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HomeMy WebLinkAbout3.E. Position Vacancies 3.Ew CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Position Vacancies DATE: November 5, 2008 Comment: Introduction: As part ofthe November 5th workshop, Council is asked to consider action relating to currently vacant employee positions. Background: As of this time, there are vacancies in the following positions: Police Department 1.0 FTE Community Service Officer- Normally, there are four employees for a budgeted 120 hours per week of coverage (3.0 FTE equivalants). CSO's are a relatively cost effective way of providing policing services including code enforcement, front desk coverage, animal control coordination, property room management, and the like. Two employees are currently covering 80 hours; pending a decision regarding the vacant 40 hours. 1.0 FTE Records Specialist-The preliminary FY09 budget eliminated .75 FTE Records Specialist. The 1.0 position is due to a recent resignation. 2.0 Police Officers- Not to be confused with the 2.0 positions which were eliminated from the FY08 level for FY09, these are two additional vacancies (which had been three, prior to the recent recommendation for hire). The Police Chief will be available at the workshop meeting to answer questions that you might have regarding these. Park, Recreation, Natural Resources Department 1.0 FTE Natural Resources Coordinator- Parks, Recreation and Natural Resources Director Jamie Polley will make a presentation regarding this position, which will become vacant as of Nov. 7th due to a resignation (memo attached). The Natural Resources Coordinator position supports the Environmental Advisory Committee and works to preserve natural resources and the environment within the City. Discussion: Council is reminded that 4.75 positions were eliminated from the FY08 budget in order to make the preliminary FY09 budget balance. It is anticipated that the budget discussion for FYI 0 will involve a continuation of the difficult economic situation currently being experienced--dec1ining tax base, State-imposed levy caps, and general economic uncertainty. Action Required: Council should give direction as to how it wishes to address vacant employee positions. \WL~ Mark McNeill City Administrator MM:cn CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Park, Recreation and Natural Resources Director Subject: Natural Resources Coordinator Position Meeting Date: November 3, 200S INTRODUCTION: The Council is asked to review the duties and responsibilities of the Natural Resources Coordinator position and discuss the importance of the position for the City. The Council will be asked to allow staff to advertise and rehire this position. BACKGROUND: The Natural Resources position was approved by Council in May 2004. The position was changed from a non-exempt position titled Natural Resources Specialist to an exempt position titled Natural Resources Coordinator in February 2007(job description attached). The current Natural Resources Coordinator has held the position since June 2005 and will be leaving the position on November ih, 2008. The Natural Resources Coordinator has begun to transform and establish a natural resources program that benefits the City in many areas. The Natural Resources Coordinator and the EAC has established criteria and standards for preserving the City's important Natural Resources during development and building activities. The task of inventorying the City's boulevard trees has begun to diversify the forestry makeup ofthe City for the future and boundary markings have been installed and maintained along the City's parks, trails and open spaces as well as the City's conservation easements. DISCUSSION: The following table depicts the mandated and non-mandated duties completed by the Natural Resources Coordinator, the alternative options to complete the duties and the potential City impacts of not completing the duties or having the duty out-sourced. The job description tasks are organized by the amount oftime involved in completing the task beginning with the most time consuming. Page 1 of6 Alternative Duty Potential City Impacts of Duties Mandate Completion Incomplete Duty Options Administer and update the State Law Park, Recreation & Additional work for other staff, Natural Resources Plan Natural Resources consultant fee of approximately component of the Comprehensive Director, $5,000-$10,000, service not Plan consultant completed Coordinate Noxious Weed State Law Public Works Additional work for Mayor or Inspections and Management as designee the Local Weed Inspector Administer and update Natural City Code Community Additional work for other staff, Resources Corridor Design development staff, consultant fees Criteria consultant, Director PRNR Time needed to understand criteria Administer Shade Tree Disease City Code Public Works Paperwork completion necessary Control and Prevention or Private Consultant Consultant fees of approximately and Public Property $15,000-$25,000/year Reviews and Administers the City Code PRNR Director, Additional work for staff, consultant Tree Planting Permit