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HomeMy WebLinkAbout4.D.4. Restructuring of the City's Natural Resources Function Consent Business 4. D. 4. SHAKOI'EE TO: Mayor and City Council FROM: Mark McNeill, City Administrator DATE: 10/07/2014 SUBJECT: Restructuring of the City's Natural Resources Function(E) -- Correction Added 10/7/2014 Action Sought The Council should approve the transfer of the Natural Resources Technician, and his responsibilities, from the Parks, Recreation and Natural Resources Department, to the Public Works Department. It should also approve the affected job descriptions. Background Since the creation of the Natural Resources position in 2005, the City's Natural Resources work has been assigned to the Parks and Recreation(and Natural Resources)Department. That has worked generally well, as both the current and the previous Department Directors have had personal interests in the topic, especially in forestry. However, trees are only one component of natural resources, albeit a major one. I feel that more can be done in such areas as improving water quality, providing for native plantings, and educating the public (and city staff) on how to provide good natural buffers around storm retention ponds and wetlands. The current set up requires the Natural Resources Technician and his Department Director to work with another City Department (Public Works) for issues relating to tree management. Sometimes, their recommendations can't be coordinated with the Public Works Department's schedules and priorities. If the Natural Resources Technician is part of the Public Works Department, it is anticipated that the Public Works Department could better coordinate its efforts to meet the needs of natural resources. Public Works has several employees who are currently certified as tree inspectors, and having the Natural Resources Technician work directly with them could allow for better preparation for the impending Emerald Ash Borer infestation; the trimming of trees to reduce the spread of disease and damage from storms; and the like. The reassignment to Public Works would also allow the Technician to become more well rounded as a Natural Resources employee, by working more closely with the Water Resources Engineer to do inspections, help establish wetland buffers, and coordinate the City's water quality efforts. Under this new structure, it is anticipated that 65 - 70% of the Technician's time would be spent on forestry issues, with the balance relating to natural plantings, and storm water quality efforts. With this reorganization, the Natural Resources Technician would report directly to the Public Works Director, but would coordinate and receive day-to-day assignments from the Public Works Superintendent and Water Resources Engineer. If the Council approves this transfer, it would cause the Parks, Recreation, and Natural Resources Department to revert to its previous name of"Parks and Recreation Department." This reassignment would also allow the Parks and Recreation Director an opportunity to spend more time on facilities, in addition to the continued operation of the recreation activities, and parks management. Recommendation I recommend that the Council authorize the reassignment of the Natural Resources function to the Public Works Division, effective October 20th. Budget Impact The Natural Resources budget(currently provided for 2015 in the Parks, Recreation, and Natural Resources budget) would be transferred to the Public Works Department. There would be no change in pay grade for any of the parties involved--the Natural Resources Technician, Public Works Director, and the Parks and Recreation Director. Changes will be needed to the affected job descriptions. The job description for the Technician position deletes responsibilities related to solid waste, and support for the currently furloughed Environmental Advisory Committee, and adds language relating to storm water management. The Parks and Recreation Department Director, and Public Works Department Director positions are changed to reflect the deletion, and addition of the Natural Resources functions, and a title change for the Parks and Recreation Director. Relationship To Visioning This supports Goal E, "Deliver effective and efficient public services by a staff of well-trained, caring, and professional employees." Requested Action If the Council concurs, it should take the following actions: 1. By motion, adopt the revised job descriptions for the Natural Resources Technician, Parks and Recreation Director, and Public Works Director/City Engineer. 