23 - City Manager's Proposal for Director of Planning - Community Development - Engineering DepartmentsItem No. 23
TO: Mayor & City Council
FROM: Grayson Path, City Manager
SUBJECT: City Engineer
Director of Planning and Community Development
DATE: November 9, 2020
BACKGROUND:
With the recent resignation of Carla Easton from the position of City Engineer/Community
Development Director, the City Manager went to work examining the vacated position along with
the needs of the Community and City Operations. The City also budgeted to hire a new City
Planner in FY20/21 which would have been subordinate to the CE/CDD position. Any time
vacancies occur, it is good to re-examine the position to determine if an opportunity to change
direction might exist. With the position vacant, the City Manager has stepped in to serve as Interim
Community Development Director while outsourcing City Engineer to a third -party entity on an
as -needed basis (also on your agenda tonight).
STATUS OF ISSUE:
After considerable consideration of our existing operations and needs, as well as researching other
communities, the City Manager would like to propose to the City Council that we separate the City
Engineer role from the Community Development Director role, and instead combine the
Community Development Director role with the much more compatible City Planner role to create
a new Director of Planning and Community Development, and create a separate and standalone
City Engineer. This would hereby modify an existing Department Head (Director of Planning and
Community Development), eliminate a budgeted subordinate position (City Planner), and create a
new Department Head (City Engineer).
The job descriptions for both positions are attached. Please refer to the Essential Duties and
Responsibilities of each position to obtain a thorough understanding of the tasks each position
would be responsible to fulfill. It is the City Manager's opinion that there exists plenty of work
for both positions to now stand separate from one another. In addition, by removing the City
Engineer role from the Community Development Director role, the City Manager believes that the
CDD role can take on the City Planner role which is much more compatible.
The Director of Planning and Community Development would be responsible for Zoning
Ordinances, Building Permitting and Inspection, Code Enforcement, Comprehensive Plan, future
land use, and other critical tasks. This position would serve as liaison to a number of boards,
including the Planning and Zoning Commission. As part of this process, the Code Enforcement
Department would be placed under this Director.
The City Engineer would be responsible for Subdivision Ordinances, working with appropriate
Department Heads for Capital Improvement Projects, GIS, Airport, TxCDBG, Public Properties,
Flood Plain Administration, ADA Compliancy, Traffic Engineer, and serving as the City's liaison
to third party engineering, architecture and professional service providers. There are a number of
duties laid out throughout the City Code that are for the City Engineer to fulfill.
Other options for the City Engineer role would be to contract it out with a third party firm or place
the position under either the Public Works Director or Director of Planning and Community
Development. The City must work with third party engineering firms on a regular basis, so there
is need of someone on staff capable of serving as liaison to oversee related tasks with these firms,
and having someone on staff allows for more consistency, responsiveness and control. There are
also a large number of miscellaneous tasks throughout the City Code that the City Engineer must
fulfill, many of which are best suited for someone in house than paying an hourly engineer rate to
a third party firm to complete. The City Engineer also plays key roles in both Public Works and
Community Development that make it difficult to pick one over the other to place the position
under. In addition, the City Engineer would on occasion assist the Utility Director as well as other
Department Heads with their public facilities and infrastructure.
Pursuant to the City Charter, Section 23, "appointment of department heads shall be subject to the
approval of the council. " Therefore, given the City Manager's request would significantly alter
an existing Department Head while creating an additional Department Head, the City Manager is
seeking City Council approval to proceed with advertising and hiring for these two positions, the
appointments would be brought back to the City Council for approval once identified.
BUDGET:
The FY20/21 Budget included a City Engineer/Community Development Director at Step 6 and a
City Planner at 2/3 Step 1 of Grade 37 (we budgeted 2/3 because we knew it would take about 1/3
of the FY to hire someone). This amounted to approximately $138k in total salary. To -date, the
City has paid out $19k, leaving $119k remaining. Had the City continued with Ms. Easton and a
new City Planner in to FY21/22, the estimated total salary would have been approximately $161k.
Assuming a Step 1 for a new Director of Planning and Community Development as well as a new
City Engineer, and assuming a Grade 55 and 60 respectively, and assuming the positions can be
filled in approximately 3-5 months from now, the City would spend approximately $104k in
FY20/21 (in addition to the existing $19k that has been spent) and $165k in FY21 /22. These are
of course estimates as the City would still need to negotiate based on qualifications of the
candidate. Nevertheless, while long term the two new Department Heads would cost more than
what was originally planned, the immediate impact is minimal thus allowing us to acclimate the
budget in time, and the work product, efficiency and effectiveness gained by these two new
positions should more than justify the additional expense.
