HomeMy WebLinkAboutCOM 0196.000 2008-2010
4~J~ty^o• i,
William P. Kenoi Nancy E. Crawford
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W"I 01 Uir'ecror
Deanna S. Sako
e'•° Depun Direclor
4r• os':.r'r
County of Hawaii
Finance Department
25 Aupuui SUM, Room I I8 • I1ilo, I-lawan 96720
(808) 961-8234 • Fax (808) 961-8248 rv
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March 2, 2009r~
J Yoshimoto, Council Chair and
Members of the Hawai'i County Council s
Hawai'i County Council
25 Aupuni Street
Hilo, Hawai'i 96720 CO
W
Re: Resolution Creating Position
On July 2008, the driver's licensing duties were officially transferred from the Police
Department to the Department of Finance. Prior to this change, road tests in the Ka'u
district were performed by uniformed Police Officers and the other driver's licensing
services were provided by the Ka'u Police clerical staff. Since July 2008, examiners from
the Hilo and Kona driver licensing offices have had to travel to Ka'u twice a week to
continue these services. This has placed a burden on those offices to maintain their level
of services to the public and has resulted in unanticipated travel expenses. Also, with the
implementation of the federally mandated Real ID program in the near future, the workload
of the licensing staff will significantly increase. The creation of a Driver License Examiner I
(2/5T), SR-16, position in Ka'u will ensure the residents in that district are served and will
lessen the shortage of staff and subsequent interruption of service within the other district
offices.
Enclosed is a resolution that creates a Driver License Examiner I (2/5T) position for the
Department of Finance.
If there are any questions, please do not hesitate to call Vehicle Registration & Licensing
Manager Lee Lord at 961-8121.
Nancy E. Crawfor
Director of Finance
Enc.
cc: Lee Lord, VR&L
<Q4. lo-09~ Comm. No.~
Ref. To,
Nawai'i County is an Equal Opportunity Provider and Employer Ref. Date MAR 0 5
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Finance DATE: 02/27/09
STAFF CONTACT: Lee Lord PHONE: 961-8121
A. REQUEST:
Request Council's approval to allocate a new 2/5 Time Driver License Examiner I position within the
Vehicle Registration and Licensing Division, Driver's Licensing Section, Ka'u.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
Ordinance 07-82 provided for the creation of a separate division within the Department of Finance,
which consolidated vehicle registration and driver's licensing services for the County. In July 2008,
the driver's licensing duties officially transferred from the Police Department to the Department of
Finance.
Prior to this change, road tests in the Ka'u district were performed by uniformed Police Officers. All
other driver's licensing services were provided by the Ka'u Police clerical staff. The department has
been maintaining services in Ka'u without an increase of staff. However, the impact of maintaining
this service has been a shortage of staff and the subsequent interruption of service in other districts.
In addition, the time spent traveling to and from Ka'u results in a loss of efficiency.
With the implementation of the federally mandated Real ID program in the near future, the workload
of the licensing staff will significantly increase. With the increase in workload and no additional
staffing, services in Hilo and Kona will be significantly impacted. Without an additional position
assigned to Ka'u, services in the district will need to be discontinued at the beginning of the new
fiscal year.
SIGNED: DATE: a al 6
V, Y Departme t Head
REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS
TO: MANAGING DIRECTOR DATE: 02/18/09
FROM: DEPARTMENT: Finance
DIVISION/BRANCH: Vehicle Registration & Licensing, Driver Licensing, Ka'u
REQUEST:
® NEW POSITION Driver License Examiner 1 (2/5 T) SR 16
TITLE - PAY GRADE
? REALLOCATION
POS.NO. CURRENT TITLE PAY GRADE
PROPOSED TITLE PAY GRADE
? OTHER
(change in HE. transfer, etc.) POS. NO. CURRENT TITLE PAY GRADE
COMMENTS:
The allocation of this new position will allow the Department to continue providing driver's licensing
services for the residents of Ka' u. Prior to the transfer of services from the Police Department to the
Department of Finance, the road tests in the Ka'u district were performed by uniformed Police
Officers. All other driver's licensing services were provided by the Ka'u Police clerical staff. On July 1,
2008, Police Department personnel no longer provided licensing services.
Since July 2008, examiners from Hilo and Kona travel to Ka'u twice a week to provide the full-range of
driver's licensing services. This has placed a burden on the Hilo and Kona offices to maintain its
service to the public with a shortage of staff. In addition, the division has incurred unanticipated
travel expenses without any budgetary increases.
Without this additional 2/5 position, the division will have to discontinue services in Ka'u at the start of
the new fiscal year. The lack of services in this district would require residents to drive up to an hour
and a half to either Hilo or Kona to obtain or renew a driver's license.
02/18/09 . 4, '~!j
DATE DEPART NTHEAD
APPROVED ? DISAPPROVED
FFR2720,09
kGING DIRE OR DATE
DHR CP-005 (2/93)(11/93)(7/01)(10/03)(12/06)
Ha vai'i County is an EquaCOpportunity Provider andEmpCoyer.
