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HomeMy WebLinkAbout14.A. Telecommunications Position Change I']. f1, CITY OF SHAKO PEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Telecommunications Position Change DATE: May 11, 2005 INTRODUCTION: The Council is asked to adopt a job description, and authorize the advertisement of a Telecommunications Coordinator position for the City. BACKGROUND: In February, the City Council and the Telecommunications Advisory Commission held a joint meeting in which, among other things, staff support for the telecommunications function ofthe City (including the Commission) was discussed. After considerable research, a recommendation was made to the Telecommunications Commission at their May 4th meeting that a Telecommunications Coordinator position be created. That position would have more emphasis on administration and policy so as to provide staff support for the TAC, but would also have knowledge of the equipment repair and replacement, do government programming, and manage the cable access studio. Staffing at the studio would be done primarily by part-time employees. A job description was provided to the TAC. They unanimously recommended that that be adopted by the City Council. By upgrading this position, the Television Production Specialist position was also recommended to be eliminated. In action elsewhere on the May 1 ih agenda, the previous incumbent of that position has submitted his resignation. Council is also asked to act on that. BUDGET IMPACT: The advantage of going with the Telecommunications Coordinator is that it would eliminate the need for the day-to-day cable operation and oversight by Bradley & Guzzetta. (See the memo to the T AC dated May 2nd). This impact is on the Telecommunications Fund, rather than the General Fund. RECOMMENDATION: The Telecommunications Commission and I recommend that action be taken to restructure the staffing for the telecommunications function of the City. ACTION REQUIRED: If the Council concurs, it should, by motion, authorize the following actions: 1. Adopt the job description for the Telecommunications Coordinator, and direct that advertisement be made to fill the position. 2. Eliminate the Television Production Specialist position. 3, Adopt the resolution amending the Pay Plan to add the Telecommunications Coordinator position when Council gets to item number l5.E.l., amending the Pay Plan. Mark McNeill City Administrator Job Description Job Title: Telecommunications Coordinator Department: Administration Location: City Hall Shift: . Reports To: City Administrator or designee FLSA Status: Non-exempt Prepared By: Mark McNeill, City Administrator Prepared Date: 04/29/05 Approved By: City Council Approved Date: Pay Grade: Salary Range: Starting Salary: SUMMARY The Telecommunications Coordinator position provides for coordination of the activities of the Shakopee Telecommunications Commission and serves as liaison between the Commission, cable franchisee, public access users, legal counsel, consultants, and the public; promotes the development of and assists in the management of the Shakopee Public and Government Access Studios; provides production assistance to government and public access programs; and serves as staff liaison to the Commission on telecommunication issues and activities. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned: Attend all Telecommunication Commission meetings and act as staffliaison for said meetings. Attend City Council and other public meetings as requested, provide information regarding telecommunications. The development and use of the Shakopee Public and Government Access facilities, operations, and channels. Work with City staff and outside consultant on cable franchising and I-Net issues. Prepare packet for the monthly Telecommunications Commission meetings containing agenda, minutes, various reports, and additional documents or information as needed or requested by the commission. Recommend and prepare an annual budget, goals and objectives and report for the Commission's recommendation to the City Council. Provide information to the City Administrator and departments on cable and telecommunications operations. Supervise, schedule, and evaluate the performance of part-time telecommunications staff. Coordinate with other City staff and elected officials to develop ongoing informational government access programming for the City. Insure the efficient playback of PEG programming. Keep telecommunications cable casting equipment in good repair, and insure the reliable operation and proper maintenance of public and government access equipment. Produce long and short-term equipment replacement and acquisition plans, purchase supplies, and prepare and monitor budget spending in support of work plan. Schedule weekly government and public access programming, ensuring proper distribution to other electronic and print media. Work outside normal business hours if necessary to insure the reliable operation of facilities, or to carry out programming or public meeting responsibilities. Update Government and Public Access segments of the City website. Keep up to date on cable/telecommunications legislation and represent the commission at various levels of government. Coordinate development (by outside vendors) of video streaming capabilities for the City's website. Perform other duties as assigned. SUPERVISORY RESPONSIBILITIES Oversee work of part-time cable staff. 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 Associates Degree in Media Technology and Production or closely related field, plus three years work experience directly related to the position. LANGUAGE SKILLS Excellent written and oral communication skills. Abilities and skills in planning, analysis, and administration. Ability to develop and maintain effective work relationships with City staff, public, and other government agencies and organizations. Ability to research, and prepare detailed reports. MATHEMATICAL SKILLS Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to define problems collects data, e~tablish facts, and draw valid conclusions. Ability to interpret a variety of technical instructions and deal with abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS Valid driver's license required. OTHER SKILLS AND ABILITIES Computer experience to include web and video based editing and input, typical office software packages, and ability to communicate and stay abreast of changing technology to insure recommendations which optimize the City's capabilities within the constraints of limited financial resources, electronic security needs, and data privacy issues. 