Based on the Grades of existing Department Heads as well as the complexity and requirements of
the two proposed positions, the City Manager would propose:
1. Director of Planning and Community Development— Grade 55: $73,513 - $103,438
2. City Engineer — Grade 60: $83,175 - $117,035
The above is subject to change once the Comparable Pay Study is completed. Until then, the City
Manager must work within the existing framework.
OPTIONS:
1. Authorize the City Manager to advertise for a new Director of Planning and Community
Development as well as a new City Engineer.
2. Authorize the City Manager to advertise for one but not the other.
3. Request that the City Manager explore a different route for the City Engineer and/or
Director of Planning and Community Development.
4. Reject the proposal and provide guidance to the City Manager.
RECOMMENDATION:
1. Authorize the City Manager to advertise for a new Director of Planning and Community
Development as well as a new City Engineer.
JOB DESCRIPTION
CITY ENGINEER
General Statement of Duties
High level administrative position responsible for the direction and operation of all aspects of City Engineering
including Capital Improvement Projects, GIS Mapping, Municipal Airport, Public Facilities, Flood Plain
Administration, Subdivision Ordinances, and ADA Compliance. Works under the direction of the City Manager;
however, position requires extensive skills in leadership, management, communications, planning and organizing.
Essential Duties and Responsibilities
1. Directs, plans, supervises, oversees, implements and organizes the financial management, operations,
work flow and maintenance of the Engineering Department, including the Airport.
2. Works with the Director of Planning and Community Development, Public Works Director, Utility
Director and other City Staff in the planning, designing, cost estimating, and construction management of
related capital improvement projects.
3. Responsible for the administration of the City's Subdivision Ordinance, working with the Director of
Planning and Community Development and Public Works Director to implement.
4. Assists the Director of Community Development and Public Works Director with the implementation of
the City's Zoning Ordinance and maintaining the Zoning Map.
5. Directs and oversees the implementation of GIS data programming and mapping.
6. Manages various grant opportunities, through state and federal programs, including TxCDBG, overseeing
application, award, project development, project completion, and reporting.
7. Maintains public properties and facilities, working with City Staff when applicable.
8. Works with the Fixed Based Operator (FBO) on the management and oversight of the Airport.
9. Serves as the City Traffic Engineer, ADA Compliance Officer and Flood Plain Administrator.
10. Collaborates with architects, engineers, professional services, contractors and other construction
specialist.
11. Holds consultants, engineers, architects, professional services, contractors and other related firms
accountable to ensure that all projects are in compliance with Local, State and Federal Laws and
Agreements.
12. Develops and implements goals, priorities, policies and procedures relating to Engineering.
13. Oversees the proper procurement of all purchases pursuant to applicable City and State laws.
14. Develops realistic and fiscally sound budget requests based on program need and monitors budget
expenditures to ensure they remain within budget allocation.
15. Directs ongoing research into new municipal engineering concepts, technologies and trends and
recommends implementation of programs and equipment to help department achieve its objectives more
efficiently.
16. Develops and maintains an efficient complaint tracking system for the department, investigating issues,
and responds to citizen concerns.
Revised: November 2020
17. Oversees the preparation of cost and quantity estimates for engineering projects.
18. Supervises and monitors staff performance, ensuring that they are in compliance with City policies,
procedures, ordinances and resolutions.
19. Analyzes future personnel staffing needs and develops short and long-term plans to meet those needs.
20. Selects, promotes, motivates, evaluates, trains and disciplines department personnel consistent with
applicable laws and the City's Personnel Policies and Procedures.
21. Works with and attends City Council and other Board and Committee Meetings as needed.
22. Advises City Manager and department heads on Engineering issues and solutions to address issues.
23. Coordinates additional and other assigned activities with other departments and outside agencies and
provides highly responsible and administrative support to the City Manager.
24. Serves as staff liaison for a number of boards and commissions including but not limited to: Airport
Advisory Board and Traffic Commission.
25. Maintains a regular and predictable work schedule.
26. Performs other duties as assigned.
Qualifications
Education and/or Experience — Graduation from a four-year college with major course work in Civil
Engineering or a related field and at least six (6) years of municipal engineering experience or related
construction or facilities operations, including considerable management and administrative experience.