2. Authorize the reassignment of the Natural Resources function to the Public Works Department, effective October 20, 2014. Attachments: Natural Resources Technician Job Description Parks &Rec Director Job Description Public Works Director Job Description City of Shakopee POSITION DESCRIPTION TITLE: Natural Resources Technician DEPARTMENT: Public Works REPORTS TO: Public Works Director/City Engineer STATUS: Full-Time,Exempt PAY GRADE: 6 APPROVED: SUMMARY This position is responsible for the coordination and implementation of natural resource initiatives including woodland and prairie management, stormwater and wetland management,encroachments, wildlife habitat improvement projects,and other environmental issues. Participates in the review, application and enforcement of environmental regulations and policies throughout the development process. A professional position requiring significant public and inter-agency contact and a mix of field and office work. ESSENTIAL DUTIES AND RESPONSIBILITIES Identifies,recommends,develops,and coordinates ecologically sound management practices to preserve, protect,restore and enhance the natural resources within the city. Works with staff in the Engineering and Maintenance divisions of the Public Works department to plan and carryout a wide range of natural resource protection, enhancement and enforcement activities. Drafts,recommends and administers the City's long range natural resource planning initiatives,including the Natural Resource Plan element of the Comprehensive Plan,Natural Resource Corridor mapping, Natural Resource Design Standards,and management plans for public parks and open spaces. Coordinates urban woodland management efforts within the city,including administering the Woodland and Tree Management Ordinance, Shade Tree Disease Control and Prevention Ordinance,hazardous tree inspection and control, and reviewing and assisting with landscaping,reforestation, and planting plans. Supports implementation of the City's stormwater management plan through regular inspection of wetlands and stormwater ponds, establishment and maintenance of vegetation buffers and filters,and other efforts intended to control run-off and improve water quality. Participates in the review of subdivision proposals and developments for consistency with the City's environmental regulations,policies, standards,and best management practices. Monitors approved developments for compliance and performs enforcement activities as needed. Provides training and assistance to Public Works staff in the maintenance of the City's Urban Forest including tree pruning,planting,and inventory management. Works with GIS Specialist to create and maintain natural resources data within the City's GIS system. Represents the City at the Scott County Solid Waste Advisory Council and other natural-resource related multi jurisdictional groups. Works with designated City garbage and recycling hauler to facilitate and improve levels of recycling participation. Receives and investigates complaints regarding ambient odor, air quality, and pest control issues and recommends solutions. Reviews and administers conservation easements,including installation and inspection of boundary marking monuments and enforcement of easement requirements,as directed by supervisor. Performs noxious weed inspection and control,as needed, in compliance with the Minnesota Noxious Weed Law and Rules. Provides staff support and makes presentations to various advisory boards and commissions, as assigned. Prepares technical information,plans, and reports on environmental issues. Provides natural resource-related technical assistance on the design of certain public improvements such as trails,roadways,parking, sanitary and storm sewer,and other utilities. Develops and maintains natural resource/environmental education outreach programs and materials. Works effectively with city staff,residents,businesses, developers and others to provide technical information and recommendations for natural resource related issues. Identifies,applies for,and administers available grant monies for natural resource initiatives. Prepares and provides technical information using modeling,GIS, and other techniques for use in natural resource program planning and development. Assists with gathering public input by coordinating meetings,sending notices,giving presentations,and following-up with constituents. Assists with updating and maintaining planning documents in preparation of natural resources budget and work plans. Attends meetings as department representative for environmental and natural resource activities. Performs other related duties as apparent or assigned. KNOWLEDGE,SKILLS&ABILITIES • A thorough working knowledge of the principles,techniques,and methods of natural resource planning and management,with an emphasis on woodland management. • Knowledge of federal, state and local government environmental laws,regulations and ordinances. • A thorough working knowledge of Microsoft Office products and ArcMap,ArcView,Arclnfo,or ArcEditor and GPS equipment. • A basic working knowledge of surveying and survey equipment. • A broad working knowledge of native,invasive and exotic plants and animals.Ability to perform accurate plant and tree identification in the field. • A basic working knowledge of the principles of biology,ecology,environmental science,chemistry and geology. • Ability to perform inspection, compliance and enforcement procedures;data collection and management. • 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. • Ability to communicate ideas and explanations clearly in English,both orally and in writing. • Ability to establish and maintain positive,professional working relationships with co-workers and supervisors. • Ability to work with the public in a friendly,tactful