NEW POSITION INFORMATION FORM
Department: Finance Date: 02/18/09
Division/Branch: Vehicle Registration & Licensing, Driver's Licensing, Ka'u
# of Similar
Pay Fund Pos. in
Class Title Grade Sala Source Dept.
Driver License Examiner 1 (2/5 T) SR 16 $1,168.80 County 8
1. Give reasons how new duties arose (statutes enacted, ordinances, newly
authorized programs, basis for increased workloads, etc.):
Ordinance 07-82 created a separate division within the Department of Finance,
which consolidated vehicle registration and driver's licensing services for the County
of Hawaii. With the creation of this new division and the official transfer of services in
July 2008, Police personnel no longer perform any driver's licensing functions.
Prior to July 2008, road tests in the Ka'u district were performed by uniformed Police
Officers. All other driver's licensing services were provided by the Ka'u Police
clerical staff. Services in Ka'u have been maintained by existing staff from other
locations. The domino effect of maintaining service in Ka'u is a shortage of staff and
interruption of service in Hilo and/or Kona.
The anticipated increase in workload due to the Federally mandated Real ID
program in the very near future will only add to the burden of the existing staff.
2. Can new duties be assigned to existing positions or handled in other way such as
short-term contracts, etc.
No, as mentioned above, the department is already providing services formerly
done by Police personnel without an increase of staff. The existing Driver's License
Examiners average about 30 road tests per week in addition to providing coverage
for Ka'u. It is unreasonable to expect the current staff to continue to manage the
current workload. Short-term contracts to provide services are not an option.
New Position Form
Page 2
3. How will new position increase the efficiency/effectiveness of operations? (Use
productivity measurements where possible.):
This new 2/5 T position will enable the existing staff to provide driver's licensing
services at their normal work-site. Because the staff from Hilo and Kona cover Ka'u
twice a week, there is a loss of productivity related to the time spent traveling to and
from the district. In addition to the time lost, the Department is incurring additional
expense for mileage compensation and other travel-related costs.
It is our anticipation to be able to tap into the workforce in the Ka'u district should
this position be approved.
4. Alternatives that were considered in lieu of new position. (Have technological
changes been considered?)
None - technology may make access to various forms available to the residents of
the district, however the issuance of a driver's license requires direct contact for
verification of identity as well as observation during written examinations and road
tests.
5. Why were manpower needs not planned through budgetary process?
A full-time, permanent position was originally proposed during the budgetary
process, however, it was determined that a full-time position was not required. After
six-months of providing services with the existing staff, the department has
determined that an additional 2/5 position would be the most effective option in
handling the licensing needs for the district.
6. List other rationale or pertinent statements and data:
DHR CP•002 (2193)(72106)
pCoJer.
3Caivai'i County'is an ERuaCO1'1'ortunit'J Provider and Em
DEPARTMENT OF HUMAN RESOURCES LOCATION
1. Position No. 00-New COUNTY OF HAWAII Dept. Finance
POSITION DESCRIPTION FORM Div. or Bur. Veh Reg & Lic
Type: Civil Service ( x ) Exempt ( ) Section Licensing
Permanent ( x ) Temporary ( ) Geog. Loc. Ka'u
Full Time ) Part-Time (X) Council Dist. 6
2. FOR HUMAN RESOURCES USE ONLY
Allocation Class Salary Range Effective Date
Approved: By
Authority Date 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. Stick to statements of fad: avoid the use of vague or general terms. Give an estimate of the average
amount of time spent in performing each major duty. If more space is needed, use a blank sheet and attach to this form.
Under the general supervision of the Supervising Driver License Examiner, the Driver License Examiner I is Show
responsible for administering and scoring written and visual acuity tests and road performance tests to determine %
applicant's eligibility for a driver's license in categories 1 through 4; scores written and visual acuity tests and issues of time.
and collects fees for all categories of driver license and instructional permits.
1. Administers road tests for motor vehicle driver licenses, types 1 through 3; explains to applicants the road test 50%
procedures and ensuing driving course; checks vehicles prior to road test to ensure that the vehicle is in safe
operating condition; passes or fails applicants according to driving skills demonstrated during road test; explains
to applicants who fail the road test the reason for failure and, informs applicants on means to improve driving skill
and procedures to follow for another road test. (1,2,3,4)
2. Provides applicants with driver license application forms; examines identifying documents such as birth 40%
certificates and social security card for authenticity and acceptability; verifies applicants eligibility using the
National Drivers Register or other recognized national data system in effect. Administers vision and hearing
screening, advises applicants on minimum vision standards required to drive; conducts road sign interpretation
test, records applicant's name, address, age, date of test and scores attained on each test; issues written test
form to applicants and instructs applicants on test procedures; monitors written test; makes periodic checks on
applicants to prevent cheating while taking the test, assists applicants with reading difficulties by conducting oral
examinations and explaining test questions; scores written tests and informs applicants of their scores; issues
instructional permit to applicants passing the written, hearing, vision and road sign interpretation test, processes
initial, new driver license, renewal or duplicate driver license for motor vehicle Classes 1 through 3; advises
applicants of ineligibility, if any; may prepare and witnesses signing of parental/guardian consent cards.
