4.g) Staff Report-Addition of Parks and Recreation Coordinator Duties to Office Assistant ;��� ��7
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SCANDIA
Staff Renort
Date of Meeting: October 9, 2012
To: City Council
From: Kristina Handt, City Administrator
Re: Discussion of adding Park and Rec Coordinator Duties to Office Assistant
Agenda Item#: 4.g)
Background:
The Council approved staff to beginning the process to hire a new office assistant in August
following the resignation of the previous office assistant. Twenty seven applications were
received and the Administrator and Deputy Clerk interviewed candidates on Oct 4`h. The Office
Assistant position is budgeted for 12hours/week and performs a wide variety of office funcrions
to support other City staff and the Council.
Laurie Monson submitted her resignation as Parks and Recreation Coordinator on Sept. 24th
The Park and Rec Coordinator position is budgeted for about 200 hours with a schedule that
fluctuates throughout the year depending on the season and programming needs.
Copies of the job descriptions for the Office Assistant and Parks and Recreation Coordinator are
attached.
Issue:
Should the Park and Rec Coordinator duties be added to the Office Assistant position?
Proposal Details:
I am proposing that the Council add the duties of the Parks and Rec Coordinator to the Office
Assistant position and increase the weekly hours to 16. The two positions require similar
knowledge, skills, and abilities and have similar minimum qualifications. Perhaps the biggest
difference is that the Parks and Rec Coordinator has some supervisory responsibilities and is
involved in the hiring process. The job duties could be changed to have the position assist with
hiring and supervising recreational employees with the Administrator having larger oversight.
In the past the Parks and Rec Coordinator has largely worked from home. If the positions are
combined, the work would be done in the city offices and would help provide coverage during
normal office hours. With a small office staff these additional four hours per week are very
much needed to help cover staff time away at meetings or vacation/sick days. In addition to the
extra four hours a week in office coverage, the budget could still accommodate about 20 hours
for the year to attend functions outside of the normal city office hours.
The job description would also be amended to require this position to attend the Park and
Recreation Committee meetings and take minutes; thereby freeing up other staff to focus on
providing more customer service.
Fiscal Impact:
Since the pay rate for the Office Assistant($11.38 to $13.91) is lower than the Parks and Rec
Coordinator($15.30)the additional hours could be accommodated in the budget.
Options:
1) Direct staff to bring a revised job description to the Oct 16`h Council meeting.
2) Take no action to combine the positions. Staff will come forward with a separate hiring
proposal for the Parks and Rec Coordinator position at the Oct 16th Council meeting.
Recommendation:
Option 1.
Approved by City Council, March 20, 2007
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: OFFICE ASSISTANT
STATUS: Part-time (approximately 15 hours/week) regular position
Normal working hours per personnel policy
FLSA Non-Exempt
REPORTS TO: City Administrator
City Council
PRIMARY OBJECTIVE: Provide a wide variety of office functions to support the
Deputy Clerk, City Administrator, other staff and the City Council.
ESSENTIAL FUNCTIONS:
1. Receives visitors and answer the telephone, answering questions or directing
individuals so as to provide them their needed information accurately and with
minimum delay.
2. Provides clerical support using word processing and spreadsheet software to
produce correspondence, reports and mailing lists; copies and distributes agenda
packets for City Council and committees; processes and distributes mail.
3. Assist with maintaining and purging filing systems in accordance with records
retention policy and Data Practices Act.
4. Assist with licensing functions and issuing of permits.
5. Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Working knowledge of generally accepted office procedures and filing practices
2. Good skill level with personal computers and Microsoft Word and Excel
spreadsheet software. Ability to learn and use other software as required.
3. Ability to develop and maintain general working knowledge of city services and
functions.
4. Ability to develop and maintain effective working relationships with a wide variety
of City personnel and the general public.
5. Ability to deal discreetly with confidential information.
Page 1 of 2
Printed 10/5/2012
EXAMPLES OF PERFORMANCE CRITERIA:
1. Public contacts are courteous and businesslike and the information provided is
accurate and timely.
2. Work produced is professional looking, accurate and error-free.
3. Requirements of state laws and local ordinances and policies are met.
4. Keeps supervisor informed of all significant matters he/she must know to perform
his/her responsibilities effectively.
MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent education.
2. One year of skilled clerical or office support experience.
3. Valid driver's license and good driving record.
SUPERVISION OF OTHERS: NONE
Page 2 of 2
Printed 10/5/2012
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: PARK AND RECREATION COORDINATOR
STATUS: Part-time, regular position
Flexible working hours depending upon season and
programming needs
FLSA Non-Exempt
REPORTS TO: City Administrator
City Council
PRIMARY OBJECTIVE: Program and organize a wide variety of recreation activities
and leisure time pursuits for children and adults.
ESSENTIAL FUNCTIONS:
1. Recommends, plans, develops, promotes, implements and evaluates community
recreation programs and events.
2. Coordinates administration of programs and budgets.
3. Hires and supervises seasonal recreation employees.
4. Prepares and presents reports to the Park and Recreation Committee and City
Council.
5. Develops and fosters good relationships with community groups and
organizations, school districts and other local governments, and other partners in
providing leisure services to the community.
6. Maintains an inventory of recreation equipment and materials.
7. Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of recreation programming and the ability to monitor and research
recreation needs and trends.
2. Ability to recruit, train, supervise, motivate and evaluate seasonal staff.
3. Ability to work independently as well as cooperatively.
4. Ability to communicate effectively, orally and in writing.
5. Ability to develop and maintain effective working relationships with a wide variety
of City personnel and the general public.
