6.6. SR 10-08-2012 Elk REQUEST FOR ACTION
River
TO ITEM NUMBER
Mayor and City Council 6.6
AGENDA SECTION MEETING DATE PREPARED BY
Work Session October 8, 2012 Steve Benoit, Recreation Manager
ITEM DESCRIPTION REVIEWED By
Activity Center Staff Restructure Michael Hecker, Parks and Recreation
Director
REVIEWED BY
Cal Portner, City Administrator
ACTION REQUESTED
1. Increase Annette Bonin's and Natalie Anderson's positions to 40 hours per week.
2. Approve revised senior citizen coordinator position description and appoint Ms. Bonin to serve as
senior citizen coordinator.
3. Approve senior citizen programmer position description and appoint Natalie Anderson to serve as
the senior citizen programmer.
BACKGROUND/DISCUSSION
Sue Kostanshek retired in June 2012. To cover Activity Center operations until a long-range staffing plan
could be developed,Annette Bonin and Natalie Anderson,who were normally scheduled part-time hours,
were each adjusted to work 40 hours per week.
Over the past several months staff conducted an analysis of the Activity Center operations to determine
appropriate staffing levels. The current budgeted design has staff working the following hours per week:
• Senior citizen coordinator—40 hours
• Senior citizen programmer—36 hours
• Secretary/receptionist—20
The proposed restructuring design has staff working the following hours per week:
• Senior citizen coordinator—40 hours
• Senior citizen programmer—40 hours
To complete Activity Center functions, duties will be restructured in the following manner:
• Activity Center operations are now part of the Recreation Division and are being overseen by the
recreation manager.
• The senior citizen programmer will manage reception functions, such as receiving phone calls,which
were managed by the secretary/receptionist in the past. As part of the review process it has been
determined that additional program management functions that were managed by the senior citizen
coordinator under the current model will need to be managed by the senior center programmer under
the proposed model. Examples of these duties include overseeing additional programs, events, and
volunteer supervision.
F 0 W I A E D a r
1`4 f U R E
• As a result of the senior citizen programmer increase in responsibility, the pay grade for this position
would be adjusted from a Grade 4 to a Grade 6.
• Volunteers will be also be utilized to manage reception functions, such as receiving phone calls, to
support the senior center programmer.
• The Activity Center has reduced involvement with Guardians Angels, thus requiring less staff hours.
As part of the analysis that was conducted,Natalie Anderson and Annette Bonin's performance was
reviewed. Both staff demonstrated excellent performance in their ability to manage Activity Center
functions. Due to their high level of performance,it is recommended that both Natalie Anderson and
Annette Bonin's positions be adjusted to 40 hours per week with Natalie serving as the Senior Citizen
Programmer and Annette serving as the Senior Citizen Coordinator. This change would be effective
immediately upon approval of the City Council.
As a next step,a larger scale analysis is being conducted of the Recreation Division as a whole. The
purpose of this analysis is to review job responsibilities and seek opportunities to cross train staff in
multiple capacities.
FINANCIAL IMPACT
Following is a comparison of salary costs originally budgeted as compared to this new proposal:
2013 Proposed Budget
Senior citizen coordinator (full-time) $52,385.00
Senior citizen programmer (part-time) 41,895.36
Activity Center secretary/receptionist (part-time) 21,694.40
Total 115,974.76
Benefits 35,811.00
Total Costs $151,785.76
2013 Revised Budget
Senior citizen coordinator (fulltime) $51,875.20
Senior citizen programmer (fulltime) 45,219.20
Total 97,094.40
Benefits 33,624.00
Total Costs $130,718.40
Net Difference: $21,067.36
If these positions are approved to be effective immediately, for the remainder of 2012 there will be a
savings of$15,021.27. This savings is a result of the retirement of the senior center coordinator in June
2012.
ATTACHMENTS
• Senior citizen coordinator position description
• Senior citizen programmer position description
Action Motion by Second by Vote
Follow Up
cr of City of Elk River
Elk �-= Senior Citizen Coordinator
River Position Description
Department/Division: Immediate Supervisor:
Park and Recreation/Senior Citizen Programs Recreation Manager
Pay Grade: 7 FLSA Status: Last Updated: (date)
Non-Exempt 10/2012
Positions Supervised:
Senior Citizen Programmer
Position Summary
The Senior Citizen Coordinator manages and provides leadership in the development, operation and
promotion of Senior Citizen programs and services.
Essential Functions
1. Performs program development/management.
A. Plans, organizes, supervises and leads senior activities.
B. Takes reservations and collects fees for such activities.
C. Works with suppliers, caterers and entertainers to arrange events;may occasionally
present the program.
