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4.3. SR 08-06-2018 EOty1� ,.,�� Request for Action River To Item Number Mayor and City Council 4.3 Agenda Section Meeting Date Prepared by Consent August 6, 2018 Cal Portner, City Administrator Item Description Reviewed by Public Works/Community Development Lauren Wipper, HR Manager Reorganization Reviewed by Action Requested Approve,by motion, the following: ■ Staff reorganization implementing a public works and community development department and requisite director positions. ■ Interim pay for Justin Femrite retroactive to June 18, 2018. Background/Discussion Upon the resignation of Chief Cunningham we took the opportunity to reassess the organization of divisions under his purview to ensure we are making the best use of available resources. The city administrator made interim changes to ensure supervisory span of control and the City Council further discussed the proposed changes at their July 16, 2018, meeting. The new structure creates a community development director position and moves the current community operations and development director into this position. This position will oversee the building safety, planning, and environmental divisions as well as serve as the city's safety coordinator. The plan also creates a public works director/chief engineer position and moves the current city engineer into that position. This position will oversee the engineering, stormwater, street and park maintenance, and wastewater divisions. Additional changes will be brought forward during the annual budget meeting to accommodate some of the city engineer tasks and the Highway 169 project. The fire chief would no longer serve as the safety coordinator nor oversee the building safety division. The code enforcement officer position would move under the planning manager. Justin Femrite has been acting public works director since the reorganization was introduced on Friday, June 15, 2018. Usual compensation for acting or interim assignments is 10% over current pay. As this was overlooked at that time, staff is requesting a retroactive pay adjustment to Monday,June 18, 2018. Financial Impact Approximately$5,000 for 2018 for the change from City Engineer to Public Works Director/Chief Engineer. This includes the retroactive pay which is consistent with our past practice. The Elk River Vision A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By service, and community engagement that encourages and inspires prosperity INAMIRE1 Attachments ■ Organization Chart ■ Public Works Director Position Description ■ Community Development Director Position Description City [Administrator J Police Department Parks&Recreation Administrative Finance Economic Department Services Department Development Fire Community Department Development Public Works Emergency Buiding Safety Street & Park Management Maintenance Fire Services Employee Engineering Safety Planning L Wastewater ,J Environmental City of City of Elk River Public Works Director/Chief Engineer River Position Description Department: Immediate Supervisor: Public Works City Administrator Pay Grade: FLSA Status: Last Updated: (date) 2E Exempt 7/2018 Positions Supervised: Engineering Technician II, Stormwater Coordinator,Wastewater Chief Operator, Street and Park Superintendent Position Summary The Public Works Director/Chief Engineer is responsible for the administrative and professional work planning activities of the City's engineering,wastewater, stormwater and maintenance divisions. Provides the direction for long term planning, design, construction,inspection and maintenance of public drainage, sanitary sewer,park, trail and roadway systems in the City. Helps develop the department's long term vision and participates at all levels of government to assure the department's ability to be run efficiently and effectively. Essential Functions 1. Provides professional direction for the management of all divisions within the department. A. Assists with updates to the Comprehensive Plan,Transportation Plan, Land Use Plan, and City Code. B. Directs the preparation of plans for the transportation program including design reports, environmental impact statements, traffic reports, and construction plans. C. Oversees the engineering division to ensure inspection of all construction items and work progress,budget impacts, changing priorities,problems,hazards and material and equipment needs. D. Develops,prepares and recommends sound comprehensive budget programs covering all divisions of the department. Reviews and controls expenditures in line with budgets as projected. E. Represents the city in working with outside agencies including,but not limited to, Minnesota Department of Transportation, Sherburne County Public Works Department,Pollution Control Agency, Department of Natural Resources, and Minnesota Department of Health. F. Manages highway maintenance agreements (MnDOT and Sherburne County) G. Advises the Administrator and City Council on all engineering and public works related issues and provides staff support to commissions. H. Acts as a liaison with industrial sewer users. I. Arranges public works assistance to other City departments and offices. J. Remains up-to-date on all specifications,regulations, codes, construction practices and generally accepted engineering standards. K. Coordinates and oversees application of all local, state, and federal ordinances, codes, rules and regulations and ensures all reporting requirements are met. L. Facilitates and negotiates contracts and agreements with vendors and consultants for the benefit of the City. M. Ensures interdepartmental/interdivisional cooperation on projects. Page 1 2. Directs and supervises department operations to achieve goals within available resources. A. Assists managers in working through employee conflicts,work plans, and reviews. B. Identifies opportunities for department wide and individual staff training. C. Works with Managers to assure proper training of department staff. D. Provides timely annual performance reviews of all employees supervised. 3. Direct and supervise department budgets to achieve goals within available resources. A. Studies and standardizes procedures to improve efficiency and effectiveness of operations in all divisions. B. Monitors work assignments and makes recommendations on staffing levels and appropriateness of positions. C. Develops items for and recommends changes to Capital Improvement Plan items. D. Monitors revenues and expenditures to assure sound fiscal control. E. Ensures effective and efficient use of budgeted funds,personnel, materials, facilities, and time. 4. Serves as the City Engineer,including all duties and statutory obligations,in the absence of a City Engineer. 5. Participates as a member of the City Administrator's management team by providing information and support to other departments on a broad range of issues. 6. Attends city council meetings,when items pertaining to the department require, meetings with other governmental agencies,public groups and legislature. 7. 