4.7. SR 01-24-2000,ity of
River
MEMORANDUM
Item #4.7.
TO:
FROM:
DATE:
SUBJECT:
Mayor & City Council
Pat Klaers, City Administrator
January 24, 2000
Hiring Process for Director of Economic Development~
Director of Economic Development Paul Steinman has resigned from his
position and his last work day with the city is February 11, 2000. It is
important for the City Council to quickly decide on the selection process for the
next director of economic development. The selection process can take three to
four months at a minimum, so the quicker we decide on a process, the quicker
we will have Paul's replacement on board.
Prior to the City Council meeting on Monday, the EDA is holding a special
meeting to discuss this issue. It is important to receive EDA input on this
process as this organization works closely with the director of economic
development and funds over 50 percent of the expenses for economic
development activities. The balance, less than 50 percent, is funded by the
HRA and the City Council general fund budget.
There are basically two approaches to the selection process; one is to hire the
Brimeyer Group Executive Search firm and the other is to do the search
internally with city staff and a committee from members of the City Council,
HRA, and EDA. We have had good luck with the Brimeyer Group (Paul
Steinman, Michele McPherson, and Bryan Adams), but this firm, and any
professional executive search firm, is expensive. Hiring an outside firm does
not eliminate staff work or involvement, but it is greatly reduced, and this is
important when some of the key staff members are also being called upon to
pick up the extra work that needs to be distributed after Paul leaves the city
on February 11. Additionally, an executive search firm can make a
professional evaluation in matching the city's needs with the candidate's
qualifications and limit local politics in the first screening of the applicants. It
should also be noted that it took almost a year to find a director of planning
when staff headed the search and that, in this current "employee market," an
executive search firm can help sell Elk River as a desirable career opportunity.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
Jim Brimeyer would also negotiate the employment agreement under the
guidelines established by the city.
On a slightly different issue, if the EDA agrees with the staff recommendation
to appoint Marc Nevinski as acting director of economic development, then it is
recommended that the City Council formally approve this by motion.
Attachments
· Job Description
· Time Spent Profile - 1998 (before assistant was hired)
Recommendation
It is recommended that the City Council hire the Brimeyer Group for the
director of economic development search and that the city administrator is
directed to negotiate a fee for this service.
Approved:
Revised:
Position Title:
City of Elk River Position Analysis
Director of Economic Development
Department: Administration
Immediate Supervisor Title: City Administrator
FLSA Status: Exempt
Purpose: The Director of Economic Development supervises and coordinates economic development
planning activities for the City including, but not limited to, marketing, analysis of financial assistance
resources, and acting as a resource to commerce and industry developers. Serves as Executive Director
to the Economic Development Authority and Housing and Redevelopment Authority.
ESSENTIAL FUNCTIONS
1. Perform economic development administrative activities.
A. Assist in preparation, updating, and implementation of various economic development
plans.
B. Supervise and coordinate consultants involved in economic development activities.
C. Compose documents and miscellaneous written material.
D. Develop and monitor departmental budget.
Promote and maintain community/business contact.
A. Assist and advise businesses locating or expanding in the City.
B. Explain the requirements of the development code and facilitate the development review
process.
C. Work closely with the Finance, Planning, Zoning, and Building departments.
Perform data base management activities.
A. Maintain various promotional material and data base including inventory of properties
available for industrial and commercial development.
B. Prepare and provide information regarding land availability, markets, workforce availability,
taxes, transportation, utilities, and financing to City businesses.
Perform marketing and finance activities.
A. Work with economic development consultants in marketing and promotion of the
community to prospective businesses and encourage the expansion of existing businesses.
B. Work with the Finance Director to develop strategies for the allocation and delivery of City
financial assistance including tax increment financing, industrial revenue bonds, community
development block grants and applicable federal, state, and local programs for commercial,
industrial, housing projects, and the City's revolving loan fund.
Page 1
Perform staff liaison activities.
A. Provide staff liaison support to community development organizations including Economic
Development Commission, Housing and Redevelopment Authority, local development
corporations, Chamber of Commerce, and Economic Development Authority.
B. Develop strategies for working with appropriate commissions and task forces as needed.
Create/modify specific programs to be used in the marketing/attraction/retention of business such
as micro loan, housing rehabilitation, commercial rehabilitation, facade loan/grant, lease-
back and business incubator program.
