and equipment used in janitorial work; care for and cultivate shrubs, flowers, trees, and lawns; operate hand and power equipment and tools used in grounds maintenance work; maintain records and prepare simple reports; deal tactfully and effectively with the public; 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: Heavy Licenses or certificates required: Possession of a valid State of Hawaii driver license (Class 3 or an other valid comparable river's license. 10. CERTIFICATION OF IMMEDIATE SUPERVISOR I certify that the above statements are accurate and complete. Immediate Supervisor's Signature Date 11. CERTIFICATION OF DIVISION HEA ertify th t e ov tatements are accurate and complete. Division Head's Signature Date Q 6 12. CERTIFICATION OF DEPARTMENT HEAD I ertify t at the above statements are accurate and complete. Department Head's Signature ~ { 4 • - - Date Coyta'le-7 Distribution: Original -Human Resources; 1s' co - Department; 2ntl Co - Employee DHR CP-001 rev. 11/06 Attachment Custodian/Groundskeeper II Position No.: New Custodial - Supervises and participates (1,2) 15% 12. May raise and lower flags; care for flags; maintain flagpole and surrounding area. 13. Straightens and arranges desks, chairs, bookcases, and other office equipment. 14. Lifts and transports heavy objects such as desks, filing cabinets, tables, refuse containers, and equipment. 15. Washes and waxes outdoor furniture and planters. 16. Cleans and washes woodwork, walls, draperies, blinds, windows, elevator walls, doors, and light switches and covers indoors and outdoors. 17. Cleans and polishes door hardware, mirrors, and other stainless steel and chrome fixtures. 18. Strips, waxes and polishes floors; shampoos carpets. 19. Operates a vehicle in the performance of assigned tasks; supervises and participates in the maintenance of vehicle. Groundskeeping - Supervises and participates (1,2): 15% 1. Cleans and maintains grounds and parking areas adjacent to assigned buildings including the general care and maintenance of lawns, trees, hedges, flowers, shrubbery, walks, access roadways, and other planted areas by cleaning, watering, fertilizing, spraying herbicide/insecticide, trimming, pruning, mowing , sweeping, and raking. 2. Uses hand and power tools and cares for and maintains lawns, hedges, trees, access roadways, and shrubbery by cleaning, watering, fertilizing, spraying herbicide/insecticide, trimming, pruning, mowing, sweeping, and raking. 3. Operates light motorized equipment such as power lawn mowers and hand power tools such as edgers, trimmers and weeders. May make minor maintenance repairs to such equipment. 4. Cleans, adjusts, and replaces lawn sprinkler heads. 5. Plants shrubbery and plants, sods lawns, and propagates plants and shrubs from seeds, cuttings, and roots. 6. Propagates and raises plants from seeds and slips and transplants, cultivates, pots, and repots plants. 7. Performs specialized work in propagating plants such as grafting, air layering, and slipping in addition to ground maintenance work. General 10% 1. Inspects work of subordinates; inspects all facilities and grounds for cleanliness and damages. (1,2) 2. Prepares and maintains custodial and groundskeeping reports and records; may prepare or assist in preparing safety and personnel reports. (1,2) 3. Maintains schedules of activities; prepares work schedules; assists in arranging for extra help. (1,2) 4. Maintains inventory of supplies and equipment; informs supervisor of needs. (1,2) 5. May participate in evaluation of work performance of subordinates. 6. Assists in the various trades as required. 7. Runs errands. 8. Performs other related duties as assigned. SOURCE OF FUNDS FOR NEW E''OSITION/REALLOCATION/CHANGE IN FTE IT 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (Custodian/Groundskeeper II) (If no position number indicate "new'.) a) New monthly salary $ 2756.00 b) Present monthly salary specifically included in FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item "b") $ 2756.00 d) Remaining number of months in current fiscal year 6 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ 1 x SIx nn x 5 new positions $82,680.00 3 positions funded for 1 add'l month (fill in Dec.) 7,368.00 2. AVAILABILITY OF FUNDS $90,048.00 a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: Various 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 1 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 DHR CP-004 (2193)(8194)(8197)(12106) REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE October 18, 2007 FROM: DEPARTMENT: Public Works DIVISION/BRANCH: Building, Janitorial REQUEST: ® NEW POSITION 12 Custodian/Groundskeeper I BC-02 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 With the sunset of Act 90 on June 30, 2007 and to comply with settlement of UPW vs. COH, 98-244, the Department of Public Works must cancel contracts for janitorial and