Process consultant fee, service not completed Install and Maintain Conservation City Code Building Consultant fees, service not Easement Boundary Markers Inspectors, completed Engineering, Consultant Install and Maintain Park and City Code Community Additional work for staff, consultant Open Space Boundary Markers Development staff, fees, service not completed during the Development and consultant Building Permit Review Process Administer Tree Management City Code PR & NR Director, Additional work for other staff, Regulations for Developments consultant consultant fees Administer Tree Management City Code PR & NR Director, Additional work for other staff, Regulations for Building Permits consultant consultant fees Staff Liaison to Environmental City Code PR & NR Director Additional work for other staff Advisory Committee Tree Protection Fence Installation City Code Building Additional work for other staff, Inspections Inspectors, PR & consultant fees, service not NR Director, completed consultant Obtain Diseased Tree Samples for City Code Public Works Done for Oak Wilt Laboratory Analysis Consultant Consultant fees Complete Wetland Assessments Wetland Engineering staff Consultant fee of approximately for compliance with Wetland Conservation Consultant $2,000-$6,000 Conservation Act and Natural Act, City Code Resources Design Criteria Prepares Technical Infonnation, Job Description PR & NR Director Additional work for other staff Plans and Reports for EAC Page 2 of6 Prairie Planting Restoration Job Description Contractor Contractor fee of approximately Projects for Water Quality $l,OOO/year, service not completed Education and Maintenance of Project Develop Park and Open Space Job Description Consultant Consultant fees Management Plans Complete Hazardous Tree Job Description Public Works staff, Additional work for other staff, Inspections and Coordinate consultant consultant fees, service not Removal completed, Tree ill necessary Complete City Tree Inventory Job Description Public works staff, Additional work for other staff, consultant consultant fee of approximately $20,000-$30,000, service not completed Update Natural Resources Job Description Consultant Consultant fee of approximately Inventory (Minnesota Land Cover (needs someone w/ $20,000-$30,000 Classification System) plant ill) updated in 2002 -field inspect needed Administration of GIS Trails and Job Description Community Additional work for other staff, Park Files Develop staff, consultant fees, service not consultant completed Administration of GIS Diseased Job Description Engineering (data Additional work for other staff, Trees, Tree Planting Requests and input only), public consultant fees, service not Tree Removal Files works staff, completed, Tree ill Required consultant Respond and Assist Residents Job Description Consultant Consultant fees, service not with Tree Disease or Insect Certified Arborist completed. Questions preferred Receives and Processes Right-of- Job Description Public Works staff Additional work for other staff, Way Tree Installation Requests service not completed, Tree ill nec. Review Grading Plans/Grading Job Description PR& NR Dir, Eng/ Additional work for other staff, Permits for Compliance with Biding Insp, consultant fees, service not Environmental Regulations consultant completed, follow up needed. Assist Developers and Builders in Job Description Park staff, Additional work for other staff, Landscape Planning by consultant consultant fees, service not Recommending appropriate Tree completed and Shrub Species Review, Administer, Enforce and Job Description PRNR Director, Annual consultant fees, service not Manage Conservation Easements Consultant completed to Address Encroachments Coordinate Completion of Job Description Community Consultant fee of approximately Environmental Assessrnent Development $5,000-$15,000 Worksheets Director Development of Storm Water Job Description Engineering and Additional work for other staff, Pond Management Plan public works staff, consultant fee, service not completed consultant Page 3 of6 Application and Administration Job Description Park, Recreation & Additional work for other staff, ofMnDNR ReLeaf Grants Natural Resources consultant fees, service not Director, completed consultant Application for Scott WMO Cost Job Description Park, Recreation & Additional work for other staff, Sharing Grants Natural Flesources consultant fees, service not Director, completed consultant Application for MnDNR Forest Job Description Park, Recreation & Additional work for other staff, Stewardship Grants Natural Flesources consultant fees, service not Director, completed consultant Coordinate Buckthorn Job Description Public Works Additional work for public works, Management in Parks and service not completed Conservation Easements Update Natural Flesources Job Description Engineering staff, Additional work for other staff, Corridor Map consultant consultant fee of approximately $1,000-$2,000 Coordinate Lake Water Quality Job Description Park, Recreation & Additional work for other staff, Monitoring of Lake O'Dowd and Natural Flesources consultant fee of approximately $500 Dean Lake Director, consultant Preparation of Current Public Job Description Park, Recreation & Additional work for other staff, Education Information Handouts Natural Flesources service not completed at City Hall and on Website Director Assist Residents in Locating Job Description . Engineering or Consultant fees Property Corner Iron Monuments Surveyors and Explaining Easement During the Tree Planting Permit and Boundary Marking Process Coordinate Tree Disease and Job Description Public Works staff Additional work for staff, service not Insect Programs for Department completed of Agriculture Coordinate Tree and Flaingarden Job Description PR & NR Director, Additional work for other staff, Workshops for Public consultant consultant fees, service not completed Coordinate Forestry Station at Job Description Park, Recreation & Additional work for other staff, Scott County Outdoor Education Natural Flesources service not completed Day Event Director Coordinate Forestry Station at Job Description Park, Recreation & Additional work for other staff, Regional Junior and Senior Natural Flesources service not completed Envirothon Director Coordinate Eagle Scout Projects- Job Description PR & NR Director, Additional work for other staff, Storm Drain Stenciling, Habitat consultant consultant fees, service not Improvement, Etc. completed Page 4 of6 Coordinate Storm Drain Job Description Park, Recreation & . Additional work for other staff, Stenciling with Local Elementary Natural Resources consultant fees, service not Schools Director, completed consultant Coordinate Arbor Day Tree Sale Job Description Park, Recreation & Additional work for other staff, Natural Resources service not completed Director, Public Works Coordinate Adopt-A-Pond Job Description Park, Recreation & Additional work for other staff, Program Natural Resources service not completed Director, Rec Supervisor Coordinate Sentence-to-Serve Job Description Park, Recreation & Additional work for other staff, Crews to Completed Habitat Natural Resources service not completed Improvement Projects in Park and Director, Public Conservation Easement Areas - Works Buckthorn and Noxious Weed Management Coordinate Completion of Job Description Community Consultant fees Alternative Urban Area wide Development Reviews Director, Consultant Public Education at the Shakopee Job Description PR & Natural Additional work for other staff, Showcase Event Resources Director service not completed Parks and Recreation Classes Job Description Recreation Additional staff time Supervisor Complete Wetland Delineations Wetland Engineering staff Consultant fee of approximately and reports Conservation $4,000-$15,000 Act Complete Wetland Delineation Wetland Engineering staff, Additional work for other staff, Field Review Conservation consultant consultant fee of approximately Act $1,000 Complete Wetland Delineation Wetland Engineering staff, Additional work for other staff, Report Review Conservation Consultant consultant fees Act Complete Wetland Conservation Wetland Engineering staff Consultant fee of approximately Act Permitting Conservation Consultant $2,000-$6,000 Act Snowmobile Maps Police Department Page 5 of6 The majority of the responsibilities ofthe Natural Resources position are unique to an individual with experience in Natural Resources, Environmental Science, Forestry or related field. The chart above indicated what specific responsibilities could be done by existing staff however there is not a current employee with the desired experience to carry out the responsibilities of the Natural Resources Coordinator to the extent the tasks have been completed. In addition, there are many tasks that only a consultant or contractor could complete if a Natural Resources Coordinator is not on staff. Consultant fees for development related activities could possibly be adjusted in the City's fee schedule. Council will need to decide if these tasks are important and how they will be completed if this position is not to be filled. The Natural Resources Coordinator position is important to the City during times of high development as well as low development and therefore the fact that development is down should not affect the need for this position. Having a Natural Resources Coordinator or similar position on staffwill benefit the City by maintaining and protecting our current natural resources, and developing management plans while implementing best management practices. The current Natural Resources Coordinator is an exempt position in the Grade 7 pay grade. The natural resources position varies in each city depending upon the expectations and responsibilities of the positions. OPTIONS If council feels that the natural resources position is important to the City and should be filled, council should: 1. Direct staff to advertise the current position as is. 2. Direct staff to evaluate the classification ofthe position based on the desired responsibilities and expressed needs ofthe City and update the job description obtaining Council approval prior to advertising for the position. If Council feels the position should not be filled at this