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Home My WebLink About15.E.2. Facilities and Recreation Director Re-Classification IS: E. '). . CITY OF SHAKO PEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Upward Reclassification/Job Description/Pay Grade Change - Park, Recreation, and Facilities Director DATE: April 16, 2004 INTRODUCTION: The Council is asked to consider the adoption of a job description for a Park, Recreation, and Facilities Director position; and approve a pay grade placement, eliminate the Facilities and Recreation Director position, and finally, approve a proposed pay grade change for the position. BACKGROUND: The City Council adopted its current pay plan in the Fall of 200 1. In that plan provisions for modifying the plan were included. The process was intended to be for jobs that, over time, changed the scope of duties, and that the point valuation that had previously been in place, could be updated. The formal process for (non-union) positions is to engage in what is known as a Request for Review and Reconsideration (RRR). The applicant states why their job has changed, and provides supplementary information, such as a comparison of the new and old job descriptions. A panel made up of department heads considers a variety of factors, including decision-making, job knowledge, experience, and other factors. A RRR was recently submitted by the Facilities and Recreation Director position. In that request, it was noted that the position has been assigned significant additional duties, including responsibility for the oversight of park planning and the natural resources function, and has complete responsibility for the recently implemented government buildings maintenance. After considering the rationale, the RRR panel concluded that the position (which would be entitled Parks, Recreation, and Facilities Director) did warrant an increase from the previous pay grade 10, to pay grade 11. This would make the position commensurate with the several other department heads, including the Finance Director, Community Development Director, and Police Chief. This is the first time that the RRR process has been used since the process was first initiated. A question was raised as to whether this position should be considered a reclassification, and also whether it should be opened up to competitive consideration (either posting internally, or advertising). After speaking with the pay plan consultant, it was felt that as a department head, and that the extra job duties were assigned to the position, this was unique. Therefore, in this case, the recommendation is to consider this to be a reclassification which does not need to be advertised. The Facilities and Recreation Director position should be eliminated, and replaced with this. The necessary action would be as follows: 1. Adopt the revised job description for the new classification of Parks, Recreation, and Facilities Director. 2. Abolish the classification of Facility /Recreation Director. 3. Adopt the new pay plan showing the position in pay grade 11. SALARY CONSIDERATION: The incumbent (Mark Themig) for the position is currently at step E of pay grade 10 ($68,729). Normally, this position would go to the next higher pay grade which would be $71,158 (step F of pay grade 11). The change in job status would then become the new anniversary date. However, in this particular case, Mr. Themig would normally go to his next step had he remained in grade 10 on June 1st (his current anniversary date). Step E of grade 10 is $71,263. Therefore, to place him to step F of grade 11, and have him remain at that level for the next year as would be typical process, would actually penalize him by some $100. However, in such cases where adhering to the normal practice would financially penalize an employee, the City Personnel Policy provides for the following: Upward Reclassification 1. When an employee is in a position, which is reclassified upward, the employee shall receive the minimum rate for the new classification. If said minimum is less than their former rate, the employee shall be paid at the next increment step above the previous rate. 2. The date for additional step increases for an upward reclassification shall be 12 months from the effective date of the reclassification and, thereafter, at one year intervals until the employee reaches the maximum rate of pay for the assigned classification. 3. If however, by having their position reclassified upward, the employee would lose monetarily because of a missed step increase under the old position level, the employee will be eligible for additional step increases on their scheduled anniversary date for their old position classification and, thereafter, at one year intervals until such time as the employees reaches the maximum rate of pay for the new assigned classification. Therefore, I recommend that he be placed step F of grade 11 immediately, and move to step E of pay grade 11 - $74,008, on his anniversary date of hire (June 1st). He would remain there until the new anniversary date of April 21, 2005. BUDGET IMPACT: This reclassification was not specifically described in the FY 04 budget. However, the extra funding needed to do this is available in the Parks and Recreation salary line item for 2004. RECOMMENDATION: I recommend that the Facilities and Recreation Director position be abolished; that a job description be adopted for a Parks, Recreation, and Facilities Director; and that the pay grade be increased from pay grade 10, to 11, with placement as noted above. ACTION REQUIRED: If the Council concurs, it should, by motion, take the following action: 1. Adopt the job description for the Parks, Recreation, and Facilities Director. 