groundskeeping services by December 31, 2007. To replace these contractual services, we are requesting for 12 Custodian/ Groundskeeper I positions to clean and maintain our offices and grounds island-wide. Because various departments have requested for our assistance to clean their offices, Public Works has taken on the task to provide these services to various departments. We are also requesting for 5 Custodian/Groundskeeper 11, 2 General Services Supervisor, 1 Account Clerk and 1 General Services Superintendent positions. DATE sl DEPARTMENT HEAD u APPROVED ? DISAPPROVED 0 CT 19 2007 MANAGING DIRECTOR DATE DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06) DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. PUBLIC WORKS 1. Position No. New Div. or Bur. Building POSITION DESCRIPTION FORM Section Janitorial Type: Civil Service ® Exempt ? Geog. Loc S. Hilo Permanent ® Temporary ? Full-Time ® Part-Time ? 2. FOR HUMAN RESOURCES USE ONLY Allocation Class Salary Range Effective Date Approved: Date By: Authority Date Director of Human Resources 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 dear, complete, and concise. stick to statements of tech 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 Duties Summary: Performs routine manual work in cleaning and maintaining assigned public buildings; % cleans, trims, maintains and cultivates landscaped grounds, hedges, lawns, adjacent sidewalks, other of time paved and unpaved areas, and overhanging shrubbery/ branches; uses hand and power tools; operates light motorized equipment. Custodial (1,2) 1. Sweeps, vacuums, and mops floors, hallways, stairways, elevators, laboratories, and offices. 60% 2. Wipes, dusts, and polishes furniture, desks, woodwork, file cabinets, counter tops, locker tops, handrails, fuel pumps, ledges, wood louvers, blinds, and metal work. 3. Empties and wipes ashtrays, smoking stands, pencil sharpeners, and trash receptacles. 4. Removes trash and empties into rubbish bins; and changes liners as needed. 5. Collects and disposes of trash, rubbish, cuttings, branches, etc. 6. Cleans inside and out of glass doors, glass walls, glass partitions, windows, window sills, window screens, ledges, light fixtures, air conditioning vents and ducts, wall clocks, fire extinguisher receptacles, and iron bars in cells. 7. Mops, cleans, and disinfects floors, urinals, toilets, showers, walls, countertops, and wash basins; services restrooms; replenishes supplies, such as toilet seat covers, soap, paper towels, toilet paper, deodorant dispensers, etc. 8. Scrubs and disinfects benches and walls of sauna rooms, showers, tile floors and all ceramic tile areas in locker rooms and laboratories. 9. Cleans and disinfects water fountains and telephones. 10. Locks and unlocks doors and windows; sets alarm system. 11. Cleans entrance way and sidewalks immediately adjacent to building; sweeps and picks up debris, and waters plants. CONTINUED ON ATTACHMENT KEY: 1) The performance of this function is the reason that 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 New Title Custodian/Grou nds keeper 11. ices Supervisor 5. SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision N/A N/A N/A DHR CP-001 rev. 11/06 6. Present Class Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation N Change in Duties and Responsibilities-Reallocation ? Redescription -Review ? Effective Date Requested Class Allocation Custodian/Groundskeeper I Pay Grade BC-02 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. Full. 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 ft. 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 and length in years None Knowledge skills and Knowledge of. practices, tools, and materials used in janitorial work; building security and abilities: sanitation; care and cultivation of shrubs, flowers, trees, and grounds; operation and care of grounds maintenance equipment and tools. Ability to: understand and follow simple oral and written instructions; perform heavy lifting and moving; operate hand and power equipment and tools used in grounds maintenance and custodial work; learn safety practices and precautions applicable to work; maintain records and prepare simple records; deal courteously with the public; 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: Heavy Licenses or certificates required: Possession of a valid State of Hawaii driver license Class 3 or an other valid comparable driver's license. 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 rtify that th abov state ants are accurate and compl711jlel Division Head's Signature Date 12. CERTIFICATION OF DEPARTMENT HEAD I c ify that a above statements are accurate and complete. Department Head's Signature Date y ° I WO 7 Distribution: Original - Human Resources; 15r co - Department; 2nd Co - Employee DHR CP-001 rev. 11106 Attachment Custodian/Groundskeeper I Position No.: New Custodial (1,2) 12. May raise and lower flags; care for flags; maintain flagpole and surrounding area. 20% 13. Straightens and arranges desks, chairs, bookcases, and other office equipment. 