Carry out responsibilities of being Executive Director of Economic Development Authority and
Housing and Redevelopment Authority including providing leadership/direction to these
commissions, and undertaking activities to accomplish the goals of these two commissions.
Provide leadership in formulating and undertaking plans and strategies to assure continued long
term economic growth in the community.
Interact with various business and community leaders to promote positive awareness of economic
development programs/issues/ideas. Provide education and build support for these
programs/issues/ideas.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of public and provide financing techniques for economic development.
Ability to use spreadsheet, word processing, and data base software proficiently.
Ability to effectively coordinate support from City staff and outside consultants to ensure
successful completion of economic development activities.
Ability to manage multiple projects and meet deadlines.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain effective working relationships with others.
Ability to work independently.
MINIMUM QUALIFICATIONS
Bachelor's degree in business administration, public administration, or related field with extensive course
work in economics, marketing, and finance. Five years experience in economic development with emphasis
on marketing and public/private financing.
PREFERRED QUALIFICATIONS
Master's degree in business administration, public administration, or related field with extensive course
work in economics, marketing, and finance. Five years experience in municipal government.
This d°cUment coat,inS infomati°n that maybe UPdated, reVised or °the~se Changed, at any I
iime~ acc6~ding t° ~ fi~ds °~the City °f Elk Riverl
: This Job/P°~ifi~n Desc~iPti°n D6es N°t C°nstitute a c°ntract °f EmPloYment, [
Page 2
Position Profile
Report Date:
ID #:
Name:
Job Title:
Department:
SECTION General Information
GEN1 Date Completed 06/25/98
GEN2
GEN3
GEN4
GEN5
GEN6
GEN7
GEN8
s/2s/98
9175-ADM
Steinman Paul T
Director of Economic Development
Economic Development
Name
Job Title
Jurisdiction
Department
Division
Supervisor's Name
Supervisor's Job Title
Stelnman Paul T
Director of Economic Development
City of Elk River
Economic Development
Administration
Pat Klaers
City Administrator
Position Profile
Report Date: 8/26/98
ID #: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content Percent Revised Percent
Time Time
SUB25 Monitor, Research, and Lobby Legislation 1.3 SUB25
TSK95 Monitor/determine/interpret content of legislative issues that may affect 0.9 TSK95
department/division/programs.
Testify before legislative committees. 0.1
Contact legislators and provide relevant information on legislative 0.2
issues.
SUB26 Draft Ordinances and Legal Documents 0.2 SUB26
TSK98 Draft ordinances, amendments to ordinances, resolutions, and charter 0.2 TSK98
provisions.
TSKg~ TSK96
TSK97 TSK97
SUB32 Review Development Plans/Requests 3.7 SUB32
TSK124 Analyze ,,nd review discretionary financing requests (tax- 3.7 TSK124
increment/tax exempt mortgage revenue) for compliance with
applicable regulations.
SUB33 Provide and Obtain Planning Advice and/or Information 4.6 SUB33
TSK125 Respond to questions from citizens, civic groups, etc., on interpretation 0.9 TSK125
of overall plans, city projects, or ordinances.
TSK126 Meet with developers, citizens, and neighborhood groups to explain a 0.9 TSK126
development plan and the plan's compatibility with overall plan and
applicable regulations.
TSK127 Present cases and reports on studies and plans to citizen groups, 1,8 TSK127
commissions, and governing board,
TSK128 Establish and maintain communication with other jurisdictions to 0.9 TSK128
communicate and coordinate plans and ensure they are aware of
jurisdiction's interests.
SUB36 Plan and Conduct Economic Growth/Development Functions 14.7 SUB36
TSK132 Develop long-range plans and work programs for economic 3.7 TSK132
development activities. (Department Head only)
TSK133 Plan, prepare, implement, and evaluate procedures for economic 3.7 TSK133
development programs.
Page 2
Position Profile
Report Date: 8/26/98
ID #: g175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content
Percent Revised Percent
Time Time
TSK134 Conduct feasibility studies, research industrial growth, and compile 3.7 TSK134
other data to assess business, commercial, and industrial development
potential.
TSK135 Identify contact and facilitate client needs for expansion or relocation. 3.7 TSK135
SUB37 Coordinate Redevelopment Projects 5.5 SUB37
TSK136 Formulate and implement strategies for redevelopment projects, and 1.8 TSK136
determine suitability of land and structures for redevelopment.
