HomeMy WebLinkAboutCOM 0689.015 2012-2014 STEWART MAEDA MAILE DAVID
County Clerk : . Deputy County Clerk
County of Hawai`i
Office of the County Clerk
25 Aupuni Street, Suite 1402 • Hilo,Hawai`i 96720
(808)961-8255 • Fax (808)961-8912
MEMORANDUM
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DATE: May 13, 2014 — --�
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TO: J Yoshimoto, Council Chair 3
and Members of the Hawai'i County Council D�
FROM: Stewart Maeda, County Clerk (. R){ `O
RE: Bill 208 (Draft 2); Communication No. 689.11 (Memo No. 5)
The following is submitted for consideration regarding the above-referenced bill and
communication with respect to the roles and duties of the Deputy County Clerk.
During the 2012/2014 Council term, the Deputy County Clerk's duties are and have been:
• Staff and clerk Committees and Council meetings held at the West Hawaii Civic
Center (read agenda items into the record, record council actions, keep accurate count
of Council Member votes, assist with parliamentary procedures and coordinate
meeting logistics).
• Debrief meetings with management team (Council Services Supervisor, Committee
Service/VC Manager, and LRB Specialist), review and confirm council actions/votes,
and troubleshoot/resolve unanticipated matters.
• Review, discuss, and finalize committee and council agendas with the management
team on a bi-monthly basis.
• Oversee and coordinate public hearings for improvement districts (establish timelines,
filing deadlines, publication requirements, certified mailings of public hearing notice
to property owners, organize public hearing logistics and staffing).
• Assist clerk in ongoing management of division supervisors and personnel.
• Conduct grievance investigations assigned by the clerk, draft interview questions,
conduct staff and union representative interviews, meet with Corporation Counsel,
Director of Human Resources, and clerk's office's HR Specialist, and prepare written
Comm.No, 'g9'IS
Serving the Interests of the People of Our Island P ��u
Hawai`i County is an Equal Opportunity Provider and Employer TOE
Rot.Dot. MAY 1 4 20t4
J Yoshimoto, Council Chair
and Members of the Hawai'i County Council
May 13, 2014
Page 2
findings and recommendations. (Note: currently assigned and conducting two
investigations that are pending scheduling of interviews.)
• Perform monthly supervisor interviews, annual job performance reviews, and prepare
written evaluations.
• Serve as review team panelist to interview new hire candidates, as assigned by the
Clerk.
• Assist staff to resolve work-related issues, be a supportive listener, and be accessible
at all times.
• Attend and participate in meetings with Clerk, Chair, and Vice-Chair regarding
organizational matters and procedures.
• Serve as a member of the Request for Proposal (RFP) Evaluation Team and
videoconference/captioning working groups.
• Serve as Agency Captain of the West Hawai'i Civic Center (WHCC) Emergency
Action Team, attend agency meetings, emergency/safety seminars, and participate in
monthly PA broadcast tests.
• Serve as Agency Representative on the WHCC Aloha Committee responsible for the
organizing and coordinating events held at the West Hawaii Civic Center facility.
The above represents a snapshot of the primary duties of the Deputy County Clerk. It does not
account for various other matters that arise on a daily basis for which the Clerk and Deputy are
charged to address and/or resolve.
Thank you for the opportunity to provide comments.