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10.C.2. PRSR 03-10-2004Item # I O.C.2. ver MEMORANDUM TO: Park and Recreation Commission FROM: Michele McPherso}F"Director of Planning DATE: March 10, 2004 SUBJECT: Schedule Update -Park & Recreation Director Hiring Attachment Final Draft Version -Job Description Draft 2004 Department Organizational Chart 2001 Organizational Chan The Job Description has been reviewed by the Finance Department, the City Administrator and the Personnel Committee. The Personnel Committee met to set the pay grade for the position. The position description needed to meet the City's standard to not exceed three pages, therefore, you will note that items were combined where appropriate, redundancies were eliminated, and the section regarding department promotion and representation was completely eliminated. A person of this caliber will know intrinsically that it is their responsibility to represent and be an advocate for the department and the system within which they are working. Schedule We have fine-tuned the hiring schedule for a target of July 6 or July 12 as start date as follows: • March 15 -Council approves the Job Description and pay grade, and authorizes advertisement for hiring. Council also approves changes to Lions Park Center. March 19 -Promotional materials and ads in various locations are placed. A small ad will be placed in the Minneapolis Star Tribune which will reference the City's website where the application materials and job description will be found. We will be preparing a direct mailing to all Minnesota Recreation and Park Associations of which there are approximately 500+ members. In addition a larger ad will be placed on the League of City of Elk River Park and Recreation Director Position Description Department: Immediate Supervisor: Park and Recreation Ci Administrator Pay Grade: FLSA Status: Last Updated: (date) Exem t March 3, 2004 Positions Supervised: Recreation Manager, Recreation Assistants -Customer Service, Park Foreman, Ice Arena Manager, Senior Citizen Coordinator Position Summary The Park and Recreation Director is responsible for providing effective leadership in planning, development, and implementation of a comprehensive park and recreation program to ensure appropriate and high quality park facilities, recreation programs and park maintenance. This osition xe orts to the Ci Administrator. Essential Functions 1. Develops park system and facilities. A. Directs the development of parks and recreation programs and facilities fox all the citizens of the community, which will meet their needs, and provide the opportunity fox constructive use of leisure time. B. Formulates short and long-range strategies fox and oversees the acquisition and development of land fox parks and [he preservation of sensitive ecosystems. C. Executes the adopted park plans, selects and manages consultants and executes construction contracts. D. Coordinates review of land use applications (subdivisions) fox consistency with the Master Paxk Plan and identifies and negotiates fox parks and trails dedication as part of the development process. 2. Oversees the maintenance of the park system and facilities. A. Establishes standards fox maintenance based on adopted budget and utilizes the most current methods, including environmentally sensitive alternatives. B. Supervises the maintenance of parks and recreational facilities. C. Coordinates the volunteer efforts of citizen groups, athletic associations, and other civic groups for park maintenance. 3. Oversees recreation programming. A. Coardinates the planning of City recreational programs that include paxmerships with the School District and other agencies. B. Oversees the preparation of and evaluates all recreational programming to make sure that it meets the goals that have been established by the City and make recommendations fox changes as the need arises. C. Coordinates the volunteer efforts of citizen groups, athletic associations, and other civic groups for recreational programming. D. Oversees scheduling and use of park facilities; works with the School District for the maximum utilization of facilities and resources. 4. Coordinates Park & Recreation Commission activities. Page 1 A. Oversees and participates in preparation of Park and Recreation Commission agendas and agenda materials to assist the Commission in providing recommendations concerning the park system and recreational programming to the City Council. B. Schedules and attends park and recreation related meetings; both during daytime and evening hours. 5. Performs short and long-term planning & budgeting. A. Initiates timely review and updates of the Master Park Plan, coordinating long-range park planning with other jurisdictions; demonstrates creativity and innovation in park planning. Monitors trends in parks and recreation for inclusion in the Master Park Plan. B. Cwersees the periodic survey of park and program constituents for planning purposes. C. Directs the development of long-range plans and budgets for the development of park and recreational facilities to ensure the maximum utilizations of land, buildings, and monies set aside for recreational use. D. Provides expertise on various land use controls and funding mechanisms that will promote the maintenance and expansion of parks, trails and recreational programming in the City. E. Develops and implements grant applications as applicable. F. Prepares and submits for approval the annual department budget, including fees and charges. Oversees the implementation of approved budget. 