TSK137 Solicit and negotiate developer agreements. 1.8 TSK137
TSK138 Accept and process applications for redevelopment proposals. 1.8 TSK138
SUB39 Develop and Publicize for EDA and/or HRA Housing Programe 3.9 SUB39
TSK144 Develop and recommend policies and objectives for the Economic 3.7 TSK144
Development Authority (EDA) or Housing and Redevelopment Authority
(HRA), for example:
· Develop program schedules and identify resources for housing
programs.
· Evaluate need for and establish organizations to develop public
subsidized housing.
TSK145 Inform public of available housing programs (e.g., rental assistance, 0.2 TSK145
mortgage assistance, rehabilitation, energy assistance).
SUB40 Coordinate and Administer Funding Requests for Housing 0.3 SUB40
Programs
TSK147 Administer fund programs for housing authority (e.g., housing, small 0.2 TSK147
business), and prepare and provide reports to housing authority on
progress of programs.
TSK148 Interview and select participants for housing programs, and collect and 0.1 TSK148
verify client data and assist in processing applications.
SUB67 Malntaln Jurisdiction-Owned Property and Equipment 0.5 SUB67
TSK293 Plan and arrange for major modifications/physical change of 0.5 TSK293
facility/property equipment.
Lease Rental Property and Conduct Tenant Service Activities (e.g., 9.2
Facility Space, Grounds, Entire Building)
TSK296 Supervise and coordinate leasing activities. 3.7 TSK296
SUB68 SUB68
Page 3
Position Profile
Report Date: 8/26/98
ID #: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content Percent Revised Percent
Time Time
TSK297 Conduct activities associated with selecting/securing tenants and users 3.7 TSK297
(e.g., issue leases and renegotiate leases upon termination).
TSK298 Resolve tenant/user disputes. 0.9 TSK298
TSK299 Coordinate maintenance of rental property with tenants/users (e.g., 0.9 TSK299
snow removal, repairs).
SUB69 Acquire/Sell Property 10.3 SUB69
TSK300 Coordinate acquisition and selling of property. 7.3 TSK300
TSK301 Obtain appraisal of property to be purchased/sold. 0.2 TSK301
TSK304 Draft real estate documents (deeds, leases, easements). 1.8 TSK304
TSK305 Develop closing documents and attend closing of property. 0.9 TSK305
SUB74 Perform Recruitment, Staffing, or Placement Activities 0.1 SUB74
TSK330 Assist departments/divisions in selecting candidates. 0.1 TSK330
TSK377 TSK377
SUB84 Perform Records Management Activities 0.5 SUB84
TSK371 Oversee record retention schedule for own department/division in 0.5 TSK371
accordance with jurisdiction schedule and/or applicable legal
regulations (e.g., develop indexing, filing systems for
access/retrieval/retention of information).
SUB85 Record, Update, and File Information 0.7 SUB85
TSK374 Record and maintain forms/logs/lists. 0.2 TSK374
TSK375 Maintain project/program files. 0.5 TSK375
SUB86 Authorize/Release Information 0.2 SUB86
TSK376 Interpret laws, classify records, and authorize release of records as the 0.1 TSK376
responsible authority for data practices.
Authorize the release of information, ensuring request is consistent with 0.1
jurisdiction policies/procedures and Data Practices Act.
Page 4
Position Profile
Report Date: 8/26/98
ID #: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
Percent Revised Percent
SECTION Job Content ~mo ~mo
TSK985
TSK386
SUB87 Compose Documents and Edit Written Material 9.4 SUB87
TSK378 Write routine correspondence and reports (e.g., memos, minutes, 1.8 TSK378
Inquiries, status/activity reports).
TSK379 Draft ordinance revisions. 0.2 TSK379
TSK380 Draft minutes of governing board, commission, HRA, Port Authority, 0.1 TSK,.-.-.-.-.-.-.-.-.~O
and/or committee meetings.
TSK381 Draft resolutions. 0.5 TSK381
TSK382 Draft policies (e.g., personnel policies, utility shut-off policy). 0.9 TSK382
TSK383 Record, write, and consolidate/prepare meeting minutes. 0.1 TSK383
TSK384 Write informational/promotional materials (e.g,, newsletters, bulletins, 0.5 TSK384
press releases).
