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4.7 SR 04-18-2022 Request for Action To Item Number Mayor and City Council 4.7 Agenda Section Meeting Date Prepared by Consent April 18, 2022 Cal Portner, City Administrator Item Description Reviewed by Organizational Chart Update and Approve Job Lauren Wipper, Human Resources Manager Descriptions Reviewed by Action Requested Approve, by motion, updates to the city organizational charts and the job descriptions Community Development Director and Environmental Services and Special Projects Director Background/Discussion With the resignation of the environmental coordinator, an evaluation of the community development department was completed to identify opportunities to streamline the department and maximize staff member skills. The current community development director has seven years’ experience working with a watershed district and a conservation district. She also holds a Project Management Professional Certification and has completed the MIT Sloan School of Management Executive Program of Corporate Strategy. I am comfortable she will easily fulfill the environmental services role, continue to maintain the management of the employee safety program, and manage more special projects as she has successfully done with the Rolling Hills SSTS, Broadband Expansion, and CitizenServe Software Migration. The Planning Manager has demonstrated his proficiency in personnel management/leadership and community development and is well equipped to broaden his role with the department and the city leadership team. Over the next few months, we will monitor the planning load and, if necessary, discuss with the Council the addition of an entry level planner. Financial Impact The promotion to community development director includes a pay increase to the director-level wage grade. The elimination of the environmental services coordinator position and upcoming successions in the building safety division through two retirements will fund the director promotion and a planner position if deemed necessary. Mission/Policy/Goal Elk River Mission – meet changing needs Attachments  Updated Organizational Charts  Community Development Director Job Description  Environmental Services and Special Services Director The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 City ManagerERMU General Projects DirectorServices & Special Environmental DirectorPublic Works DirectorDevelopment Economic DirectorRecreation Parks and DirectorDevelopment Community City ClerkFire ChiefPolice ChiefFinance DirectorAdministrator Senior Management Team City AdministratorProjects DirectorServices & Special Environmental SpecialistDevelopment Economic DirectorDevelopment Economic HR AssistantHR TechnicianHR ManagerDeputy ClerkReceptionistSecretary / Records ClerkCoordinatorCommunications Senior CoordinatorCommunications SpecialistMultimedia SpecialistSenior Multimedia City Clerk(6)DirectorsDepartment Administration Finance DirectorAccounting ClerkPayrollAccountantFinance DirectorAssistant Store Clerks(2)Store Manager ManagerOperations Liquor AssistantIT Support SpecialistITIT Manager Finance DirectorAssistantAdministrative Senior OfficerEnforcement Code Planner/InternTechnicians (2)Permit Inspectors (2)Building Building OfficialSenior Planner Community Development Public Works ConsultantsEngineering Custodians (5)TechnicianBuilding AssistantMaintenance Building SupervisorMaintennce Building Engineering (5)Plant Operators Lead OperatorChief OperatorWaste Water (2 PT)Serivice Reps Customer Mechanics (3)Vehicle Services EmployeesSeasonal Maintenance EmployeesSeasonal Parks Parks ForemanSuperintendentParks & Streets Engineer 1Engineer Public Works Fire Chief / AssistantAdministrationDeputy Chief of ManagementEmergency ManagementDeputy Chief of FirefightersPaid On Call ManagerEmergency Fire Department DirectorAssistantAdministrative Senior Assistant (PT)Recreation EmployeesSeasonal Coordinator (3)Recreation AssociateService Customer CoordinatorRecreation Senior Supervisor (2)Assistant Facility ManagerMaintenance Facility SuperintendentFacility Multipurpose Parks and Recreation Police ChiefAssistantSenior Juvenile SergeantDetective Juvenile InvestigatorDrug Task Force Receptionist (2)Secretary / (2)Records Clerks SupervisorSuport Services Criminal AssistantInvestigativeSerg eantCaptainAdministrative TechnicianCSO / Evidence PT (2)Service Officers Community SergeantSpecial Services (20)Patrol Officers(4)Patrol Sergeants Police Department City of Elk River Community Development Director Position Description Department: Immediate Supervisor: Community Development City Administrator Pay Grade: FLSA Status: Last Updated: (date) 3E Exempt 4/2022 Positions Supervised: Senior Planner, Planner, Code Enforcement Officer, Building Official, Senior Administrative Assistant Position Summary The Community Development Director is responsible for the management, leadership, and oversight of the planning and building safety divisions. 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. Develops strategic initiatives to further the mission, goals and objectives of the City Council, Planning Commission, and Heritage Preservation Commission (HPC). 3. 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. 4. Monitors inter-governmental decisions and legislative initiatives affecting department operations and takes appropriate action. 5. Provides information and consultation to the City Administrator, ECC, HPC, City Council, Planning Commission, as well as county, state, and federal agencies. 6. 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. 7. Develops and administers the city's comprehensive plan. Page 1 A. Plans, directs, and presents the development/revision of Comprehensive Plan. B. Designs/develops or updates portions of the Comprehensive/master plan. C. Prepares projections and plans for land use, zoning, land subdivision, streets, schools, and parks. D. Reviews and approves planning staff evaluations of development plans and land use requests, variance, rezoning, and conditional use permits, ensuring compatibility and consistency with development goals/plans. E. Monitors law changes and recommends/drafts revisions to zoning and subdivision ordinances and city land-use regulations, plans, policies, and procedures. F. Coordinates long-range land-use planning, future zoning, and subdivision development with other jurisdictions. 8. Oversees the zoning and subdivision ordinance. A. Provides interpretation of zoning and subdivision ordinance. B. Regularly updates the zoning and subdivision ordinance. 9. Coordinates activities for Planning Commission and/or Board of Zoning Adjustments. A. Oversees and participates in preparation of agenda and agenda materials. B. Schedules meetings and notifies members of Planning Commission of upcoming meetings. C. Receives and responds to correspondence for Planning Commission and/or Board of Zoning Adjustments. D. Attends appropriate planning and planning-related meetings. 10. Reviews development plans/requests. A. Establishes and coordinates plan review/procedures and ensures preparation/development of proposals/recommendations for Planning Commission. B. Analyzes and reviews ordinance amendments, rezoning variances, conditional uses and platting requests, and submits to appropriate agencies or department. C. Analyzes and reviews capital improvement projects for compliance with the Comprehensive Plan. D. Coordinates preparation of development agreements and financial guarantees for development projects. 