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HomeMy WebLinkAbout5. Park, Recreation and Facilities Director Position Discussion #5 CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Park, Recreation and Facilities Director Position Discussion DATE: March 28, 2007 INTRODUCTION: The Council is asked to discuss and give direction to staff regarding ajob description and advertisement to fill the position which is a result of Mark Themig's resignation. BACKGROUND: Mark has submitted his resignation to the City Council, which was accepted with regret at the March 20th meeting. He has been with the City for nearly 7 years. I am grateful to Mark for the amount of the advance notice (he will be on the job here until July 31 st), which gives the City an opportunity to look at the position and advertise for it. Mark has been an extremely hard working individual, and has taken on many items which would be above and beyond what would typically be seen for a Parks and Recreation Director. He has overseen a large amount of development of the City's parks system, significant growth in recreation programming for the City, a referenda for possible additions to the Community Center, implementation of a Natural Resources function, and has overseen the establishment of a government buildings/facilities maintenance division. He has put in many additional hours on evenings and weekends in order to get all of this accomplished. My concern is that we are able to attract a quality individual to fill Mark's position. Council may recall that in the 2007 proposed budget, a proposal was made to create a Recreation Superintendent position, which would have acted as an assistant to the PRF Director. Because of budgetary reasons, the position was not budgeted. As such, we should look at the responsibilities that the PRF Director has, and determine if we should keep the job as is, or if it should be restructured. Copies of the existing and proposed job descriptions are attached. The major components of the PRF job, and discussion is as follows: A. Recreation - Probably the highest profile part of the job, recreation programming has proceeded well under Mark's direction. There are four separate Recreation Superintendents, each of whom have specific job duties. A strong PRF Director candidate should be well versed in each of these recreation components. Because of a previously discussed desire to have the Community Center become more self-sufficient, someone with additional strengths in this area would be beneficial. B. Parks Maintenance - Currently, Mark and his staff coordinate the request for parks maintenance, and forward those to the Public Works Division. I would see no reason to change that at this time. C. Parks Design - The City has a Park and Landscape Designer position, which is unusual for a City of our size. Over the past couple of years, the City's parks development work has been very busy, and this position has been able to reduce the amount of outside consultants. However, as residential housing development has slowed, and as the major park projects that have been underway are drawing to a close, we will be reviewing activity and workload for 2008 and beyond. Overall, however, I would see the responsibility for a parks design staying under the general responsibility of the Department Director. An alternative might be to move the responsibility to the Engineering Division, as project management, including design, and construction inspection, are often engineering related. This would be similar to the model that is followed by the City of Prior Lake. There is some concern, however, that moving this out of the Parks and Recreation position may cause some candidates to not find this as attractive of a position - obviously, Shakopee is poised for continued growth, and we hope that potential candidates would be intrigued by the possibility of continuing the park development aspect of the job. D. Natural Resources - This position serves as the liaison to the Environmental Advisory Commission. This program is something that might be moved to Engineering, as some ofthe Natural Resources work is done is similar to that of engineering's work with wetlands. Many other Natural Resource functions are closely related to other responsibilities in engineering, such as park and open space boundary marking, open space and conservation easement management plans and the like. However, my recommendation at this point is to keep Natural Resources in the Parks and Recreation Department. E. Facilities (Government Buildings) -..,. This is one function which typically is not tied to Parks and Recreation functions. Mark Themig took it on because he had an interest in it, and it was something that did not fit smoothly in other job descriptions at that time. However, keeping this in a PRF advertisement may be seen as a detriment to potential candidates because of its odd fit. My recommendation would be that Facilities be moved to Administration, under the Assistant City Administrator position. It seems to be a more natural fit there, as the ACA position is also supervising other staff support functions such as IT and Human Resources. The alternative would be to move it to Public Works, but I see it working better under the ACA. BUDGET IMPACT: Overall, even with the elimination of the Facilities responsibility, we still see this in Pay Grade 11. Earlier on the April 1 oth workshop there will be a discussion of the proposed changes to the City's Pay Plan. We would recommend advertising this position in the proposed Grade 11 ($79,596 to $99,495), which we anticipate will make this competitive. Please note that the decision that Mr. Themig had to take his new position with Scott County was not based on economics. However, as he has noted, there are several other cities which have recently filled, or are currently advertising for Park and Recreation Director positions, and so our advertisement must be competitive to those. SUMMARY: At the Aprill oth workshop, I would like to discuss this with you, ultimately to lead to what I anticipate will be a position entitled Parks, Recreation, and Natural Resources Director. I would like to be able to have direction to proceed with this so that a final job description can be approved along with the advertisement at the Aprill7th meeting. We would anticipate interviews in June, with a hire in late June, so that the individual might be able to start in July. ~ua ;j;JJmfl Mark McNeill City Administrator MM:th PROPOSED City of Shakopee Job Description Job Title: Parks, Recreation and Natural Resources Director Department: Parks and Recreation Location: Community Center Reports To: City Administrator FLSA Status: Exempt Prepared By: Mark McNeill Prepared Date: 03/07 Approved By: City Council Approved Date: Salary Level: 11 SUMMARY This is a leadership and management position responsible for leading,' managing, and evaluating comprehensive customer-based services of recreation, sports, and leisure programs; park facilities operation and maintenance; park services; and park and natural resource planning and development. The position oversees recreation programs, Aquatic Park operations and aquatic programs, Community Center and Ice Arena operations, park services, park planning and development, and natural resources. Work involves evaluating and responding to needs in the community and within the city organization, collaborating with the community to achieve common goals, and speaking as an advocate for the department's vision, needs, services and projects. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provide leadership, planning and direction in short and long-range goals and objectives for department services through a team-based approach; develop, review, and update annual, five- year, and comprehensive plans; recommend new improvements, acquisitions, or extensions of department services; coordinate department activities with other City departments and outside agencies. Provide planning and direction for recreation programs by evaluating community needs for recreation, sports, and leisure activities, establishing goals and objectives, working with staff on program development and implementation, and monitoring and evaluating progress. Provide planning and direction for the use, operation, and maintenance of the Aquatic Park, Community Center, and Ice Arena, including operating policies, rules, regulations, contracts, maintenance programs, and improvement projects. Provide planning and direction for park services, including park facility rental and scheduling, special use permits, and special events. Maintain and update a Parks Master Plan that is compatible with existing long-range plans for City development. Review development applications and site plans to analyze impacts on parks and recreation services. Provide recommendations to other City departments, the Parks and Recreation Advisory Board, Planning Commission, and City Council. Develop plans and designs for park and recreation facilities that meet resident and user-group needs, while minimizing the long-term maintenance and operating impact to the City. Provide planning and direction for natural resource functions, including woodland management, greenway planning, environmental issues, and support for the Environmental Advisory Committee. Provide leadership, supervise, monitor and evaluate all parks and recreation staff, including recruitment and selection, training, work task assignment, performance review, and discipline. Develop and administer RFP's, bid proposals, plans, and specifications. Manage professional consulting and support services provided to the department. Administer contracts and manage projects. Provide and/or coordinate technical support and assistance to other City departments as needed. Serve as liaison to Public Works Maintenance Division for the provision of park maintenance activities. Coordinate long and short-term planning with Public Works. Develop and administer proposals, agreements and contracts, leases, and special use permits for facilities. Direct and perform communication activities relating to parks and recreation services. Promote good public relations by representing the department in the community, serving on various committees, attending various public meetings, and making presentations about department services. Pursue and facilitate open, on-going communication channels and partnerships. Serve as primary department liaison and department resource for the Parks and Recreation Advisory Board, City Council, and other City commissions (as requested). Prepare agenda, memorandums, minutes and staff support for meetings. Serve as staff liaison to the Shakopee School District and the Community Education Advisory Board. Prepare annual departmental operating budget, fee schedule, and capital improvement program. Oversee and monitor expenses and revenues and/or deviations from budget. Establish, administer and implement safety programs and policies for the department. SUPERVISORY RESPONSIBILITIES Carries out supervisory responsibilities associated with department employees in accordance with City policies and applicable laws. Responsibilities include interviewing; recommend hiring; training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's Degree in public administration, recreation administration, park management or a closely related field, and five years of progressively responsible management and supervisory experience in the field of Park and Recreation Administration or closely related field is required. Masters Degree is preferred. A thorough working knowledge of recreation and leisure program planning and administration, facilities management and operation functions, the parks planning and development process, human resources, and standard accounting / cash flow management practices. A broad working knowledge of municipal platting/subdivision process, as it relates to park dedication and development. A broad knowledge of parks construction and/or projects; bidding processes, contract management and proj ect administration practices. A basic working knowledge of mechanical systems, HV AC, ice refrigeration, pool filtration and circulation systems, woodland management and other natural resource functions. An understanding, commitment, and ability to effectively communicate the philosophical aspects of the field of Parks & Recreation. LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from individuals, groups of managers, clients, customers, and the general public both in person, over the telephone and via computer. MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS Valid drivers license. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level in the work environment will vary from moderate to loud. COMMENTS CURRENT City of Shakopee Job Description Job Title: Parks, Recreation, and Facilities Director Department: Parks and Recreation Location: Community Center Reports To: City Administrator FLSA Status: Exempt Prepared By: Mark McNeill Prepared Date: 04/04 Approved By: City Council Approved Date: April 20, 2004 Salary Level: 11 SUMMARY This is a leadership and management position responsible for leading, managing, and evaluating comprehensive customer-based services of recreation, sports, and leisure programs; facility operations and maintenance; park services; and park and natural resource planning and development. The position oversees recreation programs, Aquatic Park operations and aquatic programs, Community Center and Ice Arena operations, park services, city building operations, park planning and development, and natural resources. Work involves evaluating and responding to needs in the community and within the city organization, collaborating with the community to achieve common goals, and speaking as an advocate for the department's vision, needs, services and projects. ESSENTIAL DUTIES AND RESPONSIBILITIES include the fol,lowing. Other duties may be assigned. Provide leadership, planning and direction in short and long-range goals and objectives for department services through a team-based approach; develop, review, and update annual, five- year, and comprehensive plans; recommend new improvements, acquisitions, or extensions of department services; coordinate department activities with other City departments and outside agencies. Provide planning and direction for recreation programs by evaluating community needs for recreation, sports, and leisure activities, establishing goals and objectives, working with staff on program development and implementation, and monitoring and evaluating progress. Provide planning and direction for the use, operation, and maintenance of the Aquatic Park, Community Center, and Ice Arena, including operating policies, rules, regulations, contracts, maintenance programs, and improvement projects. Provide planning and direction for park services, including park facility rental and scheduling, special use permits, and special events. Provide planning and direction for the operating and maintenance of City buildings, including cleaning services, operation and maintenance programs, and improvement projects. Work with other City departments to ensure building operation and maintenance meets requested needs. Maintain and update a Parks Master Plan that is compatible with existing long-range plans for City development. Review development applications and site plans to analyze impacts on parks and recreation services. Provide recommendations to other City departments, the Parks and Recreation Advisory Board, Planning Commission, and City Council. Develop plans and designs for park and recreation facilities that meet resident and user-group needs, while minimizing the long-term maintenance and operating imp.act to the City. Provide planning and direction for natural resource functions, including woodland management, greenway planning, environmental issues, and support for the Environmental Advisory Committee. Provide leadership, supervise, monitor and evaluate all parks and recreation staff, including recruitment and selection, training, work task assignment, performance review, and discipline. Develop and administer RFP's, bid proposals, plans, and specifications. Manage professional consulting and support services provided to the department. Administer contracts and manage projects. Provide and/or coordinate technical support and assistance to other City departments as needed. Serve as liaison to Public Works Maintenance Division for the provision of park maintenance activities. Coordinate long and short-term planning with Public Works. Develop and administer proposals, agreements and contracts, leases, and special use permits for facilities. Direct and perform communication activities relating to parks and recreation services. Promote good public relations by representing the department in the community, serving on various committees, attending various public meetings, and making presentations about department services. Pursue and facilitate open, on-going communication channels and partnerships. Serve as primary department liaison and department resource for the Parks and Recreation Advisory Board, City Council, and other City commissions (as requested). Prepare agenda, memorandums, minutes and staff support for meetings. Serve as staff liaison to the Shakopee School District and the Community Education Advisory Board. Prepare annual operating budget, fee schedule, and capital improvement program. Oversee and monitor expenses and revenues and/or deviations from budget. Establish, administer and implement safety programs and policies for the department. SUPERVISORY RESPONSIBILITIES Carries out supervisory responsibilities associated with department employees in accordance with City policies and applicable laws. Responsibilities include interviewing; recommend hiring; training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's Degree in public administration, recreation administration, park management or a closely related field, and five years of progressively responsible management and supervisory experience in the field of Park and Recreation Administration or closely related field is required. Masters Degree is preferred. A thorough working knowledge of recreation and leisure program planning and administration, facilities management and operation functions, the parks planning and development process, human resources, and standard accounting / cash flow management practices. A broad working knowledge of municipal platting/subdivision process, construction and/or projects, bidding, contract management, and project administration practices. A basic working knowledge of mechanical systems, HV AC, ice refrigeration, pool filtration and circulation systems, woodland management and other natural resource functions. An understanding, commitment, and ability to effectively communicate the philosophical aspects of the field of Parks & Recreation. LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from individuals, groups of managers, clients, customers, and the general public both in person, over the telephone and via computer. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS Valid drivers license. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level in the work environment will vary from moderate to loud. COMMENTS