Write professional documentation (e.g., manuals, operating 0,9
instructions, service procedures).
Write narrative reports using material and information from multiple 1,8
sources.
Write speeches and presentations. 0.2
Write complex material (e.g., requests for proposal, specifications, bids, 0.9
justifications, recommendations, ordinances, codes, state and federal
reports).
TSK390 Write legal and/or public notices per established format. 0.2 TSK390
TSK391 Complete forms, surveys, and applications. 0.2 TSK391
TSK392 Edit typewritten material. 0.9 TSK392
SUB89 Type/~Nord Process Information 1.1 . SUB89
TSK395 Type/word process me..mos, correspondence, reports, minutes, 0.2 TSK395
statements, bills, etc., using microcomputer word processing package
(e.g., Word Star, Multi-Mate, Magic Wand, WordPerfect, Word).
Use complex word processing, spreadsheet, graphics, and database 0.5
package features.
Enter/store/retrieve data on the computer terminal. 0.5
TSK385
TSK386
TSK387
TSK387
TSK388
TSK388
TSK396
TSK397
TSK396
TSK397
Page 5
Position Profile
Report Date: 8/26/98
ID ~: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content Percent Revised Percent
Time Time
SUB92 Public Speaking/Presentations/Community Training 2.6 SUB92
TSK408 Deliver presentations to provide information, encourage, or direct the 0.9 TSK408
public's use of services, such as status reports, new
programs/services, department announcements, or procedural
changes.
TSK409 Provide information to the media, Including television, radio, and 0.5 TSK409
newspaper interviews.
TSK410 Deliver presentations to obtain approval from governing board or 0.9 TSK410
external agencies.
TSK411 Deliver presentations to obtain approval from managers, directors, or 0.1 TSK411
internal groups.
TSK412 Appear as a feature speaker at luncheons, seminars, radio or television 0.2 TSK412
programs, etc.
SUB93 Perform Routine Communications with Public 1.6 SUB93
TSK415 Provide routine information and assistance to the public, via telephone, 0.2 TSK415
mail, FAX, and in person.
TSK416 Schedule and/or conduct tours; for example 0.2 TSK416
· Schedule tours (e.g., city hall, police department, historical sites).
· Conduct tours (e.g., city hall, police department, historical sites,
community center).
TSK417 Resolve routine problems or complaints regarding services or 0.2 TSK417
programs by obtaining information on schedules, status, etc.
TSK418 Resolve complex problems or complaints regarding services or 0.5 TSK418
programs that require research, calculations and/or resolution of
discrepancies, etc.
TSK420 Refer problems and/or complaints to appropriate personnel. 0.2 TSK420
TSK421 Follow up with individual/groups to inform them of action taken on 0.2 TSK421
problems/complaints.
SUB95 Prepare Division/Department/Program Budget 1.6 SUB95
TSK424 Develop division/department/program data necessary for budget 0.5 TSK424
preparation, and monitor compliance with approved budget.
TSK425 Determine resource needs (e.g., human resources, material, space, 0.5 TSK425
capital outlays).
Page 6
Position Profile
Report Date: 8/26/98
ID #: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content Percent Revised Percent
Time Time
TSK426
TSK427
SUB96
TSK428
TSK429
TSK430
TSK426
TSK442
Budget expenses and/or revenues for projects or 0.5
division/department/programs (e.g., human resources, materials,
travel).
Assist others in preparing budgets, for example: 0.2
· Compile data and supportive materials.
· Prepare a portion of the budget.
· Present a portion of the budget for management or department head
approval.
Monitor and Control Unit (e.g., Department/Division) Budgets and 0.8
Expenses
Monitor or track project/departmental/divisional expenses, revenues, 0.5
and/or deviations from budget, for example:
· Resolve discrepancies as appropriate.
· Track capital equipment or general supplies.
Resolve expense discrepancies with responsible 0.1
organizations/vendors.
Analyze department/division expenses to determine cost- reduction 0.2
alternatives (i.e., modifying programs and services).
SUB97 Handle Payments (Checks, Cash) and/or Refunds 0.6 SUB97
TSK436 Post and code payments received to proper accounts/fund ledgers. 0.2 __ TSK436
TSK437 Prepare authorization for the release of moneys for the payment of fees 0.2 TSK437
and/or bills.