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 ❑ Thorough applied knowledge of engineering and maintenance principles,practices, and methods as applicable to a municipal setting. ❑ Thorough applied knowledge of policies,laws, and regulations affecting department activities. ❑ Thorough knowledge of public financing techniques for infrastructure including grants, loans, state and federal aids. ❑ Knowledge of building construction principles and concepts. ❑ Ability to negotiate effectively. ❑ Ability to think in a creative and strategic manner in order to develop alternative program proposals designed to achieve results consistent with community goals. ❑ Ability to communicate effectively orally and to write clearly, concisely, and legibly. ❑ Ability to make presentations to a variety of audiences. ❑ Ability to analyze technical and statistical information and to prepare and present technical oral and written reports. ❑ Ability to prepare written grant applications and administer grants. ❑ Ability to maintain effective working relationships. ❑ Ability to use Microsoft based computer software. ❑ Demonstrated leadership abilities. ❑ Ability to move about on construction and project sites and under adverse field conditions. Page 2 A.3 at2 pw chief engineer position desc.docx Minimum Qualifications ❑ Bachelor's degree in civil engineering from an accredited college or university. ❑ Seven years government project management experience of a progressively responsible nature. ❑ Five years supervisory experience. ❑ Registered Professional Engineer in the state of Minnesota or registered Professional Engineer in another state and eligible to be registered in Minnesota within six months of hire. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Additional government engineering experience. ❑ Master's 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. Page 3 A.3 at2 pw chief engineer position desc.docx City City of Elk River Elofk Community Development Director River Position Description Department: Immediate Supervisor: Community Development City Administrator Pay Grade: FLSA Status: Last Updated: (date) 2E Exempt 7/2018 Positions Supervised: Environmental Coordinator,Planning Manager,Building Official, Fire Prevention Specialist Position Summary The Community Development Director is responsible for the management,leadership, and oversight of the planning,building safety, and environmental divisions. Serves as the city's Safety Coordinator. Essential Functions 1. Directs and supervises department operations to achieve goals within available resources. A. Trains, develops, and motivates staff. B. Performs timely annual performance reviews of all employees supervised. C. Evaluates employee performance on a formal and informal basis and creates job performance improvement plans as appropriate. D. Assists in selecting training to develop staff. E. Studies and standardizes procedures to improve efficiency and effectiveness of operations. F. Delegates work assignments. 2. Directs the city's employee safety programs. A. Ensures all safety training is provided and completed when required. B. Leads the safety committee meetings and activities. C. Enforces safety policies and procedures. D. Recommends safety policies. E. Recommends safety equipment and supply purchases. 3. Develops strategic initiatives to further the mission,goals and objectives of the City Council, Planning Commission, Energy City Commission (ECC) and Heritage Preservation Commission (HPC). 4. Provides leadership and direction in the development of Community Development related short and long range plans and projects. A. Gathers,interprets, and prepares data for studies,reports, and recommendations. B. Coordinates department activities with other departments and agencies as needed. 5. Monitors inter-governmental decisions and legislative initiatives affecting department operations and takes appropriate action. Page 1 6. Provides information and consultation to the City Administrator, ECC, HPC, City Council, Planning Commission, as well as county, state, and federal agencies. 7. Participates as a member of the City Administrator's management team by providing information and support to other departments on a broad range of issues. 8. Implements the City's comprehensive planning process objectives. 9. Provides guidance, analysis, and departmental approval on community development incentive agreements. 10. Analyzes and implements intra-departmental programs and processes to ensure proper service delivery to the general public. 11. Prepares, submits, and administers annual departmental budget including the controls necessary to ensure budgetary compliance. A. Responsible for staff support to monitor revenues and expenditures to assure sound fiscal control. B. Assures effective and efficient use of budgeted funds,personnel, materials, facilities, and time. 12. 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 community development,redevelopment,planning, zoning, and urban land use principles,land use law,best practices, and trends. ❑ Knowledge of the strategic planning process, code enforcement,building inspection, environmental health, and budget development and administration. ❑ Knowledge of engineering and building construction principles and concepts. ❑ Knowledge of geographic information systems and how to use them in the operation of a community development department. ❑ Knowledge of landscape architecture and traffic engineering. ❑ Knowledge of the principles and practices of civil engineering as they relate to planning and subdivision design and control. ❑ Ability to negotiate effectively. ❑ Ability to supervise a complex set of department functions. ❑ Ability to think in a creative and strategic manner in order to develop alternative program proposals designed to achieve results consistent with community goals. ❑ Ability to communicate effectively both orally and in writing. ❑ Ability to make presentations to a variety of audiences. ❑ Ability to analyze technical and statistical information and to prepare and present technical oral and written reports. ❑ Ability to prepare written grant applications. ❑ Ability to maintain effective working relationships. ❑ Ability to use Microsoft based computer software. ❑ Demonstrated leadership abilities. Page 2 Community Development Director Minimum Qualifications ❑ Bachelor's degree in public administration,urban studies,land use planning or closely related field. ❑ Five years supervisory experience. ❑ Seven years extensive experience of a progressively responsible nature in planning,building code, or general community development/operations activities. ❑ Experience as a department or division head for a community of 15,000 or larger. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Master's degree in urban studies,public administration, or closely related field. ❑ Supervisory experience in public administration, community development, or closely related management position. 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 3 Community Development Director