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4.4. SR 03-15-2004River MEMORANDUM TO: FROM: Mayor and City Council Michele McPherso ,~Director of Planning DATE: March 15, 2004 SUBJECT: Park and Recreation Update Item # 4.4. Attachments Park and Recreation Director Job Description · Draft 2004 Organizational Chart · Final Floor Plan, Lions Park Center · Demolition Plan · Floor & Reflected Ceiling Plan The Commission, at its March meeting, reviewed park dedication requirements for a concept plan for a residential development on the Becker property, the commercial plat for the Menards expansion, and the residential development of Woodland Hills. The Commission also met with representatives from Bonestroo and Associates to review the Natural Resources Inventory workplan. An informational public open house has been schedule for May 13, 2004 at Lions Park Center. The open house will allow the public to learn more about the project in an informal setting. The Commission also reviewed the Park and Recreation Director job description and Lions Park Center remodeling plans. Park and Recreation Director Job Description During the 2004 budget discussions, the City Council agreed that a Park and Recreation Director should be hired in mid 2004. The Commission has assisted in the drafting of the attached job description, which has been reviewed by the Personnel Committee. The Personnel Committee's wage recommendation follows later in the agenda. The schedule for hiring is as follows: Memo to the City Council Park and Recreation Update March I S, 2004 Page 2 · March 15 - Council approves the Job Description and pay grade, and authorizes advertisement for hiring. 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 Minnesota Cities' website, as well as on the National Park and Recreation Association's website. · April 16 - Applications are due to be returned to the City by no later than 4:30 p.m. · April 19 - 30 - Applications reviewed and those to be interviewed selected. · May 3 - 7 - First interviews · May 10, 11, or 25- 28- Second interviews and offer of employment made · June 7 - Council approves hiring selected candidate July 6 or 12 - Tentative start dates, pending applicant's existing job situation and termination requirements As with similar positions, we anticipate using two Councilpersons and two Commission members through the interview process. Commissioners Kuester and Paige have been selected to serve on the interview committee. The City Council is asked to select two members to serve on the committee. 1. Approve the attached job description, with or without changes. 2. Authorize advertisement for hiring. 3. Select two Councilmembers to serve on the interview committee. Lions Park Center Remodeling It has been thought that the new Park and Recreation Director would be housed at Lions Park Center where the recreation staff is currently located. In addition to supervising the recreation staff, organizational changes are occurring, which includes the Director supervising the Park Foreman, Ice Arena Manager, and Senior Coordinator. In order to accommodate the Director and the additional staff (not including the Ice Arena Manager who will maintain an office at the arena), Lions Park Center needs to be remodeled. The following changes are proposed: S:\PLANNINGMVIichele McPherson\PARKNREC\Council Updates\03 15 04 P & R Update.doc Memo to the City Council Park and Recreation Update March I$, 2004 Page 3 1. The existing serving kitchen will have its windows filled in and eliminated. This area will be converted to storage for program materials and equipment that are currently stored in the room adjacent to the offices. The rear bathrooms closest to the shelter will be demolished, the fbcmres and partitions removed, the plumbing abandoned, the floor patched, tiled and the walls insulated and sheet rocked. The combined bathrooms will be ntilized as a break and conference room. The wall between the large storage room and existing offices will be removed, a new office will be created for Michele Bergh, and the space between the Director's office and Michele's office will be utilized for cubicle. These changes are illustrated on the attached drawings. These changes were presented to the Lions Club at their meeting of March 2, 2004. There were no voiced objections to the proposed changes. In addition to the demolition and remodeling work that needs to occur in Lions Park Center, there will be additional computers, phones, and cabling. The total cost for these items plus the demolition and remodeling work has been estimated, with the assistance of appropriate contractors, to be approximately $50,000. As the addition of the Director is to the further development of the Park and Recreation Department and the City's park system, staff recommended to the Park and Recreation Commission that the Park Dedication Fund be used as the funding source. The Commission, after much discussion, did finally vote unanimously to recommend to the City Council that $50,000 be spent from Park Dedication to complete the changes to Lions Park Center. They wanted the Council to know, however, that they felt that another funding source should be used, since they did not find this expenditure appropriate as they felt they could find a better project to spend their money on. They even suggested that the Director be housed at City Hall. If the Director is to be housed at City Hall, the staff to be supervised should also be relocated to the same, as it would be difficult to manage and evaluate staff if they are not in the same building as the supervisor. 