6. Performs staffing and personnel activities. A. Identifies staffing needs and recruits, trains, and supervises capable staff that can effectively develop, maintain, and implement parks and recreation programs and facilities. B. Recommends selection criteria and procedures and selects best candidate for entry- level and promotional positions. C. Delegates work and schedules employees and volunteers. D. Assesses and manages employee performance, and disciplines employees when necessary; performs timely annual performance reviews of all employees supervised. PerfotYns administrative activities. A. Coordinates all department activities, monitors all operations, and ensures compliance to all relevant guidelines; makes prudent decisions regarding exceptions to policy. B. Evaluates on a continuing basis, recreational programs, facilities, maintenance activities and safety conditions for making changes necessary to assure programs, facilities, etc. are attaining the expected results. Uses appropriate data to support recommendations. C. Follows all safety procedures and participates in safety training. D. Makes exterior site visits when appropriate. 8. Performs communication and reporting activities. A. Composes documents, edits written materials and writes routine correspondence and reports, responds to requests for information and complaints. B. Communicates openly and effectively with staff, the City Administrator, City departments, Park and Recreation Commission, city officials, and the public. C. Supervises the development and maintenance of a program of public information, Page 2 Park and Rec Dir Pos Des 3 03 04 which will keep the public informed on the recreational facilities and activities available to them. D. Develops and maintains sound community relations to assure a good image for the department and the City, including advice to various civic clubs and organizations for the coordination of community projects. E. Reviews and evaluates innovative concepts and approaches in park planning, design, construction and maintenance and informs City staff, Park and Recreation Commission, and City Council of such concepts in a timely fashion. Required Knowledge, Skills, and Abilities ^ Ability to communicate effecxively, both orally and in writing. ^ Ability to research and conduct studies related to park and recreation trends and issues and update plans accordingly. ^ Ability to manage several projects at one time and to organic personnel for high levels of productivity. ^ Ability to develop and maintain collaborative working relationships with a wide variety of park-related interest groups. ^ Ability to supervise staff and motivate employees to work to their full potential. ^ Ability to remain up to date on professional knowledge and skills. ^ Ability to organize and guide public policy discussions that apply to parks, trail, and recreation matters. ^ Ability to positively engage the public in ways that build constituent use and ownership of park and recreation programs and facilities. ^ Skill in conflict resolution and the ability to manage departmental issues and inter- jurisdiaional matters fairly. ^ Knowledge of design and landscaping principles for public parks, trails, parkways and facilities used for recreation. ^ Knowledge of municipal park organizations and operational procedures as they relate to Parks and Recreation. ^ Knowledge of Mirmesota State regulations as they relate to Parks and Recreation. Minimum Qualifications ^ Bachelor's degree in Parks and Recreation Administration, Natural Resource Management, Landscape Architecture, Ecology, Forestry, Geography, Biology, Environmental Studies, Planning, Parks or related field. ^ Minimum of five years progressively responsible experience in developing parks and trails, supervising recreation programs, and developing constituencies for park and recreation facilities. ^ Demonstrated experience working with volunteers, youth associations, or citizen groups. ^ Familiarity with natural resource management, including sensitive ecosystems, comprehensive park and land use planning and the role of public spaces in developing a sense of community. ^ Grant writing experience Preferred Qualifications ^ Master's Degree in Parks and Recreation Administration, Public Administration, or closely related field with job experience in the field of Parks and Recreation that indicates an increase in responsibility. ^ Registered as a Certified Parks and Recreation Professional. Page 3 Park and Rec Du Pos Des 3 03 04 ._ 13065 Orono Parkway 81k River, MN 55330 Park and Recreation Department Organizational Chart Existing Position PT Senior Programmer Near Future Position Secretary Existing Position Coordinates With: ------- Planner, Planning Department Ice Arena Existing Position Ice Arena Manager Senior Center Existing Portion Senior Coordinator Existing Positions Staff (~-12) New Portion Director Existing Position Customer Service (2 PT) 1 @ 20 hrs, 1 @ 24 hrs Recreation Park Maintenance & Construction Existing Position Recreation Manager Existing Position Assistant - Recreation Marketing Existing Portion Park Foreman Existing Portion Maintenance II (3) Existing Positions Seasonal (7) Existing Pa~ition Assistant - Facihties & Special Events Existing Positions Seasonal (40) Phone: 763.635.1000 Fax: 763.635.1090 www.ci.elk-rivetmn.as Park Department Formation Repott to the Elk River Ciq Council October 2001 Page 7 To understand the relationship of new hires and existing staff in the new Department, a graphic representation is provided: Park and Recreation Department Organizational Chart New Pocitaan Director Exerting Pocatian Secretary Exacting Paction 'h time Receptionist Existing Position (2002 Planner** Park Maintenance Ice Arena Senior Center Recreation & Construction Existing Pacition Exi~'ting Po.dtion Existing Position Existing Position Ice Arena Senior Recreation Park Foreman* Manager Coordinator Manager Existing Positions Existing Porition Exacting Position New Pocataon Maintenance II Staff PT Senior Pxogrammir,g Programmer Assistant EXU't2ng Porekonr New Posataon Seasonal (7) Facility Coordinator Exacting Positions Seasonal(40) * Transfer from Street Department ** Transfer from Planning Department New Hires would include a Paxk and Recreation Director, a Facility Coordinator, and a Maintenance II Woxkex. The Parks and Recreation Director would assume major