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 sit; use hands to finger, handle, or feel objects, tools, or controls; and talk and hear. The employee frequently is required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral 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. The noise level in the work environment is usually quiet. ~.A." 'r f"- CITY OF SHAKO PEE Memorandum TO: Telecommunications Advisory Commission FROM: Mark McNeill, City Administrator SUBJECT: Telecommunications Support DATE: May 2, 200S INTRODUCTION: The TAC is asked to give direction regarding support staffing for the Telecommunication needs of the City, and support for the Commission. BACKGROUND: The departure of Tracy Schaefer in September, 2004, has provided an opportunity to review in greater detail what the most efficient source of staffing for telecommunications might be. Ms. Schaefer had been involved heavily with the telecommunications function. Support for the T AC for the past four months has been provided through a consulting contract with Bradley & Guzzetta. When this was approved earlier this year, the intent was for it to expire after 120 days, which would have been April 23rd. However, the provisions of the contract allow for an extension on a month to month basis. Because the telecommunications support position that had been discussed atthe joint meeting between the T AC and City Council has not been filled, the B & G contract is continuing at this time. One reason for the delay in addressing the telecommunications position was to allow for the filling of the Assistant to the City Administrator position, so as to see what technical communications skills that position might have. The new assistant, Kris Wilson, started April2Sth. While Ms. Wilson is available only halftime for general administration (the other half is economic development), she had done web site updating for her previous employer. Depending on work loads, this will be something which she could do for the City of Shakopee. Her responsibilities would be primarily to edit the submissions of individual departments, to make certain that the format and language is consistent. The new website has been set up so that updates could be done by the separate departments, rather than a formal webmaster. The other telecommunications staffing to date has been by a Television Production Specialist. Much of the focus there has been on local origination programming. ~,.. , In looking at the resources that are available, and similar positions throughout the Twin Cities, it appears that a Telecommunications Coordinator is the best fit for the City's needs. This position would need to have both policy and technical skills, and would eliminate much of the need for a consultant. The Telecommunications Coordinator would also replace many of the job responsibilities of the Television Production Specialist position. The Specialist position would be eliminated. The studio (which has been authorized to be open only nine hours at this time) could be staffed primarily by part-timers, who would operate under the direction of the new Coordinator position. This position would be filled by someone who would be knowledgeable about video streaming, but not to the point that they would do it that themselves. Rather, the Coordinator's job would be to work with an outside vendor to make certain that that got done. The Coordinator would also prepare the packets for the T AC, do research, prepare budgets and goals, do equipment repair and replacement, manage the studio, and do government programming. A suggested job description is attached. The only parts ofthe job which we recommend to continue to do through an outside consultant would be for I-Net and franchise questions. These are fairly specialized, and it is unlikely that an individual could be hired who would be knowledgeable about these two areas, and also do the other components ofthe job as proposed. BUDGET IMPACT: The current Television Production Specialist is at a grade 4 ($35,559 to $44,367). The Telecommunications Coordinator position has been analyzed by the City's pay consultant, and has recommended that it be placed in pay grade 6 ($42,953 to $53,719). The new position would therefore be at a higher rate of pay, but there would be a savings overall from a significant reduction in the Bradley & Guzzetta contract, which is currently on a retainer of$3270 per month. Instead of Bradley & Guzzetta being on a monthly retainer, it would be hired an hourly rate of $135 per hour only as needed to deal with franchise and I-Net issues. Once the Time Warner purchase by Comcast is finished, we anticipate that those hours would be minimized. The operation ofthe studio would be done through the part-timers. Figuring 13 hours a week, and an average wage of $11 per hour plus fringe benefits, the annual studio operational cost would be approximately $9000. Funding ofthis new structuring would continue to come from the Telecommuncations Fund. .,r , RECOMMENDATION: I recommend that the TAC consider this restructuring, and make a recommendation to the City Council to adopt a Telecommunications Coordinator position, to replace the Television Production Specialist. If this happens, it is likely that the changeover would not take place before July 1 st. ACTION REQUIRED: The TAC should act on the discussion regarding Telecommunication Communication and City telecom support. If\Aal. \f\u..Luill Mark McNeill City Administrator MM:th