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HomeMy WebLinkAboutCOM 0483.003 2010-2012Page 1 of 1 Murashige, Laura From: Jennifer Knippling [jknippling @co.hawaii.hi.us] Sent: Thursday, January 19, 2012 8:30 AM To: Murashige, Laura Cc: hccdistrict6 @gmail.com Subject: FW: Documents for Tomorrow's HSAC discussion Attachments: State Director Position Description.doc; State Director discussion paper 12 23 2011 fin.doc; Association Enhancements.pdf Please have this ready for distribution today at the GRC meeting. Thank you© Jen From: McClellan, William [mailto:wmcclellan @honolulu.gov] Sent: Wednesday, January 18, 2012 5:35 PM To: 'Pilago, Angel'; Smart, Brittany; Ho, Nelson; Knippling, Jenny Subject: Documents for Tomorrow's HSAC discussion Aloha Kakou, E kale mai, with opening day today we have been quite busy here in Honolulu. Please find attached the three documents I will be bringing with me to discuss at tomorrow's Committee meeting. In attendance tomorrow will be Chair Emeritus Nestor Garcia, his staffer Mark Segami and me. A hui hou, Kekoa McClellan Chief of Staff Office of Honolulu City Councilmember Stanley Chang District 4: Ala Moana to Hawaii Kai E -mail: wmcclellanCa�honolulu.00v Phone: 808 - 768 -5046 Fax: 808 - 768 -1230 1/19/2012 C) - Comm. No. 48" Ref. To: ?/4 IZ C Ref. Date JAN 19 ZU1Z State Director, The Hawaii State Association of Counties The Hawaii State Association of Counties seeks qualified applicants for the position of State Director to serve as the organization's Chief Executive Officer. POSITION TITLE: State Director, The Hawaii State Association of Counties (HSAC) REPORTING RELATIONSHIPS: Reports to: HSAC President and Board of Directors Positions Supervised: None PURPOSE: The State Director is the Chief Executive Officer of the Hawaii State Association of Counties and reports to the President and Board of Directors. The State Director is responsible for the organization's consistent achievement of its mission and financial objectives and executing the organization's advocacy and membership development goals. Major Functions: 1. Program Development and Administration: In program development and administration, the State Director will (1) assure that the organization has a long -range strategy which achieves its mission and toward which it makes consistent and timely progress; (2) provide leadership in developing program, organizational and financial plans with the Board of Directors and staff, and carry out plans and policies authorized by the Board; (3) promote active and broad participation by members in all areas of the Association's work; (4) maintain official records and documents, and ensure compliance with federal, state and local regulations; (5) negotiate and sign contracts on behalf of the Association and its related entities; (6) work with the HSAC President and Board and Committee Chairs of HSAC's related entities to provide for efficient, effective decision - making. 2. Communications: In communications, the State Director will (1) see that the HSAC Board(s) and committees are kept fully informed on the condition of the Association and all important factors influencing their areas of responsibility; (2) assure that members are informed on activities of the Association, its programs and goals; (3) serve as the chief spokesperson and representatives for Association programs and point of view to members, agencies, organizations and the general public. 3. Hawaii State Association of Counties Staff: There are no other staff budgeted other than the office of the State Director, however, it is the charge of the State Director to coordinate with and communicate to the Staff of each Board Member in the execution of the duties of the organization. 4. Budget and Finance: In regard to budget and finance, the State Director will (1) be responsible for developing and maintaining sound financial practices; (2) work with the staff, HSAC President and Treasurer in preparing an annual budget that meets the program and financial goals of the Association and its various entities; (3) engage and oversee the performance of an investment consultant and ensure compliance with Board established investment policies. 5. Governmental Relations: The State Director is the chief advocate for the organization and (1) develops and maintains liaison activities with the Hawaii Legislature and state and federal agencies to provide input on county concerns; (3) represents HSAC at legislative hearings, meetings with governmental agencies and similar endeavors; (4) provides leadership for the development of policies recommendations and facilitates a constructive and productive dialogue among Hawaii county official organizations on problems facing counties. 6. Partnerships: The State Director shall further the mission of the Association by (1) developing and maintaining liaison relationships with other Hawaii local government organizations and other groups, associations and key individuals; (2) representing the Association at regional and national meetings of related organizations including the National Association of Counties and groups that specialize in the broader scope of the Association's operations including those representing the insurance and self - insurance industry. 7. The Hawaii State Association of Counties Annual Conference: The State Director shall be the point of contact for and support the respective County Chair in his/her execution of the annual HSAC conference 8. Revenue Development: The State Director shall be responsible for increasing revenue to the organization through membership growth, sponsorships, and any other means necessary as approved by the President and Board of Directors. 