34-35 - Appointment of Deputy City Manager & Assistant City ManagerItem Nos. 34 & 35
TO: Mayor, Mayor Pro Tem & City Council
FROM: Grayson Path, City Manager
SUBJECT: Deputy City Manager and Assistant City Manager
Appointment of Robert Vine and Doug Harris
City Charter Section 21
DATE: September 25, 2023
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On September 11, 2023, the City Council approved the City Manager's proposed FY23/24 Budget
which included the following two reclassifications:
1. Robert Vine from Assistant City Manager to Deputy City Manager
2. Doug Harris from Director of Utilities to Assistant City Manager
The following is the synopsis included in the City Manager's FY23/24 Budget Executive
Summary:
The first new position is a reclassification of an existing position. I would like to promote
Doug Harris, Director of Utilities, to the position of Assistant City Manager. Mr. Harris
has served the City of Paris for 30+ years, many of which has been in his currentposition.
After three years of direct observation, it is my professional opinion that Mr. Harris has
skills and abilities that can be put to even greater use upon promotion to a position of
higher responsibility and accountability within the City of Paris. His faithful and loyal
service to the City of Paris, carefully managing the City's treatment infrastructure for
water and sewer, has proven his ability as a manager and leader, and I would like to tap
into this to serve Paris, its council, citizens and staff, at a higher level. To accomplish this,
I have reorganized the city's organizational chart. I will reclassify Rob Vine to Deputy City
Manager to create a distinction in the progression of chain of command and shift
responsibilities of all departments between the three positions. First, as City Manager, I
will continue to remain fully responsible for all departments under me, including those
overseen by the DCM and ACMpositions. However, my focus will be the oversight of our
Emergency Service Departments and HR. Mr. Vine will take on responsibility of
Community Service Departments, including the addition of City Clerk, Finance and PIO
(discussed below). Mr. Harris will take on responsibility of Public Infrastructure
Departments, including those he currently oversees as well as Public Works and City
Engineering. He will continue to perform many of his current duties while delegating some
to his direct assigns as needed to accommodate his new responsibilities as the ACM. A
copy of the new proposed organizational chart is included as Exhibit F. Separating out
these three spheres of municipal operation will allow the City Management Department to
have greater efficiency and response time to issues, questions, requests, and concerns
raised by City Councilmembers, citizens, developers, other governmental agencies,
consultants, etc. Furthermore, this will give Department Heads and staff greater timely
access to and response from the City Management Department for high level decision
making, strategizing, issue handling, contract negotiation, HR management, and more.
This will also allow us to better focus our efforts within the Community Service related
departments, Public Infrastructure related departments, and Emergency Service related
departments. To accomplish this change financially, the Director of Utilities position will
be unbudgeted. Mr. Harris is currently on Step 8 of his current range and will move to Step
1 of the ACM range. Mr. Vine's pay range under a DCM will simply shift around his
current pay. Both employees will receive pay adjustments commensurate with those being
done under item #3 of this Budget Message, other than Mr. Harris who will indeed see an
additional pay increase from Step 8 of his current range to Step 1 of the ACM range. The
Step Plan for these and all other positions are included as part of the Proposed FY23124
Budget packet, Exhibit E. As the City Manager, it is one of my many duties to recognize
and promote opportunities for greater efficiency for our municipal operations and service
to our community, particularly when those opportunities exist from within. Given the
available in-house skill and talent we have in Mr. Harris, it makes total sense to promote
his abilities forward and upwards to perform even greater service to our community.
STATUS OF ISSUE:
Pursuant to the Paris City Charter, Section 21, "Neither the council nor any of'its members shall
direct the city manager or any of his or her subordinates in the appointment or removal of'any city
employee; provided,, however, that rdeoar tment heads shall be subiect to the
a� ro>>ctl ol'the council." Therefore, while the City Council has approved the FY23/24 Budget
which explicitly called for these appointments, it is appropriate to follow up that action with
Resolutions as has been our standard procedure for all previous department head approvals.
If their appointments are approved by the City Council, Mr. Vine and Mr. Harris will begin their
new roles on October 1, 2023.
BUDGET:
Please see the Background section above.
OPTIONS:
Resolutions have been presented to you tonight to appoint the City Manager's selection of Robert
Vine as Deputy City Manager and Doug Harris as Assistant City Manager.