14. Lifts and transports heavy objects such as desks, filing cabinets, tables; refuse containers, and equipment. 15. Washes and waxes outdoor furniture and planters. 16. Cleans and washes woodwork, walls, draperies, blinds, windows, elevator walls, doors, and light switches and covers indoors and outdoors. 17. Cleans and polishes door hardware, mirrors, and other stainless steel and chrome fixtures. 18. Strips, waxes and polishes floors; shampoos carpets. 19. May operate and maintain a vehicle in the performance of assigned tasks. Groundskeeoing (1,2) 15% 1. Cleans and maintains grounds and parking areas adjacent to assigned buildings including the general care and maintenance of lawns, trees, hedges, flowers, shrubbery, walks, access roadways, and other planted areas by cleaning, watering, fertilizing, spraying herbicide/insecticide, trimming, pruning, mowing , sweeping, and raking. 2. Uses hand and power tools and cares for and maintains lawns, hedges, trees, access roadways, and shrubbery by cleaning, watering, fertilizing, spraying herbicide/insecticide, trimming, pruning, mowing, sweeping, and raking. 3. Operates light motorized equipment such as power lawn mowers and hand power tools such as edgers, trimmers and weeders. May make minor maintenance repairs to such equipment. 4. Cleans, adjusts, and replaces lawn sprinkler heads. 5. Plants shrubbery and plants, sods lawns, and propagates plants and shrubs from seeds, cuttings, and roots. General 1. Assists in the preparation and maintenance of simple operational reports and 5% records. 2. Assists in the various trades as required. 3. Runs errands. 4. Performs other related duties as assigned. i SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE 'C.17 E f F ( t;5 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. New (Custodian/Groundskeeper 1) (If no position number indicate "new'.) a) New monthly salary $ 2603.00 b) Present monthly salary specifically included in FY 07-08 budget (If NOT BUDGETED, INDICATE -0-) $ 0 C) Net funds required (Item "a" minus Item "b") $ 2603.00 d) Remaining number of months in current fiscal year 6 e) Funds required in remainder of fiscal year (Items "c" x Item "d") $ i nx 1 g nn x 12 full-time positions $18,7416.00 6 positions funding for add'l 1/2 month (fill 12/17/07) 7,809.00 2. AVAILABILITY OF FUNDS $195,225.00 a) What is the position's fund source (county, state, federal)? County b) Funds are budgeted in account number: Various 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. ~(~'S.c.,--~-•_- ~ /fit=' ~'--~i..•`.~ ~O (7 ~'/b Department Head Date DHR CP-004 (2193)(8194)(8197)(12106) ys 11-s- 5 q Ar 99pggp,,5 mmy s yy ghy ° n m r d~ .r"3 ~ m 2 rv n ~ c3 ~ F ~f C rc d V - ~ ~r O y 5 u O m x '~2 N m - o ~~m ~ su 6 d y4' ~ G s qy 5 Ll--a w ° ~ - d o e o ~ a p W m n 6 Y C 0 B L W 1 ? U Os I~- o E sy FI m o d n s A ao marv = = ~ ~ $ aW ~N 8 s ~ = a ~ - ~ m n E mz x~r W~ 3's ~aa ~ ~ .6 ~n ~H ~y <pK 6 9 2 N C ~i S$ a yqg~ m Y N 9 r 0 4 N m C C C O .O. K ~ ~ E h U_ w h m ~ ~ c K y y P Y s ~ m r m 00 C f y F y C'e ~ o 11h 31 N y F I > _ ~ d k N 6 N _ p 5..,~ ~ $ m ~N W gw Vyv 3 se a=~~ av ~~e ~ ~~r ~ ti m ~ o r y h k y C• ~ v~ P. V ~ o ~ ' h a 5~m 595 ^ 9 y. $ ' ^ ~i N 9 N % y ti N 'O O N h U R. N y m' ~a wS~ ~'~°3 Ep" myh a >s ~~m ~ C 9 ~ c'gE~i m ao G O CC q V L m q .}a r -4 tb N C C N ~ u W U W y a m U y rn ~a[r ~ a r U ~ S iG ~ _ c o ~ C i37 X U "^j O N 9 •a L N a yq $ $yQ[ M > z m N ~ V~ N V~~~ N O ^ 9 O O °a U N w o 5 y m .s 3 p "s L• e O 9~ 0 N y < L Eo, m~^~ ~ ~ c Y L r H 4 ~ R O § a aai r4 g N 9 y 3 m W L N O 6 F m~ p ON O C m Q 0 x U ~ a aN ~ a°= X e a P V P 8 3 3 ~ ~ r rte. m W N wNi~ ae .93 r:rv yu F W Iff v E.; 'G N a N m~ N 5 b t C a N V m N U C V N pp C F 9 m Y to G Vl L m~ N M V N c U i _ v U a N d R O O< r m v~ P 6 ~ m N r N P r h N N O C Y C {i~ a P nn- Niv,o. DOMINIC YAGONG , Phone: (808) 961-8264 Council Member FAX: (808) 961-8912 • •ryoi HAWAII COUNTYCOUNCIL County of Hawaii Hawaii County Building 25 Aupuni Street Hilo, Hawai'i 96720 October 25, 2007 Pete Hoffmann, Council Chair Council Members Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: (Resolution No. 403-07 : RESOLUTION CREATING A GENERAL SERVICES SUPERINTENDENT POSITION, AN ACCOUNT CLERK POSITION, TWO (2) GENERAL SERVICES SUPERVISOR POSITIONS, FIVE (5) CUSTODIAN/GROUNDSKEEPER I POSITIONSFOR THE DEPARTMENT OF PUBLIC WORKS ) Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, 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, _ VWU~ Dominic Yagong, Chair Committee on Finance Approval/Date/Waive to Council: Disapproved/Date/Refer to FC: o mann, air Pete Hoffmann, Chair Hawaii County Council Hawaii County Council la Hawai'i County is an Equal Opportunity Provider and Employer