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7.2. SR 03-15-1993 . . ,\/ ITEM 7.2. TO: MAYOR AND CITY COUNCIL FROM: PATRICK KLAERS, CIJr ADMINISTRATOR MARCH 11, 1993 ~~ PLANNING POSITION DATE: SUBJECT: At the last City Council meeting, I was directed to prepare a job description for a City Planner position that would report to me. As discussed at the 3/8/93 meeting, the planning function would then be removed from the Building and Zoning Administrator's job description and the City Planner position would have a department head status. This direction from the City Council actually requires two job descriptions to be completed. One being a revised Building and Zoning Administrator job description and the other being a new job description for the City Planner position. (The Building and Zoning Administrator job description will be changed once the Planner description has been approved. However, even after the planning function is removed from Stephen's responsibility, everyone should feel confident that there is more than enough challenging work remaining for Stephen.) In an effort to prepare an appropriate job description for the City Planner position, I have contacted the cities of Anoka, Brooklyn Park, Chaska, and Chanhassen and have received job descriptions from those communities for positions that are similar to the City Planner position. After discussing the Elk River situation with the staff in each of the four communities, I have come to the understanding that the current title used for this type of position is "Planning Director." Certainly, the City Council can select any title it deems most appropriate. I have requested and received these sample job descriptions in an effort to make sure that all of the most appropriate duties are included within the City Planner or Planning Director job descriptipn. This information from other cities clearly demonstrates what we have talked about in the past which is that there is no perfect or model City organizational structure out there and that the duties within each community are divided, sliced, and cut up in the most effective manner possible tp meet the needs of that community. We in Elk River are doing similar activities by assigning duties to the most apprppriate position and individual. Attached for your review is a draft job description for a Planning Director position. If the new job description is acceptable to the City Council, then the City Council should formally establish the City Planner or Planning Director position and authorize the advertisement for this position. The City staff will return with a final job description by 4/5/93 after this material has been reviewed by our City Attorney/personnel division. I am not sure that the attached 720 Dodge Avenue N.W., Elk River, Minnesota 55330 (612) 441-7420 . . . draft job description is in the final form for approval by the City Council until some feedback is received from our City Attorney. This position is set up to report to me directly on City planning issues. However, this position must clearly coordinate activities very closely with Stephen in his role as Building and Zoning Administrator. Additionally, this position will have frequent and daily contact with Bill, Sandy, and Lori. We are still a very small operation in Elk River and there is not much in the way of planning activities that will be going on that will not be closely interrelated with some other departments. Regarding the pay for a Planning Director or City Planner position, it is believed that we will have to establish a pay range starting at $36,000 and ending at $45,000. This is almost exactly halfway between the Economic Development Coordinator position and two lowest paid Department Heads (Liquor Store Manager and Fire Chief). Based on the information from the Stanton Report on the pay of comparable positions in the metropolitan area and based on the benchmark comparable worth point rankings for a position of this nature, a $36,000 to $45,000 pay range seems appropriate. Even with the pay range of this level, it may very well be necessary to hire somewhere in the neighborhood of $40,000 to $42,000 as a starting wage. The City has in the past hired at mid-range or at the top of the range in order to get the most qualified applicant. PaYment at this level is an extra $10,000 to $12,000 over the pay in 1993 for the Zoning Assistant position. This paYment will not be a burden in 1993, but will have to be worked into the 1994 budget. . . . Adopted Date: Revised Date: Position Title -- Planning Director Department -- Planning/Community Development FLSA Status -- {x} Exempt { } Non-Exempt Summary Description Performs highly responsible and independent work related to the land use planning and development plan review where a strong understanding of planning concepts, principles, and techniques are required. Administers City land use controls and implementation of City Comprehensive Plan in a manner consistent with City policies. Serves as staff liaison to the City's Planning Commission. Duties/Responsibilities 1.) Planning Coordinates activities for the Planning Commission, schedules Planning Commission meetings, prepares agendas, public hearing notices, staff reports, and supporting material, receives and responds to correspondence for the Commission. Facilitates long range planning effort, updates Comprehensive Plan, and completes special planning studies as assigned. 2.) Plan Review Reviews land use development plans for consistency with City plans, land use regulations, policies, and applicable state regulations; coordinates plan review meetings, and analyzes site plans for compliance; analyze and review rezoning, variances, conditional use permits, special uses and subdivision requests; requires administration of land use control ordinances and implementation of the City's Comprehensive Plan on a daily basis. 3.) Public Relations -- Disseminates planning information to the public by responding to questions by developers, citizens, civic groups, and neighborhood groups regarding specific and overall City development plans. Works with developers, consultants, community organizers, and private citizens to interpret and ensure understanding of the City's subdivision ordinances. 4.) Supervisor -- Manage and evaluate the job performance of planning employees; coordinate and assign related work load; assist in the selection of new employees; be responsible for written and oral employee evaluations of employees in their department. 5.) Budget -- Compile, prepare, and for the Planning Department; department expenditures. recommend overall budget monitor and control overall . . . 6.) Other -- The duties and responsibilities enumerated above are not intended to be all inclusive and may be expanded to include other duties or responsibilities that the City of Elk River may deem necessary from time to time. Qualifications 1.) Education A bachelor's degree in urban planning or related field. A master's degree is preferred. 2.) Experience -- Five years experience in administrating the planning function of a governmental agency. Three years of experience with a master's degree. 3.) Specific Skills and Abilities -- Knowledge of zoning and subdivision theory and practice. Ability to manage and prepare multiple work programs in an effective and productive manner. Ability to maintain an effective working relationship with City staff, City officials, and the community. Ability to communicate effectively both orally and in writing. Ability to effectively review and analyze various applications and permits and subdivisions. Ability to work independently and assume responsibility with minimum direct supervision. Ability to effectively interpret the zoning and subdivision requirements. Ability to timely and completely process proposals and ensure the accurate and comprehensiveness of recommendations made to developers, the Planning Commission and the City Council.