Computer Skills — Microsoft Internet Explorer and other internet-based search engines; Microsoft Excel
spreadsheet software; Microsoft Outlook; Microsoft Word processing software; Microsoft Powerpoint;
and Laserfiche document storage and retrieval software.
Certificates, Licenses, Registrations
• Registered Professional Engineer
• Valid Class "C" Texas driver's license
Knowledge, Skills and Abilities
• Knowledge of engineering principles;
• Knowledge of subdivision ordinances;
• Knowledge of platting, surveying, planning and zoning principles;
• Knowledge of contract procurement, administration and oversight;
• Knowledge of construction maintenance methods, materials and equipment;
• Knowledge of flood plain administration;
• Knowledge of ADA codes and compliance;
• Knowledge of engineering design software;
• Knowledge of grant writing and administration;
• Knowledge of code compliance, permitting and inspection;
• Knowledge of storm water, potable water, water storage, and wastewater distribution systems;
Revised: November 2020
• Knowledge of street construction;
• Knowledge of Federal Aviation Administration standards for airport operation;
• Ability to read and review plats, surveys, blueprints, design drawings and other construction plans.
• Knowledge in construction management, contractor management, and project time management;
• Ability to plan for municipal needs;
• Ability to lead, direct, delegate and distribute personnel;
• Knowledge of employment practices, including recruitment, selection, and evaluation of staff;
• Ability to direct, coordinate and review the work of personnel;
• Ability to establish and maintain effective working relationships with City officials, employees, citizens,
vendors and contractors;
• Exceptional oral and written communication skills and ability to effectively communicate on a daily basis
with administrative, elected and appointed officials and the public with courtesy, professionalism, civility
and tact;
• Knowledge and ability to prepare and interpret complicated reports and standards;
• Knowledge of intergovernmental relations and ability to understand and work with State and Federal
Regulations, Departments, and Personnel.
Physical Demands
• Physical ability to lift 20 pounds;
• Must be able to sit for long periods of time;
• Sensory demands typically require speaking, hearing, touching and seeing;
• Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or other office
equipment;
• Requires occasional bending, stooping, kneeling, reaching and pushing or pulling drawers to retrieve files;
• Must have visual acuity to endure eye strain of working on a computer for extended periods of time;
• Mobility required to inspect work of staff,
• Physical mobility needed for moving around a worksite for the purpose of monitoring quality of work.
Work Environment
• Employee works in an office setting but must occasionally go out into the field to respond to complaints
or inspect work of staff and contractors;
• Must interact with upset citizens;
• Office climate is moderate; however in the field work temperatures can range from extreme hot to extreme
cold.
Revised: November 2020
JOB DESCRIPTION
DIRECTOR OF PLANNING & COMMUNITY DEVELOPMENT
General Statement of Duties
High level administrative position responsible for the direction and operation of all aspects of the Planning and
Community Development Department including the Zoning Ordinance, Building Permitting and Inspection, Code
Enforcement, Main Street and the Comprehensive Plan. Works under the direction of the City Manager; however,
position requires extensive skills in leadership, management, communications, planning and organizing.
Essential Duties and Responsibilities
1. Directs, plans, supervises, oversees, implements and organizes the financial management, operations,
work flow and maintenance of the Planning and Community Development Department, including Code
Enforcement, Building Permitting and Inspection, and Main Street.
2. Responsible for the administration of the City's Zoning Ordinance, working with the City Engineer and
Public Works Director to implement.
3. Assists prospective developers throughout the planning and community development process.
4. Assists the City Engineer and Public Works Director with the implementation of the City's Subdivision
Ordinance.
5. Directs, oversees, administers and updates the City's Comprehensive Plan and Main Street Program.
6. Serves as the Zoning Administrator and City Planner.
7. Conducts background research and data collection for comprehensive planning policies and activities.
8. Directs the enforcement of municipal codes including but not limited to municipal building codes and
regulations, international building codes, nuisance codes, permitting, inspecting, and zoning regulations.
9. Manages various grant opportunities, through state and federal programs, overseeing application, award,
project development, project completion, and reporting.
10. Works with the City Engineer, Public Works Director, and other City Staff in the planning, designing,
cost estimating, and construction management of related capital improvement projects.
11. Collaborates with architects, engineers, contractors, professional services and other construction
specialist.