D. Makes arrangements for health screenings.
E. Serves as City Representative with other agencies such as RSVP.
F. Schedules and supervises volunteers.
2. Performs communications activities.
A. Writes and edits monthly senior newsletter.
B. Prepares brochures and other written informational and promotional materials.
C. Serves as City representative on inter-agency committees.
3. Performs office activities.
A. Types and performs other office duties.
B. Prepares invoices for submission to City.
4. Performs budget and financial activities.
A. Assists in the preparation of the department budget by interpreting established
guidelines and forecasting department needs.
5. Performs supervision activities.
A. Supervises the work of the Senior Citizen Programmer.
B. Performs timely annual performance reviews of all employees supervised.
6. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
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C. Participates in safety training.
Required Knowledge, Skills, and Abilities
❑ Knowledge of program development and management principles and techniques.
• Knowledge of the practical application of activity skills such as crafts, creative expression,
music and group leadership.
• Skill in developing,promoting and managing senior programs that attract participants and
contribute to their well-being.
• Skill in both oral and written communication with functional literacy in English.
• Skill in interpersonal communication including group dynamics and teamwork.
• Ability to organize activities and manage volunteers.
❑ Ability to work both independently and with supervision.
❑ Ability to use various office/business equipment.
• Ability to relate to senior citizens.
• Ability to motivate people.
• Ability to maintain a cheerful,positive attitude.
❑ Genuine liking and respect for the elderly and physically and mentally challenged.
Minimum Qualifications
❑ High school diploma or equivalent.
❑ Associate Arts degree in recreation,gerontology or related field.
❑ Valid driver's license.
❑ Three years of experience working with senior citizens in programming or administration.
❑ One year supervisory experience.
❑ Current CPR and First Aid Certificates.
❑ Demonstrated experience using Windows software and performing data entry.
Preferred Qualifications
• Bachelor's degree in related field.
• Previous experience as a program coordinator.
This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
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cr of City of Elk River
Elk �-= Senior Citizen Programmer
River Position Description
Department/Division: Immediate Supervisor:
Parks and Recreation/Senior Citizen Programs Senior Citizen Coordinator
Pay Grade: 6 FLSA Status: Last Updated: (date)
Non-Exempt 10/2012
Positions Supervised:
N/A
Position Summary
The Senior Citizen Programmer assists the Senior Citizen Coordinator in providing activities for all
participants in the Senior Citizen programs and services.
Essential Functions
1. Assists Senior Citizen Coordinator in the planning, development,and implementation of
senior center activities.
A. Registers participants in programs and activities and receives payments.
B. Enters participation information into computer database.
C. Develops and leads activities.
D. Maintains safe activity environment by using appropriate risk management,
preventive maintenance, cleaning, and storage.
E. Prepares rooms, equipment, and supplies prior to each activity, and cleans up after
each activity.
F. Calls to remind participants of appointments,trips, classes, etc
G. Assists with scheduling and supervising volunteers
H. Attends staff in-services/meetings, and educational seminars as requested.
I. Assists older adults with computers.
2. Assists Senior Citizen Coordinator in office activities.
A. Answers telephone and greets public in a courteous and friendly manner.
B. Refers participants/citizens to appropriate individual for services or programs.
C. Assists with documentation to maintain accurate records.
D. Establishes and maintains effective working relationships within the activity
department and other departments of the facility. Cooperates with other
departments in meeting the needs of the participants.
E. Follows established chain of command concerning department and facility business.
F. Orders,inventories and maintains program and office supplies
G. Assists with preparation of invoices.
H. Process incoming and outgoing mail.
3. Assists Senior Citizen Coordinator in communications activities.
A. Assists with development of the monthly calendar including providing creative input,
ideas, and suggestions for programs and volunteer recruitment.
B. Assists with media correspondence,mailings, newsletters,bulletin boards, and
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displays.
C. Assists with miscellaneous clerical projects.
4. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
Required Knowledge, Skills, and Abilities
❑ Knowledge of the practical application of activity skills such as crafts, creative expression,
music and group leadership.
❑ Skill in developing,promoting and managing senior programs that attract participants and
contribute to their well-being.
❑ Skill in both oral and written communication with functional literacy in English.
❑ Skill in interpersonal communication including group dynamics and teamwork.
• Ability to organize activities.
• Ability to work both independently and with supervision.
• Ability to use various office/business equipment.
• Ability to relate to older adults.
• Ability to motivate people.
• Ability to maintain a cheerful,positive attitude.
❑ Genuine liking and respect for the elderly and physically and mentally challenged.
Minimum Qualifications
❑ High school diploma or equivalent.
❑ Two years working with the senior population in either a volunteer or paid capacity.
❑ Current CPR and First Aid Certificates.
❑ Current driver's license.
Preferred Qualifications
❑ Completion of Activity Training Course.
❑ Previous experience working with senior citizens.
❑ Demonstrated experience using Windows software and performing data entry.
❑ Associate Arts degree in related field.
This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
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