11. 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. Meets with developers, citizens, and neighborhood groups to explain a development plan and the plan's compatibility with overall plan and applicable regulations. C. Presents cases and reports on studies and plans to citizen groups, commissions, and Planning Commission. D. Establishes and maintains communication with other jurisdiction's interests. 12. Provides guidance and analysis for economic development incentive agreements. 13. Analyzes and implements intra-departmental programs and processes to ensure proper service delivery to the general public. Page 2 Community Development Director 14. 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. 15. 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 manage several projects at one time.  Ability to interpret and apply zoning ordinances, subdivision laws, and regulations.  Ability to understand and apply urban planning principles and practices.  Ability to establish and maintain effective working relationships with the City Council, Planning Commission, developers, residents and community groups, and other employees.  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 to a variety of groups.  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 use Microsoft based computer software.  Demonstrated leadership abilities. 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. Page 3 Community Development Director 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.  Certification through the American Institute of Certified Planners (AICP).  Grant application experience. 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 4 Community Development Director City of Elk River Environmental Services and Special Projects Director Position Description Department/Division: Immediate Supervisor: Administration City Administrator Pay Grade: FLSA Status: Last Updated: (date) 3E Exempt 4/2022 Positions Supervised: N/A Position Summary The Environmental Services and Special Projects Director provides assistance and reports to the City Administrator on environmental-related issues and projects delegated by the Administrator. The primary responsibility is to maintain and improve the quality of the environment as it relates to the health, safety, and welfare of Elk River residents. This position performs work to ensure compliance with federal, state, and local regulations, oversight of code violations, and works to meet city sustainability goals. The Director is also responsible for the city employee safety program. Essential Functions 1. Coordinates the city’s Energy City and Sustainability efforts. A. Manages the Energy City Commission quarterly meetings and minutes. B. Participates in advancing the GreenStep Cities program. C. Coordinates and presents at Energy City tours at Energy City demonstration sites. D. Coordinates community sustainability partnerships as approved. 2. Coordinates 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 in the development of landfill abatement programs. C. Maintains timely and accurate records of all program activities. D. Responds to general inquiries and complaints regarding recycling and solid waste. E. Develops and disseminates public information, education materials and programs for landfill abatement including recycling education programs in schools and for the public. 3. Responsible to oversee activity associated with environmental ordinances including Shoreland, Floodplain, Wild and Scenic River, Wetlands, Mineral Excavation and others as directed. A. Assists in the preparation of ordinances to regulate environmental issues. B. Provides technical assistance for city programs including drafting 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 environmental programs and accomplish division goals and objectives D. Assists with environmental permits such as gravel mining licenses, Elk River Landfill, GRE’s RDF plant power station. Page 1 4. Performs public outreach activities. Prepares, participates in, and assists with educational programs, presentations, promotions, demonstrations, press releases, newsletter articles, social media, and the city website. 5. 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. 6. Performs other general environmental and safety activities. 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, and coordinates water quality testing. D. Prepares or assists with preparation of various reports and plans within required deadlines. 7. Performs and completes Special Projects as assigned by the city administrator A. Provides research as needed and makes recommendations. B. Completes analysis and documents concise executive summaries. C. Manages projects to successful outcomes. D. Successfully collaborates and coordinates with other city department and division personel. 8. 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. D. Grant and partnership applications. Required Knowledge, Skills, and Abilities  Knowledge of local, state, and national environmental laws.  Ability to think in a creative and strategic manner in order to develop alternative program proposals designed to achieve results consistent with community goals.  Knowledge of the strategic planning process,  Knowledge of planning theory and practice.  Skilled in effective negotiation.  Skilled in making presentations to a variety of audiences.  Skilled in analyzing, preparing, and presenting technical and statistical information.  Skilled in preparing and managing multiple work programs in an efficient and productive manner.  Skilled in effectively communicating city policies and procedures to other public agencies and the general public both orally and in writing.  Ability to establish and maintain effective working relationships with city staff and the public.  Ability to effectively review and analyze various applications and permits.  Demonstrated ability to work independently and assume responsibilities with minimal direct supervision.  Ability to effectively interpret zoning ordinance requirements.  Ability to navigate project areas and natural terrain to complete essential duties.  Ability to efficiently process proposals and to ensure the completeness and accuracy of Page 2 Environmental Services and Special Project Director recommendations made to the developers, the Planning Commission, and the City Council.  Ability to communicate effectively both orally and in writing to a variety of groups. Minimum Qualifications  Bachelor’s degree in an environmental or planning discipline, public administration, or project management.  Seven years governmental or professional experience in an environmental field.  Presentation and public speaking experience to varied audiences.  Certified Wetland Delineator and Solid Waste Landfill Type II Certification, or the ability to obtain both within one year of hire.  Valid Minnesota driver’s license and good driving record. Preferred Qualifications  Experience working with electrical utilities, power plants, or other energy-related work.  Experience working on climate change and/or resiliency projects.  Experience working with the Wetland Conservation Act and/or Floodplain Management.  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 3 Environmental Services and Special Project Director