6. Ability to deal discreetly with confidential information.
Page 1 of 2
Printed 10/5/2012
EXAMPLES OF PERFORMANCE CRITERIA:
1. Programming responds to community needs.
2. Programs are executed safely and are age-appropriate.
3. Displays leadership, initiative and decision-making skills.
4. Programs are administered within budget constraints.
5. Public contacts are courteous and businesslike, and the information provided is
accurate and timely.
6. Work produced is professional looking, accurate and error-free.
7. Keeps supervisor informed of all significant matters he/she must know to perform
his/her responsibilities effectively.
MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent education required; degree in Parks and
Recreation, Physical Education or a related is field preferred.
2. One year related experience, including supervising others.
3. Basic word-processing and/or desktop publishing skills.
4. Valid driver's license and good driving record.
SUPERVISION OF OTHERS: Part-time seasonal Recreation Leader(s)
Page 2 of 2
Printed 10/5/2012
2013 Draft Budget
GENERAL FUND 101
PARKS&RECREATION(45000)EXPENSE
2009 2010 2011 2012 07/15/12 2012 2013 Change
Actual Actual Actual Adopted Year-to-Date Estimated Proposed '12-'13
Account Description Eupenses Expenses Expenses Budget Expdtrs Expdtrs Budget Budget Notes:
Personal Services
101 Regular Wages&Salaries 1,819 2,728 2,703 3,060 2,076 3,060 3,121 2.00%
104 Temp Employee Wages 17,632 14,679 16,883 19,067 8,097 19,067 17,545 -7.98%
121 PERA Coord.Empioyer ConVibution 120 194 895 682 287 682 226 -66.62%
122 FICA Employer Contribution 1,005 1,175 1,184 1,372 588 1,372 1,281 -6.61%
126 MEDICARE Empioyer Contribution 249 285 284 321 169 321 300 -6.65%
141 Unemployment Compensation 1,141 3,111
151 Workers Comp Insurance Premium 576 576 2,714 947 834 834 876 -7.53%
Total Personal Services 21 402 20 778 27 774 25 449 12 051 25 336 23 350 -825%
Materials&Supplies
200 Office Supplies 10 50 26 50 50
203 Printed Forms&Papers 309 409 329 450 387 400 450
210 Operating Supplies 2,371 1,193 1,848 2,000 649 2,000 2,000
212 Fuel 222 417 254 500 169 300 350 -3D.00°/,
221 Equipment Parts 156 117 117
223 Building Repair&Supplies 806 500 219 500 500
240 Small Tools&Minor Equipment 445 284 300 300
Total Materials&Supplies 2,902 2,750 3,239 3,500 1,851 3,667 3,650 4.29%
Contractuai Services
312 Planning Services 3,109
313 Committee B Commission Reimburs 2,040 1,560 1,080 2,160 720 2,160 2,160
319 Other Services 2,654 5,903 6,152 13 13
322 Postage 145 159.31 200 164 175 200
340 Advertising 116 450 450 450
353 Sales Tax 311 76 41 90 90 90
361 Liability/PropeRy Insurance 2,519 5,254 1,267 1,305 4,742 4,742 4,979 281.51%
381 Utilities 4,133 3,467 4,852 5,262 2,238 5,000 5,000 -4.98%
384 Refuse Disposal 3,652 2,542 2,729 3,532 1,537 3,500 3,500 -0.91%
385 Sewer Pumping and Maintenance 2,900 140 2,900 3,000 3.45% 1
401 Bldg Maintenance 8,610 627 993 500 500 500
404 Machinery&Equipment Repair 1,301 1,617 612 1,000 278 500 1,000
438 Misc Contractual 700 231.65 100 50 100 -100.00%
439 Refunds Issued 872 635 144 500 500
440 Events 685 592 1,017 2,000 731 1,550 3,000 50.00% 2
Totai ContraCtual Services 27,477 22,418 22,502 19,549 11,056 21,680 24,379 24.71%
Capital Outlays
530 Capital Improvements other than Bidgs 7,500 1,497 2,484 9 912 299.03°k 3
Total Capital Outlays 7,500 1,497 2 484 9 912 299.03%
Transfers
720 Operating Transfers 1,199 2,444 3,755
TotalTrensfers 1,199 2,444 3755
Total Park&Recreation(45000) 6D,479 48,390 58,767 50,982 24,957 50,683 61,290 20.22%
Notes: 1. Uptown Sewer Use Charges-(rate structure yet to be detertnined)
2. Vinterfest,DodgebalUTaco Daze and Farmers'Market events-increase requested by P&Rec Committee
3. Resurface tennis courts-Contractor Estimate
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1 of 1 PARKS 10:44 AM 7/26l2012
Parks(45000)
This budget includes personnel expenses for the part-time Recreation Supervisor, which is
budgeted at 0.10 FTE, the same as in 2012. The budget also includes seasonal employees for the
ice rink and summer recreation programs, and the part-time seasonal grounds maintenance
position. Hours budgeted for these positions are based on the averages from the last several
years. Overall, the Personal Services category would slightly decrease.
The Events line item (440) includes expenses for Vinterfest, Taco Daze and the Farmer's
Market. It has been increased from $2,000 to $3,000 at the recommendation of the Parks and
Recreation Committee.
There is one capital outlay item included in this budget: resurfacing of the tennis courts at the
Community Center($9,912.)
Revenues to this budget are generally property taxes, with some revenue from participant fees
and facilities rentals.
21 7/25/2012