3.5. SR 09-18-2006
City of Elk River Item Number
REQUEST FOR COUNCIL ACTION 3.5.*
Agenda Section I Meeting Date Prepared by
Consent September 18, 2006 Bill Maertz, Parks and Recreation Director
Item Description Reviewed by
Request Authorization to Promote Tonya Love-
Recreation Assistant for the Parks and Recreation
Department
Introduction
With the addition of Pinewood and taking on the responsibility of Parks and Recreation Commission
packets as well as the number of projects going on, we are fInding that more hours are required to
complete the tasks. Tonya Love has worked for the City since January 2005. Her current position
includes the fmancial needs of our offIce and she has now assumed the additional responsibilities of
Pinewood fInances. These responsibilities include deposits, record keeping, going to the bank,
communicating deposit information to the City Finance Department, setting up policies and procedures.
Tonya currently takes minutes for the Parks and Recreation Commission meetings and has now assumed
the additional responsibility of the Commission packets, formerly done by the Planning Department. In
addition there is a need for help with project management as well.
Staff requests authorization to increase Tonya Love's hours to 40 hours per week effective September 19,
2006. Insurance benefIts would begin October 1,2006. Human Resources Representative Lauren Wipper
has reviewed the suggested starting pay for this position of$15.34 per hour and feels this is appropriate.
The personnel committee will review this position and place it into the 2007 pay plan.
Discussion
The additional needs of the Department are as follows:
· Financial responsibilities of Pinewood are 7-10 hours per week.
· Completing packets for the Commission averages out to approximately 1 hour per week.
· Additional project managements and miscellaneous needs are 5-10 hours per week. Projects
include:
o Library Project
o Additional senior programming
o 2 large-scale park projects
o Orono Beach rain garden project/grant
o Administering 3 major grants totaling over $1.2 million
o Natural Resource Inventory Task Force
o Potentially 4 additional Ice Commission meetings
o Buildings need plan review and fmal occupancy certifIcation
o Park System Master Plan revision and update
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Financial Impact
The fmancial impact for 2006 is as follows:
· Approximately $5,800 in wages
· Benefits from June-December at $365-655jmonth depending on coverage taken for 6
months (total cost $1,460-2,620)
Approximately $725 in wages (10 hours per week through October) and % of the benefits package ($365-
655 for 2 months) would be added to the Pinewood budget and we believe revenues at the Golf Course
will support this. The remaining amount would be added to the Recreation Administration budget.
We believe this expense can be absorbed within our current budget via the following items:
· Not attending National Conference $1,500
· Money allocated for training $2,000
· Money allocated for entertainment $2,000
· Program Guide less expensive than budgeted $2,000
· Do not replace her part-time recreation assistant position until 2007
Financial Impact for 2007 is approximately $33,000 plus benefits
Attachments
None.
Action Requested
Staff requests authorization to increase Tonya Love's hours to 40 hours per week effective immediately.
Additionally, due to the increase in responsibilities, we request her position be changed to Recreation
Administrative Coordinator starting at $15.34 per hour.
Council Action
Motion by _
Second by _
Vote
Follow Up
.
C:\Documents and Settings\tallard\Local Settings\ Temporary Internet Files\OLKF\REQUEST COUNCIL ACTION TLove 40 Hours (2).doc
City of Elk River
Recreation Administrative Coordinator
Position Description
Department/Division: Immediate Supervisor:
Park and Recreation/Recreation Recreation Manager
Pay Grade: I FLSA Status: I Last Updated: (date)
Non-Exempt 9/2006
Positions Supervised:
Assists in supervision of programming staff.
Position Summary
The Recreation Administrative Coordinator is responsible for assisting with the project management
for Parks and Recreation, handling deposits and financial reporting for the Recreation Division and
Pinewood Golf Course, and assisting in the scheduling and coordination of programming
opportunities.
Essential Functions
1. Designs, plans, organizes, and administers recreational programs and activities.
A. Reserves facilities for programs and activities.
B. Manages program fee structure to cover costs and assure affordability.
C. Assures adequate staffing and supplies for programs and activities.
D. Interviews, hires and trains programming staff for sports activities and special events.
E. Prepares program descriptions for all promotional material.
F. Actively promotes and publicizes programs offered.
G. Assists with the coordinating of marketing for these activities.
H. Works various programs as needed.
2. Performs support services for recreation facilities.
A. Locates and reserves facilities and athletic fields.
B. Coordinates schedules to assure proper scheduling and payment procedures.
C. Assists with the scheduling and coordinating arrangements for activities, meetings,
programs, etc.
D. Sets up and maintains meeting/activity spaces.
3. Performs financial duties for the Recreation Division and Pinewood Golf Course.
A. Processes cash and check deposits, credit card transactions, and refunds.
B. Runs deposit reports as needed.
4. Performs project management for Parks and Recreation.
A. Assists in the management of various parks and recreation projects.
B. Works with contractors to assure project is on time and on budget.
C. Seeks and applies for grant opportunities.
5. Performs communication activities.
A. Types/word processes information.
B. Performs public speaking, presentations, and community training.
C. Composes, edits, and proofreads material.
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6. Performs back-up office duties.
A. Receives and routes calls and visitors.
B. Answers routine questions.
C. Greets the public.
D. Provides information, explanation, and assistance for departmental services,
programs, policies, and procedures.
E. Registers participants in recreational programs.
7. Performs other essential job duties.
A. Regular and timely work attendance.
B. Provides back up support to other clerical staff.
C. Follows all safety procedures.
D. Participates in safety training.
Required Knowledge, Skills, and Abilities
o Skilled in interpersonal and public relation skills.
o Ability to work as a team member.
o Skilled in paying attention to detail.
o Ability to adapt to and introduce change.
o Ability to present a positive and professional image of the City to the public.
o Ability to read, write, and comprehend basic instruction.
o Ability to work independendy.
o Knowledge of program development and management principles and techniques.
o Knowledge of the practical application of activity skills such as crafts, creative expression,
sports, and group leadership.
o Skilled in developing, promoting, and managing programs that attract participants and
contribute to their well-being.
o Ability to relate to all ages.
o Ability to motivate people.
o Ability to maintain a cheerful, positive attitude.
Minimum Qualifications
o High school degree, General Education Diploma, or equivalent.
o Five years education and/or practical experience in the field of municipal recreation.
o Experience with Microsoft Office.
o Valid driver's license.
Preferred Qualifications
o Bachelors Degree.
o An understanding of and willingness to work with the public.
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