manner. • Ability to calculate figures and amounts such as proportions,percentages,area, circumference,and volume.Ability to apply concepts of basic algebra and geometry. • 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. QUALIFICATIONS Minimum Qualifications Bachelor's degree in Natural Resource Management,Environmental Science,Forestry,or related field; plus two years of experience in natural resource management or environmental programs. Must possess and maintain a valid driver's license. Must possess or obtain within 12 months of hire a Minnesota Department of Agriculture Tree Inspector Certificate and Certified Arborist. Desirable Qualifications Previous experience in a municipal setting. Fluency in a second language,in addition to English,that has a recognized presence in the community(Spanish,Russian,Hmong, etc.). PHYSICAL DEMANDS&WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to speak and hear. The employee is regularly required to walk over a variety of terrains; sit,stand;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,and must periodically use hand tools,measuring instruments,and electronic equipment. Specific vision abilities required by this job include close vision, distance vision, depth perception,and the ability to adjust focus. While performing the duties of this job,the employee regularly works indoors and outdoors in a variety of weather conditions. The noise level in the work environment will vary from low to moderate. City of Shakopee POSITION DESCRIPTION TITLE: Director of Parks and Recreation DEPARTMNET: Parks and Recreation REPORTS TO: City Administrator STATUS: Full-Time,Exempt PAY GRADE: 11 APPROVED: SUMMARY Leads and manages the Parks and Recreation Department; including the development and implementation of a broad range of recreation programs;operation of the Community Center,Ice Arena, and Aquatic Park;and the planning and construction of parks,trails and related facilities. Responsible for overseeing all aspects of the Department's operation, including the establishment of an effective organizational structure and management of personnel,equipment, and budgetary resources. ESSENTIAL DUTIES AND RESPONSIBILITIES Provides planning,oversight and direction for the delivery of a wide variety of recreation programs and the use,operation, and maintenance of the Community Center, Ice Arena,Aquatic Park and Park Facilities. Continuously evaluates the Department's processes and services;developing options for improving or matching services more closely to community needs. Implements adopted changes within the designated timeline and budget. Maintains and updates a Parks Master Plan that is compatible with existing long-range plans for City development.Reviews development applications and site plans to analyze impacts on parks and recreation services. Coordinates the park planning and design process,taking into account the City's short and long-term needs and public/user input. Oversees development of plans and specifications,project bidding and contract administration. Serves as liaison to Park Maintenance Division of the Public Works Department for the provision of park maintenance activities. Serves as primary Department liaison for the Parks and Recreation Advisory Board. Oversees preparation of agendas,staff memos and meeting minutes. Serves as staff liaison to the Shakopee School District and the Community Education Advisory Board. Represents the Department at a variety of regularly scheduled and special City meetings and workshops. Provides direct and in-direct supervision to all Department employees in accordance with City policies and applicable laws. Responsibilities include selection, development and training of personnel;planning, assigning, and directing work;appraising performance; addressing complaints,resolving problems and taking appropriate disciplinary action when necessary. Develops and recommends annual departmental operating budget and fee schedule;monitors and controls expenditures within approved limits and according to City policies and procedures. Develops and administers proposals,agreements and contracts,leases,and special use permits for facilities and services. Participates in external meetings, seminars and training designed to keep informed of recent trends in the field, industry best practices,new technologies and potential improvements. Establishes and maintains effective working relationships with other City departments and staff;works collaboratively as part of the City's management team to ensure the most effective and efficient delivery of municipal services as a whole. Oversees administrative functions of the Department,including but not limited to the creation and maintenance of all necessary and appropriate records, in accordance with the City's records retention schedule;the dissemination of information to the public in accordance with applicable laws; and the timely preparation of all necessary reports, correspondence and memos. Keeps City Administrator advised of developments within the Parks and Recreation Performs other related duties as apparent or assigned by the City Administrator. KNOWLEDGE,SKILLS AND ABILITIES REQUIRED • Thorough knowledge of