2. Abolish the position of Facilities and Recreation Director. 3. Assign Mark Themig to step F of pay grade 11 until June I, 2004, at which time he would go to step E. He would remain at step E until his new anniversary date of April 21, 2005. 4. Adopt Resolution No. 6050: A RESOLUTION AMENDING RESOLULTION NO. 5982 WHICH ADOPTED THE 2004 PAY SCHEDULE FOR THE OFFICERS AND NON-UNION EMPLOYEES OF THE CITY OF SHAKOPEE /Vv& Y1cW/ Mark McNeill City Administrator MM:th Job Description Job Title: Parks, Recreation, and Facilities Director Employee Name: 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: Salary Level: 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 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. 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 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 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 RESOLUTION NO. 6050 A RESOLUTION AMENDING RESOLUTION NO. 5982 WHICH ADOPTED THE 2004 PAY SCHEDULE FOR THE OFFICERS AND NON-UNION EMPLOYEES OF THE CITY OF SHAKOPEE WHEREAS, on December 2,2003, the City Council ofthe City of Shako pee. Minnesota, adopted Resolution No. 5982, approving the 2004 Pay Schedule for the officers and non-union employees of the City of Shakopee; and WHEREAS, on April 20, 2004, the City Council of the City of Shako pee, Minnesota, approved the abolishment of the Facility/Recreation Director classification from Grade 10 and the addition of the Parks, Recreation, and Facilities Director classification to Pay Grade 11. THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the 2004 Classification Grade Levels and Pay Maximums Rooster is hereby amended to remove the Facility/Recreation Director Classification and to add the Parks, Recreation and Facilities Director Classification as attached. Ado.I>ted.in session of the City of Shakopee, Minnesota, held this day of, 2004. Mayor of the City of Shakopee ATTEST: City Clerk . .. . - . .... .. ...... . . . :. .. ...... .. .. · ..... ........ ..... ................. .. .... .CitYc;~~AAK?~~t: Minn~b~ .. .... ..... ..... .. ... . ......... . ~004 Cr.f\SSIFICi\.TIONGRAl)}j}LEvELS'AND:PAYMAXIMUMS. ,.. .. .' _. _ lJ;.i~ted'A1Pb:~~~ticallY] .....,. . .:',. ... . . ... . . .:.... .,.' Classification Titles Grade Levels 2004 Pay Maximums Community Development Director $85,410 Finance Director $85,410 Parks, Recreation and Facilities Director $85,410 Building Official $63,028 City Clerk $63,028 EDA Coordinator $63,028 MIS Coordinator $63,028 Planner II $63,028 Project Coordinator $63,028 Project Engineer 8 $63,028 Asst. to the City Administrator Building Inspector $57,327 Fire Inspector $57,327 Payroll / Benefits Coordinator $57,327 Recreation Supervisor $57,327 Technician IV $57,327 Adopted 12/02/03 Amended 04/06/04 Amended 04/20/04 Classification Title Grade Level Pay Maximum Information Technology (IT) Specialist 6 $52,154 Planner I 6 $52,154 Planner I - GIS/CADD 6 $52,154 Technician III 6 $52,154 $47,403 Executive Secretary $47,403 Facility Maintenance Lead Worker 5 $47,403 $47,403 Accounting Clerk II 4 $43,075 Ice Arena Maint. Operator 4 $43,075 Records Specialist (Police) 4 $43,075 Secretary - Engineering Secretary - Planning 4 $43,075 Secretary - Police 4 $43,075 Secretary - Bldg. Inspection 4 $43,075 Secretary - Park / Recreation 4 $43,075 Television Production Specialist 4 $43,075 Technician II 4 $43,075 t Office Service Worker CSO 2 $35,579 Customer Svc. Representative 2 $35,579 Facilities Maintenance Worker 2 $35,579 Records Clerk 2 $35,579 Custodian 1 $32,306 Receptionist 1 $32,306 Effective 12/29/03 Adopted 12/02/03 Amended 04/06/04 Amended 04/20/04 Classification Titles Grade Levels 2004 Pay Maximums City Administrator 13 $101,669 Unused 12 $92,378 Chief of Police $85,410 Community Development Director $85,410 Finance Director $85,410 Parks, Recreation and Facilities Director $85,410 $85,410 Assistant City Engineer 9 $69,363 Natural Resources Director 9 $69,363 Assistant Finance Director 8 $63,028 Building Official 8 $63,028 City Clerk 8 $63,028 EDA Coordinator 8 $63,028 MIS Coordinator 8 $63,028 Planner II 8 $63,028 Project Coordinator 8 $63,028 Project Engineer 8 $63,028 8 $63,028 Asst. to the City Administrator 7 $57,327 Building Inspector 7 $57,327 Fire Inspector 7 $57,327 Payroll / Benefits Coordinator 7 $57,327 Recreation Supervisor 7 $57,327 Teclmician IV 7 $57,327 Adopted 12/02/03 Amended 04/06/04 Amended 04/20/04