1. Approve the expenditure for remodeling Lions Park Center. Skate Park Equipment Bids for the skate park equipment will be opened at 10:00 a.m. on Monday, March 15, 2004. A memo and recommendation to award the bid will be presented at the meeting. S:\PLANNINGUVlichele McPhersonkPARKNREC\Council Updates\03 15 04 P & R Update.doc City of Elk River Park and Recreation Director River Position Description Department: Immediate Supervisor: Park and Recreation City Administrator Pay Grade: FLSA Status: [ Last Updated: (date) Exempt ] March 8, 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 c~ualit~ park facilities, recreation [~ro~rams and [3ark maintenance. Essential Functions o Develops park system and facilities. A. Directs the development of parks and recreation programs and facilities for all the citizens of the community, which will meet their needs, and provide the opportunity for constructive use of leisure time. B. Formulates short and long-range strategies for and oversees the acquisition and development of land for parks and the 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) for consistency with the Master Park Plan and identifies and negotiates for parks and trails dedication as part of the development process. Oversees the maintenance of the park system and facilities. A. Establishes standards for maintenance based on adopted budget and utilizes the most current methods, including environmentally sensitive alternatives. B. Supervises the maintenance of parks and recreational facilities. Oversees recreation programming. A. Coordinates the planning of City recreational programs that include parmerships 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 for changes as the need arises. C. Oversees scheduling and use of park facilities; works with the School District for the maximum utilization of facilities and resources. Coordinates Park & Recreation Commission activities. 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 Page 1 evening hours. 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. Oversees 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 utili?ations 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. 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. Delegates work, schedules employees and coordinates volunteers, athletic associations, or civic groups for park system maintenance or programming purposes. C. Assesses and manages employee performance, and disciplines employees when necessary; performs timely annual performance reviews of all employees supervised. Performs 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. 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, 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, Page 2 Park and Rec Dir Pos Des 3 08 04 construction and maintenance and informs City staff, Park and Recreation Commission, and City Council of such concepts in a timely fashion. 9. 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 [] Ability to communicate effectively, 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 organize 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- jurisdictional matters fairly. [] Knowledge of design and landscaping prindples 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 Minnesota 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 more than five years 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 Dir Pos Des 3 08 04 Park and Recreation Department Organizational Chart New Position Director 1 Planner, Planning Department -- Senior Center I Existing Position Existing Position Ice Arena Senior Manager Coordinator I Existing Positions Staff (9-12) Existing Position PT Senior Programmer I NemseI~UcrtUetrea~Siti°nI Existing Position Customer Service (2 PT) i ~ 20 hrs, 1 ~ 24 hfs Recreation I Existing Position Recreation Manager I Existing Position Assistant - Recreation Marketing Park Maintenance & Construction Existing Position Assistant - Facilities & Special Events Existing Position Park Foreman Existing Position Maintenance II (3) Existing Positions Seasonal (7) Existing Positions Seasonal (40) VESTIBULE LIONS ~r--I r- Ofr~CL Di h:r-,_, ~0,, ,'OPEN ~ OFFICE KITCHEN STORAGE 1 [ ri S~D OPFICE PLAN 0 ~ 0 r ' ; i~] ~ i i ' :?l~-~,,in .:.c.~; t k ...... =,=-fi { ~ DEMOLITION NOTES -- (. ' ..... .r- ' - I [("T) REMOVE CMU WALL i I I [(,~ RD4OVE SERVIHG D0ORS. BOJNTFDC & TRIM ,ll ,/," ': I ] [1~i~ II , FO E~;l~ '~ [~ LIGHTsREUOVE ALL L~GHTS, COND{JIF, WIRING, ETC. aSSOGAFED WiTH bL~ ¢~J' ~/ ~ RELOCATE E~ ¢C PHONE AND CABLE CONNECiIODtS SNTO ' ........... ='fid BREAK ! BRE~/CONF (SEE NOTE ~16 ON SHE~ A2) ' ~ ' =,,, q T, N C~ --~0~' '~ / x ~, ' ~ I ~ SHE~ A2) r~I '--~ ~ , ~) RELOCATE THER~0STAT ~N BRF~K/CONF [LX~, NO ~) REMOVE WALL (MAINTAIN CYP BD SOFFIT 4" BELOW EXIStiNG ~ 'T ~ STORAGE ACT-~EILING. 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