recreation and leisure program planning and administration, facilities management,the parks planning and development process,standard personnel functions and supervisory responsibilities,and standard accounting/cash flow management practices. • A broad working knowledge of the municipal platting/subdivision process,as it relates to park dedication and development. • A broad knowledge of park construction;public bidding processes,contract management and project administration practices. • A basic working knowledge of mechanical systems,HVAC,ice refrigeration,pool filtration and circulation systems • Ability to read, analyze, and interpret general business periodicals,professional journals,legal documents,and governmental regulations. • Ability to communicate ideas and explanations clearly in English,both orally and in writing. • Ability to write reports,memos and business correspondence using proper spelling,grammar and punctuation. • Ability to effectively present information in one-on-one and group settings and respond to questions from employees,elected officials and the general public. • Ability to support department recommendations within a context of objective analytical data and justifiable cost. • Ability to establish and maintain positive,professional working relationships internally with co- workers, subordinates and supervisors and externally with stakeholders,community organizations and partnering agencies. • Ability to work with the public in a friendly,tactful manner. • Ability to maintain a high level of integrity and ethical performance at all times. • Ability to plan and develop organizational goals and objectives,take initiative,facilitate organizational change and communicate goals and objectives to Department personnel and the general public. • Ability to assign,instruct,evaluate and prioritize the work of subordinates within the overall framework of the City's goals and objectives. QUALIFICATIONS Minimum Qualifications Bachelor's Degree in recreation,park management,public administration or a closely related field,and five years of progressively responsible management and supervisory experience in the field of Park and Recreation Administration. Must possess a valid driver's license. Desirable Qualifications Master's Degree in a related field from an accredited college or university. Fluency in a second language, in addition to English,that has a recognized presence in the community(Spanish,Russian, Hmong,etc.). PHYSICAL DEMANDS&WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to sit, stand and move about the office;use hands to finger,handle or feel objects,tools or controls;and reach with hands and arms. The employees is required to speak,hear and see in order to share information,receive instructions,and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern, climate-controlled office building,with moderate levels of noise generated by conversations,phones and other office equipment. The employee is occasionally required to work outside in a variety of seasonal weather conditions and walk a variety of terrains to visit development sites and park projects,resulting in occasional exposure to construction noise and dust. City of Shakopee POSITION DESCRIPTION TITLE: Director of Public Works/City Engineer DEPARTMENT: Public Works REPORTS TO: City Administrator STATUS: Full-Time,Exempt PAY GRADE: 11 APPROVED: SUMMARY Leads and manages the Public Works Department, consisting of the Engineering Division,and the Street, Park,Fleet and Utility Maintenance Divisions. Responsible for overseeing all aspects of the Department's operation,including the establishment of an effective organizational structure and management of personnel, equipment,and budgetary resources. ESSENTIAL DUTIES AND RESPONSIBILITIES Researches,drafts and recommends new and revised regulations,plans,policies,procedures and ordinances for the design,installation, operation and long-term maintenance of the City's physical infrastructure to effectively meet the City's short and long-term goals. Oversees implementation of adopted plans and policies. Coordinates and oversees preparation of the City's Capital Improvement Program for streets, sanitary sewer,and storm water drainage, and the five-year Park Asset Improvement Program. Reviews and approves the technical design criteria and standard specifications for the design and construction of roadways,sanitary sewers and storm sewers. Interprets and applies the criteria and specifications where there are questions regarding proper interpretation;communicates and explains findings to developers, contractors,property owners and the general public. Oversees the design of a wide range of municipal engineering projects by subordinate staff and/or consultants. Directly undertakes the design,review and/or inspection of certain projects when that participation contributes effectively to the overall achievement of the Division's goals,schedules, and programs. Directs the establishment of maintenance goals,priorities and standards for the City's physical infrastructure and moving fleet. Oversees implementation and ensures compliance with all applicable Council directives and City procedures. Provides oversight and direction