Collect past due rents, security deposits, fees, and other debts from 0.1
public, private, and government agencies (e.g., collection calls, written
notification).
TSK427
SUB96
TSK428
TSK429
TSK430
TSK442
Select a Vendor/Contractor/Consultant 5.5 SUB98
SUB98
TSK443
TSK447
TSK443
Identify and evaluate vendoJ/consultant products or services. 0.5
· Communicate with vendor/consultant to specify products/services to
meet needs.
· Conduct tests/studies on vendor products/services.
TSK444 Obtain and review bids, quotes, or proposals. 0.9 __ TSK444
TSK446 Recommend selection of vendors, consultants, or suppliers for 0.5 TSK446
materials or services.
Approve selection of vendors, consultants, or suppliers for materials or 0.5
services.
TSK447
Page 7
Position Profile
Report Date: 8/26/98
ID #: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content Percent Revised Percent
Time Time
TSK448 Purchase or requisition vendor products or services. 0.5 TSK448
TSK449 Negotiate contracts or agreements for products or services. 0.9 TSK449
TSK450 Monitor vendor/consultant activities, and act as liaison to vendors. 0.9 TSK450
TSK451 Select consultants to provide professional services, for example: 0.9 TSK451
· Draft requests for proposal (RFP) for professional services, and
review proposals to determine conformance to RFP.
· Select and recommend consultants to provide professional services.
Develop, Prepare, Negotiate and Monitor Proposals, Agreements, 6.0
and Contracts/Leases
Review and draft proposals, agreements, and contracts/leases, for 3.7
example:
* Draft terms/conditions and language for proposals, agreements, or
contracts using previously established guidelines (i.e.,
standard/model agreements).
· Review proposals, agreements, and contracts for form and legality.
Review pricing actions as well as guidelines and regulations to ensure 0.5
adherence to proposals, agreements, or contracts.
Negotiate and monitor proposals, agreements, and contracts/leases, 1.8
for example:
· Coordinate negotiations for proposals, agreements, contracts, and
fees.
· Monitor adherence to proposals, agreements, and contracts.
SUB99
TSK452
TSK453
TSK454
SUB99
TSK452
TSK453
TSK454
SUB101 Delegate Work and Schedule Employees 0.9 SUB101
TSK457 Assign tasks/projects or areas of responsibilities to employees and 0.9 TSK457
volunteers, and organize work loads and availability to meet
completion schedule.
SUB107
TSK489
Identify/Define Applications for Computer, Use Computer
Applications Packages, or Write Computer Programs
Develop applications, using spreadsheet, communications, graphics, or
data base manager packages such as Lotus 1-2- 3, dBase-fi, etc.
(e.g., develop spreadsheets for budgets).
0.9 SUB107
0.9 TSK489
Page 8
Position Profile
Report Date: 8/26/98
ID #: 9175-ADM
Name: Steinman Paul T
Job Title: Director of Economic Development
Department: Economic Development
SECTION Job Content
Percent Revised Percent
Time Time
SUB109 Plan, Coordinate, or Attend Meetings, Classes, or Seminars 1.6 SUB109
TSK495 Prepare for public hearings. 0.2 TSK495
TSK496 Plan and lead department/division/project meetings/task forces. 0.9 TSK496
TSK504 Participate in professional or trade associations. 0.5 TSK504
SUB112 Assist Department or Division Manager 1.8 SUB112
TSK514 Evaluate state and federal programs to determine feasibility for the 0.9 TSK514
jurisdiction.
Monitor activities of commissions, boards, and committees. 0.9
TSK516 TSK516
TSK523 TSK523
TSK524 TSK524
TSK525 TSK525
SUB114 Write-in Tasks 9.9 SUB114
TSK519 Establish & coordinate plans for downtown redevelopment. 0.9 TSK519
TSK520 Complete tax increment plans. 1.8 TSK520
TSK52.1 Negotiate, execute marketing agreements w/private property owners. 0.9 TSK521
TSK522 Review and process applications for loans from relocating or 1.8 TSK522
expanding businesses.
Manage, direct all activities of the Business Incubator, including 3.7
coordinating the budget, maintenance, cleaning, leasing,
documentation, rent collection, etc.
Coordinate business retention and expansion program. 0.5
coordinate advertising placement and design. 0.2
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