1. Approve the resolutions as presented.
2. Request edits to the resolutions as presented.
3. Request additional information regarding Robert Vine and/or Doug Harris or the process.
4. Deny the resolutions and advise the City Manager.
RECOMMENDATION:
Approve the Resolutions to appoint Robert Vine as Deputy City Manager and Doug Harris as
Assistant City Manager.
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JOB DESCRIPTION
DEPUTY CITY MANAGER
General Statement of Duties
High level administrative position responsible for the direction and oversight of the City Clerk,
Director of Planning and Community Development, Finance Director, Library Director, Airport
Manager, Public Information Officer, and IT Manager. Works under the direction of the City
Manager; however, position requires extensive skills in leadership, management,
communications, budgeting, analysis, planning and organizing. Performs the duties of the City
Manager and serves as his immediate designee during temporary absences or disability.
Essential Duties and Responsibilities
1. Coordinates and supervises assigned department heads, managers and supervisors and
assists them with the direction, planning, supervision, oversight, implementation and
organization of the financial management, operations, work flow and maintenance of the
City Clerk Department, Planning and Community Development Departments, IT
Department, Finance Departments, Library Department, Airport Department, Public
Information Department and other departments as assigned.
2. Assists the City Manager in the performance of management functions and duties
specified in the City Charter and/or by ordinance.
3. Assists the City Manager in the preparation and administration of the annual budget,
comprehensive plan, and other policies and procedures.
4. Performs the duties of the City Manager and serves as his immediate designee during
temporary absences or disability.
5. Manages special projects and tasks as assigned by the City Manager.
6. Serves as the City Manager's representative when meeting with City Councilmembers,
board members, citizens, staff, consultants, engineers, developers, professional services,
etc.
7. Serves as the City Manager's liaison in the community and responds to citizen concerns.
8. Works alongside the Assistant City Manager in the performance of related and connected
duties.
9. Conducts background research and data collection for comprehensive policies, reports,
programs and activities.
10. Manages various grant opportunities, through state and federal programs, overseeing
application, award, project development, project completion, and reporting.
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. 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 management concepts, technologies and
trends and recommends implementation of programs and equipment to help the City
achieve its objectives more efficiently.
16. Develops and maintains an efficient complaint tracking system, investigating issues, and
responds to citizen concerns.
17. Supervises and monitors staff performance, ensuring that they are in compliance with
City policies, procedures, ordinances and resolutions.
18. Analyzes future personnel staffing needs and develops short and long-term plans to meet
those needs.
19. Selects, promotes, motivates, evaluates, trains and disciplines department personnel
consistent with applicable laws and the City's Personnel Policies and Procedures.
Appointment of City Clerk, Director of Planning and Community Development, Finance
Director, Library Director, and Airport Manager shall be in accordance with the City's
Charter and Code of Ordinances.
20. Works with and attends City Council and other Board and Committee Meetings as
needed.
21. Advises City Manager on departmental issues and solutions to address issues.
22. Coordinates additional and other assigned activities with other departments and outside
agencies and provides highly responsible and administrative support to the City Manager.
23. Maintains a regular and predictable work schedule.
24. Performs other duties as assigned.
Qualifications
• Education and/or Experience — Graduation from an accredited four-year college or
university with major course work in Public Administration, or a related field and at least
five (5) years of municipal management experience. An equivalent combination of
education and experience may be considered.
• 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
softwa re.
Certificates, Licenses, Registrations
• Master's degree in Public Administration preferred
• Valid Class "C" Texas driver's license
Knowledge, Skills and Abilities
• Knowledge of administrative, organizational and management practices and procedures
related to similar size and growth municipalities.
• Knowledge of public finance, budgeting and budgetary controls.
• Knowledge of public relations and customer service methods, practices and techniques.
• Knowledge of employment practices, including recruitment, selection, and evaluation of
staff.
• Knowledge of research, analysis and application methods, practices and resources,
including legal, economic development planning, and technical reference.
• Knowledge of intergovernmental relations and ability to understand and work with State
and Federal Regulations, Departments, and Personnel.
• Knowledge of City policies and procedures.
• Knowledge of project management skills for planning, construction, parks, promotions
and other city projects.
• Knowledge of principles of economic development incentives and land development.
• Knowledge of contract procurement, administration and oversight.
• Knowledge of grant writing and administration.