12. Holds consultants, engineers, architects, professional services, contractors and other related firms
accountable to ensure that all projects are in compliance with Local, State and Federal Laws and
Agreements.
13. Develops and implements goals, priorities, policies and procedures relating to Municipal Planning and
Community Development.
14. Oversees the proper procurement of all purchases pursuant to applicable City and State laws.
15. Develops realistic and fiscally sound budget requests based on program need and monitors budget
expenditures to ensure they remain within budget allocation.
16. Directs ongoing research into new municipal planning and community development concepts,
Revised: November 2020
technologies and trends and recommends implementation of programs and equipment to help department
achieve its objectives more efficiently.
17. Develops and maintains an efficient complaint tracking system for the department, investigating issues,
and responds to citizen concerns.
18. Supervises and monitors staff performance, ensuring that they are in compliance with City policies,
procedures, ordinances and resolutions.
19. Analyzes future personnel staffing needs and develops short and long-term plans to meet those needs.
20. Selects, promotes, motivates, evaluates, trains and disciplines department personnel consistent with
applicable laws and the City's Personnel Policies and Procedures.
21. Works with and attends City Council and other Board and Committee Meetings as needed.
22. Advises City Manager and department heads on Planning and Community Development issues and
solutions to address issues.
23. Coordinates additional and other assigned activities with other departments and outside agencies and
provides highly responsible and administrative support to the City Manager.
24. Serves as staff liaison or selects a designee for a number of boards and commissions including but not
limited to: Planning & Zoning Commission, Board of Appeals, Board of Adjustment, Historic
Preservation Commission, Main Street Advisory Board, TIRZ Board, and Buildings and Standards
Commission.
25. Maintains a regular and predictable work schedule.
26. Performs other duties as assigned.
Qualifications
• Education and/or Experience — Graduation from a four-year college with major course work in Urban
Planning, Public Administration, or a related field and at least six (6) years of municipal planning
experience or related planning, zoning and development operations, including considerable management
and administrative experience.
• Computer Skills — Microsoft Internet Explorer and other internet-based search engines; Microsoft Excel
spreadsheet software; Microsoft Outlook; Microsoft Word processing software; Microsoft Powerpoint;
and Laserfiche document storage and retrieval software.
Certificates, Licenses, Registrations
• Master's degree in Urban Planning l referred
• AICP certification preferred
• Valid Class "C" Texas driver's license
Knowledge, Skills and Abilities
• Knowledge of platting, land use, community engagement, surveying, planning and zoning principles;
• Knowledge of code compliance, enforcement, permitting and inspection principles and practices;
Revised: November 2020
• Ability to read and review plats, surveys, blueprints, design drawings and other construction plans;
• Ability to set and implement long term planning goals;
• Ability to read and review spatial data using GIS software;
• Knowledge of subdivision ordinances;
• Knowledge of contract procurement, administration and oversight;
• Knowledge of construction maintenance methods, materials and equipment;
• Knowledge of grant writing and administration;
• Knowledge of economic development principles and practices;
• Ability to plan for municipal needs;
• Ability to lead, direct, delegate and distribute personnel;
• Knowledge of employment practices, including recruitment, selection, and evaluation of staff;
• Ability to direct, coordinate and review the work of personnel;
• Ability to establish and maintain effective working relationships with City officials, employees, citizens,
vendors and contractors;
• Exceptional oral and written communication skills and ability to effectively communicate on a daily basis
with administrative, elected and appointed officials and the public with courtesy, professionalism, civility
and tact;
• Knowledge and ability to prepare and interpret complicated reports and standards;
• Knowledge of intergovernmental relations and ability to understand and work with State and Federal
Regulations, Departments, and Personnel.
Physical Demands
• Physical ability to lift 20 pounds;
• Must be able to sit for long periods of time;
• Sensory demands typically require speaking, hearing, touching and seeing;
• Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or other office
equipment;
• Requires occasional bending, stooping, kneeling, reaching and pushing or pulling drawers to retrieve files;
• Must have visual acuity to endure eye strain of working on a computer for extended periods of time;
• Mobility required to inspect work of staff;
• Physical mobility needed for moving around a worksite for the purpose of monitoring quality of work.
Work Environment
• Employee works in an office setting but must occasionally go out into the field to respond to complaints
or inspect work of staff and contractors;
• Must interact with upset citizens;
• Office climate is moderate; however in the field work temperatures can range from extreme hot to extreme
cold.
Revised: November 2020