9. Other duties as assigned: The State Director shall carry out numerous other responsibilities as assigned by the President or Board of Directors or the Associations Bylaws. REQUIREMENTS: Experience: Has experience sufficient to thoroughly understand the diverse nature of Hawaii's county governments; prefer actual county government experience of 4+ years. Prefer experience sufficient to be familiar with operational needs of a self - insured pool and special requirements of the non - profit environment. Experience in the legislative process in Hawaii sufficient to have established relationships with state lawmakers and leaders. Knowledge and Skills: Thorough knowledge of (1) principles and practices of non - profits; (2) budget preparation and finance; (3) the diverse functions and activities of county governments in Hawaii; (4) the legislative process; (6) principles and practices of effective public relations; Skills in short and long range planning, establishing priorities and organizing work; management and supervision. Excellent written and oral communication skills a priority. Other: High energy, ability to work nights and weekends, extensive travel required. Interested applicants should send cover letter, salary requirements, and resume to The Honorable Mel Rapozo, President to the Hawaii State Association of Counties to the mailing address below, post mark deadline: XX -XX -2012. The Honorable Mel Rapozo President, Hawaii State Association of Counties Kauai County Council 4396 Rice Street, Suite 209 Lihu`e, HI 96766 Contact Ashley Bunda, abunda @kauai.gov with questions. The Hawaii State Association of Counties Office of the State Director For discussion purposes only, 12.23.2011 The Hawaii State Association of Counties (HSAC) has the potential to be among the most effective advocates for community interests in Hawaii. As HSAC has grown, the organization has encountered several barriers to its ability to be as efficient in operations as possible and as successful as the organization would like to be on legislative and project based issues. The key barriers to HSAC's fulfilling its potential have been: 1: The Lack of a Central Point of Contact 2: No location or standard operating procedures for document retention and maintenance. 3: No consistent party to plan /coordinate HSAC events /travel 4: Little follow through on E.C. Sub - Committee duties and little value extracted from Steering Committees. 5: No web presence, no regular publication. 6: Lack of revenue development. 7: No one to develop membership. 8: Lack of established standards /policies and procedures, and where policies do exist, no central contact charged with administering and enforcing them. 9: The re- training of staff to E.C. members as staff rotates and E.C. members change. 10: Calendaring of HSAC events, leg. Packages, etc. is often ad hoc. Establishing the Office of the State Director would mitigate these barriers to HSAC reaching its full potential as an advocate for our Counties at the Federal and State levels and allow HSAC to grow its reach both through increased membership and, eventually, increased revenues. The State Director would serve as HSAC's chief advocate, administrator, central point of information and communication, and drive the membership and revenue development of the organization. Cost: There are multiple models for the employment of an HSAC State Director. However, whether hiring a part time consultant, retaining a consulting firm, or employing a State Director through the organization full time — the initial cost will need to be shouldered by the member counties through increased fees for the first 12 -24 months. Cost description: Salary / Retainer Fee: Benefits /Fringe /SUTA/ FUTA etc: Office Space: Workstation: Monthly /other description Annualized cost $3,000 - $4,000 a month $36,000 - $48,000 $1,000 - $2,000 a month In kind In kind $12,000- 24,000 In kind In Kind Misc. Costs, Cell Phone, meals /ent., etc.: Travel: Leg. Conference Annual Conference Interisland E.C. Meetings TOTAL: $500 Airfare /room /p.d. /fees Airfare /room /p.d. /fees Airfare /car Additional cost per county per year: $6,000 $3,500 $3,500 $2,000 $63,000- $87,000 $15,750- $21,750 The initial cost to bring on a State Director is significant. Therefore, this decision mandates the right person /consultant firm /entity be contracted in and it is recommended that the expectation is a commitment for 3 -5 years. The State Director should be charged with weaning HSAC off of the increased annual member county subsidy of $15,750 - $21,750 by the close of year two and with generating positive cash flow for the organization by year three. Revenue Sources: There exist a myriad of revenue streams available for the State Director to tap including: • Increase in membership dues via corporate partners and /or affiliates • Advertising (website, annual directory, other publications) • Participation in NACo programs: o U.S. Communities purchasing o Financial services An important benefit to HSAC for generating additional, non -tax revenue is the opportunity to use those revenues for activities that benefit HSAC and the counties but may be problematic if taxpayer funds are used. Notes: The State Legislature opened January 18th and the NACo leg conference is in March. To get the most value out of the advocacy efforts of a State Director it makes sense to bring on the SD sooner rather than later. An additional benefit of bringing the SD on sooner is the individual's support in executing the annual conference in Kona this June, which would be the ideal time to introduce the SD to the whole HSAC community. A. EXPANDING MEMBERSHIP OPPORTUNITIES B. MODIFICATION OF DUES C. CENTRALIZATION /CONTINUITY 1 Niro ofCouNtie$ The Uccc A /Alfc7cVv C,wXrcd Membership comprises all counties in 47 States except Connecticut, Rhode Island and Vermont 47 have State Association of Counties or equivalent 46 have professional staffs and /or executive director equivalent, except Hawaii Most offer associate memberships EXPANDING MEMBERSHIP OPPORTUNITIES eparate member c dories for organizations or individuals may be established by the [HSAC] executive committee, but no such member shall be provided voting rights." HSAC Bylaws Amended May 14, 2004 Refer to Handout for Detailed Draft Proposal 2 MODIFICATION OF DUES Current annual dues around $10,000 per county Primary Revenue generating activities Annual Conference (fees, advertising) Annual HSAC Golf Tournament MODIFICATION OF DUES Potential new sources of revenue that could reduce counties' dues • Membership expansion • Advertising sales in HSAC publications such as newsletter, annual directory • Advertising on HSAC website 3 CENTRALIZATION /CONTINUITY 46 have professional staffs and /or executive director equivalent, except Hawaii Benefits Q Central point of contact C✓f Maintain all HSAC records /documents O Plan /coordinate all HSAC events D Ensure follow through of commitments O Manage /maintain website, publications O Fundraising /Membership DECISION MAKING A. EXPAND MEMBERSHIP OPPORTUNITIES Associate /Corporate Memberships B. CENTRALIZATION /CONTINUITY Hire Executive Director /Staff C. MODIFICATION OF DUES Establish fee structure for Associate /Corporate Memberships 4