Administers oath to applicant attesting to the truth of the application, thumbprint applicants, collects appropriate
fees for each transaction conducted. (1,2,3,4)
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) Other evidence.
4. Supervision Received Give the position no. and title of immediate supervisor of this position.
Position Number 00-00921 Title Supervising Driver License Examiner
5. SUPERVISORY RESPONSIBILITIES OF THE POSITION
List must coincide with the official organization chart.
Position No. Title Nature of Supervision
Hawaii County is an Equal Opportunity Provider and Employer DHR CP-001 rev. 05108
6. Present Class Driver License Examiner I Pay Grade SR 16
7. REQUESTED ACTION
New Position-Initial Allocation Changes in Duties and Responsibilities-Reallocation ( ) Redescdption-Review, Effective Date 3/1/2009
Requested Class Allocation Driver License Examiner 1 (2/5) Pay Grade SR 16
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.
General
b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the
qualifications a new em to ee 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 8 9 10 11 12
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
abilities: See Attached
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.
r. CJ.fi
- ~ Date 3-oa -o9
Immediate Supervisor's Signature
11. CERTIFICATION OF DIVISION HEAD I ertify that the above statements are accurate and complete.
Division Head's Signature Date 3 3 01
12. CERTIFICATION OF DEPARTMENT HEAD I certify that the above statements are accurate and complete to
the best of my knowledge
Department Head's Signature Date 4
Distribution: Original - Human Resources, 1st Copy - Department, 2n opy - Employee
00-New, Driver License Examiner I, Ka'u
Duties Pg 2
3. Prepares financial sheet of day's receipts and deposit slips. Ensures deposit matches day's 5%
receipt. Prepares daily, monthly, semi-annual and annual driver license reports. (1,2,4)
4. Performs other related duties such as, but not limited to attending meetings, and training; 5%
keeping abreast with changes in laws, ordinances, procedures, etc. that affect. driver licensing
and other related matters; assisting in County and departmental special assignments/projects.
(2.4)
00-New, Driver License Examiner I, Ka'u
MARS
Minimum Qualification Requirements:
Training and Experience: A combination of education and experience substantially equivalent to graduation
from high school and two (2) years of supervisory, driver training instructional, regulatory, or related
experience including or supplemented by one (1) year of frequent public contact which involved explaining
rules and regulations to others in determining eligibility or non-eligibility for licenses, benefits, or similar
matters.
License and Certificate Requirements: In order to be appointed to positions in this class, at time of filing,
candidates must present a current traffic abstract confirming no DUI convictions for three (3) years
preceding and no moving violations for one (1) year preceding, and:
Grade I: Possession of a valid State of Hawaii drivers' license (Class 3) for three (3) years immediately
preceding appointment and shall be able to operate both a manual and an automatic transmission vehicle.
Knowledge of: laws, ordinances, and regulations governing the licensing of commercial and/or motor
vehicle drivers; the operation of vehicles on public streets and highways; hazards and safety precautions in
operating a motor vehicle; operating procedures of a variety of motor vehicles; proper and safe driving
techniques; safety features of motor vehicles; basic principles and practices of test administration.
Ability to: deal tactfully and effectively with the public; conduct and evaluate the driving performance of
applicants; act quickly and calmly in emergencies; understand and apply provisions of the laws,
ordinances, and regulations, and general principles of traffic and highway safety; give oral instructions;
operate standard office equipment, including a personal computer and various software applications;
supervise the work of others as required.
Special Working Conditions: working condition is considered hazardous due to the fact that a major portion
of work hours is spent in road testing driver license applicants.
Physical Requirements:
Persons seeking appointment to positions in this class must meet the health and physical condition
standards deemed necessary and proper to perform the essential functions of the position with or without
reasonable accommodations.
Physical Effort Grouping: Light
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SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE/TRANSFER
1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. NEW (2/5 T) (If no position
number indicate "new".)
a) New monthly salary $ 1168.80
b) Present monthly salary specifically included in
FY 08-09 budget (If NOT BUDGETED, INDICATE -0-) $ -0-
c) Net funds required (Item "a" minus Item 'b") $ 1,168.80
d) Remaining number of months in current fiscal year 4
e) Funds required in remainder of fiscal year
(Items "c" x Item 'd") $ 4,675.20
2. AVAILABILITY OF FUNDS
a) What is the position's fund source (county, state, federal)? County
b) Position's home department (RC) number is: 2257
C) Position's salaries and wages (S&W) account number: 010.121.5127.21
d) If funds not available in S&W account, identify
account that funds are available in:
e) For reallocation, request that funds be transferred:
From: 0 10-911-591 1.70-341 Provision for Reallocation $
I certify that the information is correct and funds are available, and that the funds may be used
for the classification action as requested.
02/18/08
Department Head Date
DHR CV-004 (3108)
Haivai'i County is an EquaCOpportunity Provider andEmpCoyer.