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9.1. SR 10-21-2013 City of Elk=' Request for Action River To Item Number Mayor and City Council 9.1 Agenda Section Meeting Date Prepared by Work Session October 21, 2013 Jeremy Barnhart, CODD Deputy Director Item Description Reviewed by Community Operations and Development Staffing Suzanne Fischer,Director, CODD Reviewed by Cal Portner, City Administrator Action Requested • Review and discuss job descriptions and service levels. • Provide staff direction. Background/Discussion At the October 7 workshop, staff presented a plan to address needs in the Community Operations and Development Department, specifically planning, environmental, and economic development. This plan included creating a new planner position,modifying the existing environmental technician position,and reallocating work responsibilities within the division. The reallocation and the hires are proposed to retain the programs and services currently offered by the division; no new or expanded services are proposed at this time. The existing job descriptions have been reviewed, revised to address service needs,and compared to similar positions among peer cities. The positions were evaluated per our Council-approved Compensation and Classification Plan for pay grade and salary range. For the 2014 budget, staff had proposed reallocating environmental administrator responsibilities to maximize experience and skills, especially regarding the Storm Water Program. With the recent departure of the incumbent as well as the assistant economic development director, staff has taken advantage of the opportunity to reassess environmental division and CODD needs. The result will more closely resemble the 2013 budget allocations with an improved supervisory structure and outcome oversight. If the Council concurs with the staffing proposal, the job descriptions will be placed on the November 4, 2013, Consent Agenda for approval, the 2014 budgets will be adjusted to account for the work allocation changes, and staff will begin the hiring process to fill the positions. Financial Impact The 2014 General Fund Budget,as proposed,will need to be adjusted to account for additional costs. For 2013, the approved budget has funding available. Attachments • Planner I Job Description • Environmental Technician Job Description • Cost Breakdown P a w E A E U s r NaA f RE] City of Elk River City OPlanner w River MO-1 Position Description Department/Division: Immediate Supervisor: Community Operations and Deputy Director, CODD Development/Planning Pay Grade: FLSA Status: Last Updated: (date) TBD Exempt 10/2013 Positions Supervised: N/A Position Summary The Planner I assists in the review of development proposals,provides information to callers about planning and zoning matters, assists in research and analysis of the comprehensive plan and other plans,provides design ideas for development projects, and conducts special studies. Essential Functions 1. Assists in coordinating activities within the Planning Division. A. Prepares agenda materials; schedules meetings; and notifies members of other departments and commissions of upcoming meetings. B. Receives and responds to correspondence for planning commissions, or board of zoning adjustments. 4. Assists in review of development plans/requests. A. Coordinates plan review procedures, and ensures preparation/development of proposals/recommendations for Planning Commission and City Council. B. Analyzes and reviews ordinance amendments,rezoning,variance, conditional use, and platting requests, and submits to appropriate agency or department. 5. Provides and obtains planning advice and/or information. A. Responds to questions from citizens, civic groups, etc., on interpretation of overall plans, city projects, or ordinances. B. Assists Deputy Director by meeting with developers, citizens, and neighborhood groups to explain a development plan and the plan's compatibility with overall plan and applicable zoning/subdivision regulations. C. Presents cases and reports on studies and plans to citizen groups, commissions, and governing board. D. Assists in maintaining a current zoning ordinance by preparing various ordinance amendments for review by the planning commission and council. 6. Performs communication activities. A. Composes documents and edits written material. B. Writes routine correspondence and reports. C. Delivers presentations to various internal and external groups to provide information, and/or request approval. D. Receives and responds to requests for information and complaints Page 1 7. Performs various planning administrative duties. A. Assists in developing/administering comprehensive plan. B. Assists in various research and studies. C. Performs CUP and site plan inspections and enforcement. 8. 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 principles,practices, and techniques site planning. ❑ General knowledge of engineering principles. ❑ Skill to communicate effectively, both orally and in writing, to a variety of groups. ❑ Skill to research and conduct studies related to park use,property uses, and market trends. ❑ Ability to interpret grading plans and surveys. ❑ Ability to conduct on-site field inspections ❑ Ability to read,interpret and apply zoning ordinances and subdivision laws and regulations. ❑ Ability to establish and maintain effective working relationships with council,planning commission, developers, residents and community groups, and other employees. ❑ Ability to review and update maps. ❑ Proficiency with computer programs;word processing, spreadsheets,presentation,and drafting/graphic software Minimum Qualifications ❑ Bachelor's Degree in Urban Planning,Landscape Architecture, or related field. ❑ One year experience in planning or related field. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Experience in landscape design and site planning in the municipal sector. 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. Page 2 x9.1 at1 Planner 1 posistion description final draft City of Elk River City of Ells Environmental Technician River Position Description Department/Division: Immediate Supervisor: Community Operations and Deputy Director, Community Operations and Development/Environmental Development Pay Grade: FLSA Status: Last Updated: (date) 7 Exempt 10/2013 Positions Supervised: N/A Position Summary The Environmental Technician provides assistance and reports to the Deputy Director on a variety of environmental-related issues. This position's primary responsibility is to maintain and improve the quality of the environment as it relates to the health, safety and welfare of the residents of Elk River. This position performs work to ensure compliance with the City ordinances and follows up on code violations. Essential Functions 1. Coordinates the city's recycling and solid waste programs. A. Manages the city's recycling program and organizes solid waste collection including annual hauler licenses, refuse franchise negotiations and disposal contracts. B. Assists with environmental permits such as gravel mining licenses, Elk River Landfill, NRG's RDF plant and GRE's power station. C. Assists in the development of new landfill abatement programs including business recycling, clean-up days, etc. D. Maintains timely and accurate records of all program activities. E. Responds to general inquiries and complaints regarding recycling and solid waste issues. F. Develops and disseminates public information, education materials and programs for landfill abatement including recycling education programs in schools and for the public. 2. Responsible to oversee activity associated with environmental ordinances including Shoreland, Floodplain,Wild and Scenic River,Mineral Excavation,Right of Way,Diseased Tree and others as directed. A. Assists in the preparation of ordinances to regulate environmental issues. B. Provides technical assistance for city programs including writing plans for tree and grass plantings,lakeshore buffers, nutrient management planning, and erosion control. C. Works cooperatively with state, federal and local agencies, boards and organizations to promote various environmental programs and accomplish division goals and objectives 3. Performs public outreach activities. A. Prepares,participates in, and assists with educational programs,presentations,promotions, demonstrations,press releases,newsletter articles, and the city's website. Page 1 4. Performs other general environmental and safety activities on behalf of the city. A. Assists in the initial investigation and enforcement of environmental violations such as illegal dumping, spills, etc. B. Serves as liaison to regulatory bodies and citizens on environmental issues as directed. C. Participates in the Water Quality Committee activities of the Lake Orono Improvement Association. D. Prepares or assists with preparation of various reports and plans within required deadlines. 5. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in technical and safety training as required. Required Knowledge, Skills, and Abilities ❑ Knowledge of local, state and national laws pertaining to municipal operations. ❑ Knowledge of local, state,and national environmental laws. ❑ Ability to understand planning theory and practice. ❑ Ability to effectively communicate city policies and procedures to other public agencies and the general public. ❑ Ability to express oneself clearly and concisely both orally and in writing. ❑ Ability to establish and maintain effective working relationships with city staff and the public. ❑ Ability to prepare and manage multiple work programs in an efficient and productive manner. ❑ Ability to effectively review and analyze various applications and permits. ❑ Ability to work independently and assume responsibilities with minimal direct supervision. ❑ Ability to effectively interpret zoning ordinance requirements. ❑ Ability to efficiently process proposals and to ensure the completeness and accuracy of recommendations made to the developers,the Planning Commission, and the City Council. Minimum Qualifications ❑ Bachelor's degree in an environmental discipline. ❑ Two years governmental or professional experience in an environmental field. ❑ Presentation and public speaking experience to varied audiences. ❑ Certified Professional in Erosion and Sediment Control (CPESC) Certification or the ability to obtain within one year. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Additional experience and relevant certifications. 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. Page 2 Environmental Technician General fund impact Budget 2013 Budget 2014 MW Planning intern $ 14,560.00 Planning intern $ 14,850.00 Environmental Tech $ 24,900.00 Environmental Admin** $ 17,061.95 Environmental Admin $ 29,272.95 Budget reduction $ 31,911.95 $ 68,732.95 Planner 1 $ 51,000.00 Proposed Environmental Technician $ 25,500.00 Planner 1 (assumes grade 7) $ 50,757.00 $ 76,500.00 Environmental Tech (assumes grade 7) $ 24,900.00 $ 75,657.00 **assumes 20%of 84,000 Does not factor unspent Eadmin, technician and intern funds. Environmental Division 2013 budget Env Admin Env Tech Environmental (20, 38%) $ 16,727.40 $ 19,712.50 Energy City(15, 8%) $ 12,545.55 $ 5,187.50 Landfill (25, 10%) $ 20,909.25 $ 17,637.50 Garbage (25, 34%) $ 20,909.25 $ 41150.00 Storm water management (15, 10%) $ 12,545.55 $ 51187.50 Total salary $ 83,637.00 $ 51,875.00 (Admin allocation, technician allocation, in percent)