to staff in the City's Natural Resources Division in order to ensure environmental policies and regulations are appropriately applied,and that the care,preservation and creation of natural resources is properly accounted for in the development and maintenance of the City's physical and natural infrastructure. Oversees the City's GIS mapping system,Municipal State Aid System,Pavement Preservation Program, and management of the City's public right-of-way. Coordinates the work of the Traffic Safety Review Committee, and regularly monitors road accident data to ensure the safe and efficient functioning of the City's traffic system. Determines the need for,selects and oversees the work of consultants and contractors necessary to carry- out the work of the Department. Continuously evaluates the Department's processes and services;developing options for improving or matching services and infrastructure investments more closely to meet community needs. Implements adopted changes within the designated timeline and budget. Provides direct and in-direct supervision to all Department employees in accordance with City policies and applicable laws. Responsibilities include selection,development and training of personnel;planning, assigning,and directing work;appraising performance;addressing complaints,resolving problems and taking appropriate disciplinary action when necessary. Develops and recommends annual departmental operating budget and fee schedule;monitors and controls expenditures within approved limits and according to City policies and procedures. Participates in external meetings,seminars and training designed to keep informed of recent trends in the field, industry best practices,new technologies, and potential improvements. Represents the department at a variety of regularly scheduled and special City meetings and workshops. Represents the City at a wide variety of local,regional and statewide meetings,workshops and public hearings. Establishes and maintains effective working relationships with other City departments and staff;works collaboratively as part of the City's management team to ensure the most effective and efficient delivery of municipal services as a whole. Oversees administrative functions of the Department,including but not limited to the creation and maintenance of all necessary and appropriate records, in accordance with the City's records retention schedule;the dissemination of information to the public in accordance with applicable laws; and the timely preparation of all necessary reports,correspondence and memos. Keeps City Administrator advised of developments within the Public Works Department. Performs other related duties as apparent or assigned by City Administrator. KNOWLEDGE,SKILLS AND ABILITIES REQUIRED • Thorough knowledge of modern principles and practice of civil engineering. • Thorough knowledge of relevant local, state,and federal laws. • Ability to communicate ideas and explanations clearly in English,both orally and in writing. • Ability to support Department recommendations within a context of objective, analytical data, and justifiable cost. • Ability to establish and maintain positive,professional working relationships internally with co- workers,subordinates and supervisors,and externally with representatives of a wide variety of local, state and federal agencies and organizations. • Ability to work with the public in a friendly,tactful manner. • Ability to read,analyze and interpret financial reports,legal documents and complex engineering plans and specifications. • Ability to effectively present complex and technical information to and field questions from elected officials and the general public. • Ability to maintain a high level of integrity and ethical performance at all times. • Ability to work successfully under stress,pressure,and changing conditions. Ability to evaluate situations,innovate, improvise as necessary,and adapt in a timely fashion. • Ability to plan and develop organizational goals and objectives,take initiative,facilitate organizational change, and communicate goals and objectives to Department personnel and the general public. QUALIFICATIONS Minimum Qualifications Bachelor's degree in Civil Engineering,and eight years of increasingly responsible municipal engineering experience,including supervisory and budgetary experience. Registration as a Professional Engineer in the State of Minnesota and a valid driver's license. Desirable Qualifications Fluency in a second language, in addition to English,that has a recognized presence in the community (Spanish,Russian,Hmong, etc.). PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to sit, stand and move about the office;use hands to finger,handle or feel objects,tools or controls;and reach with hands and arms. The employees is required to speak,hear and see in order to share information,receive instructions and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern,climate-controlled office building,with moderate levels of noise generated by conversations,phones and other office equipment. However,the employee is occasionally exposed to outside weather conditions and the noise,dust and uneven terrain of construction sites.