time Council should: 1. Direct staff on what responsibilities are important to continue utilizing current staff and 2. Indicate what responsibilities will not be completed or reduced. RELATIONSHIP TO CITY VISION & GOALS D. Vibrant, Resilient and Strong Goal # 9: Protect the Environment REQUESTED ACTION Council, if concur, approve the rehiring of the Natural Resources Coordinator and advertise for applications. Page 6 of6 CITY OF SHAKO PEE Job Description Job Title: Natural Resource Coordinator Department: Park, Recreation and Natural Resources Reports To: Parks, Recreation & Natural Resources Director FLSA Status: Exempt Prepared By: Jamie Polley Prepared Date: February, 2007 Approved By: City Council Approved Date: Salary Level: Grade 7 SUMMARY This position oversees natural resources initiatives including woodland management, wetland evaluations, water quality monitoring, wildlife habitat improvement projects, and preparation and distribution of public information and educational materials. Participates in the city development process. Coordinates natural resource efforts and initiatives among landowners, city departments, local, state, and federal agencies, and conservation organizations. Serves as the staff liaison to the Environmental Advisory Committee. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Identifies, recommends, develops, and coordinates ecologically sound management practices to preserve, protect, restore and enhance the natural resources within the city. Develops, updates, and administers the 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 park 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. Tree and plant identification and management plan coordination and implementation. Coordinates noxious weed inspection and control in compliance with the Minnesota Noxious Weed Law and Rules. Participates in the review of subdivision proposals and developments for consistency with city environmental regulations, policies, standards, and best management practices. Reviews development plans, including examination of grading, landscape, and planting plans, and unique site preparations related to natural resource issues. Reviews and administers conservation easements, including installation and inspection of boundary marking monuments and enforcement of easement requirements. Monitors subdivision developments for compliance with Woodland and Tree Management Ordinance, Shade Tree Disease Control and Prevention Ordinance, and other related natural resource issues such as protection, restoration, and enhancement of natural resources. Performs enforcement activities as needed. Provides staff support to Environmental Advisory Committee and prepares technical information, plans, and reports on environmental issues. Provide knowledge of green building design and sustainability initiatives. Provides assistance and works closely as needed with the City's Engineering and Public Works Department for 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. Presents plans and information to the Environmental Advisory Committee, Park and Recreation Advisory Board, Planning Commission, City Council, and the public at meetings as needed. Assists with updating and maintaining planning documents and in preparation of natural resources budget and work plans. Attends meetings as department representative for environmental and natural resource activities. Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES As funding is available supervises student interns and/or other employees to complete natural resource related duties as assigned. 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 Natural Resource Management, Environmental Science, Forestry, or related field. A minimum of two years experience in natural resource management or environmental programs. Previous experience with municipal settings is desirable. A thorough working knowledge ofthe principles, techniques, and methods of natural resource planning and management; woodland management; federal, State and local government environmental laws, regulations and ordinances. A thorough working knowledge of Microsoft Office products and ArcMap, ArcView, ArcInfo, or ArcEditor and GPS equipment. A basic working knowledge of surveying and utilizing survey equipment. A broad working knowledge of native, invasive and exotic plants and animals. Plant and tree identification. A basic working knowledge ofthe principles of biology, ecology, environmental science, chemistry and geology; inspection, compliance and enforcement procedures; data collection and management. Experience working with the public. Must have strong communication skills 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 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 and current Minnesota Department of Agriculture Tree Inspector Certificate and/or Certified Arborist. 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, 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. 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 regularly works indoors and outdoors. The noise level in the work environment will vary from low to moderate. COMMENTS