• Ability to establish and maintain complex records and files and organizing data for
reports.
• 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.
• Ability to prepare complex or technical reports independently, complying with reporting
guidelines.
• Ability to perform basic mathematical calculations to prepare, analyze and monitor
budgets, and to perform statistical analysis.
• Skills in negotiating contracts; mediating and resolving conflict.
• 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.
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;
• Employee often interacts with upset citizens;
• Office climate is moderate; however in the field work temperatures can range from
extreme hot to extreme cold.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS, APPROVING ROBERT VINE AS THE DEPUTY CITY MANAGER AS
RECOMMENDED BY THE CITY MANAGER IN CONFORMANCE WITH
SECTION 21 OF THE CITY CHARTER; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, Chapter 21 of the City Charter provides that the appointment of department
heads by the City Manager is subject to the approval of the City Council; and
WHEREAS, the City Manager has recommended for appointment to the office of Deputy
City Manager, Robert Vine; and,
WHEREAS, the City Council desires to approve the City Manager's appointment of Robert
Vine as the Deputy City Manager for the City of Paris;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That Robert Vine shall be and is hereby approved as the Deputy City Manager of
the City of Paris, on the recommendation of the City Manager, and as a consequence of said approval
to serve as Deputy City Manager, said approval to be in conformance with Section 21 of the City
Charter, and the aforesaid Robert Vine shall be and is hereby authorized and directed to perform any
and all responsibilities and obligations incident to the office of Deputy City Manager.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED on this 25th day of September, 2023, by the City Council of the City
of Paris, in regular session, following notice and publication as required by law.
Reginald B. Hughes, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Stephanie H. Harris, City Attorney
JOB DESCRIPTION
ASSISTANT CITY MANAGER
General Statement of Duties
High level administrative position responsible for the direction and oversight of the City Engineer,
Public Works Director, Water Production Superintendent, and Waste Water Treatment
Superintendent. Works under the direction of the City Manager; however, position requires
extensive skills in leadership, management, communications, budgeting, analysis, planning and
organizing. Performs the duties of the City Manager and serves as his designee during temporary
absences or disability of both the City Manager and Deputy City Manager.
Essential Duties and Responsibilities
1. Coordinates and supervises assigned department heads, managers and supervisors and
assists them with the direction, planning, supervision, oversight, implementation and
organization of the financial management, operations, work flow and maintenance of the
City Engineering Department, Utilities Departments, Public Works Departments, and
other departments as assigned.
2. Assists the City Manager in the performance of management functions and duties
specified in the City Charter and/or by ordinance.
3. Assists the City Manager in the preparation and administration of the annual budget,
comprehensive plan, and other policies and procedures.
4. Performs the duties of the City Manager and serves as his designee during temporary
absences or disability of both the City Manager and Deputy City Manager.
5. Manages special projects and tasks as assigned by the City Manager.
6. Serves as the City Manager's representative when meeting with City Councilmembers,
board members, citizens, staff, consultants, engineers, developers, professional services,
etc.
7. Serves as the City Manager's liaison in the community and responds to citizen concerns.
8. Works alongside the Deputy City Manager in the performance of related and connected
duties.
9. Conducts background research and data collection for comprehensive policies, reports,
programs and activities.
10. Manages various grant opportunities, through state and federal programs, overseeing
application, award, project development, project completion, and reporting.
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. 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 management concepts, technologies and
trends and recommends implementation of programs and equipment to help the City
achieve its objectives more efficiently.
16. Develops and maintains an efficient complaint tracking system, investigating issues, and
responds to citizen concerns.
17. Supervises and monitors staff performance, ensuring that they are in compliance with
City policies, procedures, ordinances and resolutions.
18. Analyzes future personnel staffing needs and develops short and long-term plans to meet
those needs.
19. Selects, promotes, motivates, evaluates, trains and disciplines department personnel
consistent with applicable laws and the City's Personnel Policies and Procedures.
Appointment of City Engineer and Public Works Director shall be in accordance with the
City's Charter and Code of Ordinances.
20. Works with and attends City Council and other Board and Committee Meetings as
needed.
21. Advises City Manager on departmental issues and solutions to address issues.
22. Coordinates additional and other assigned activities with other departments and outside
agencies and provides highly responsible and administrative support to the City Manager.
23. Maintains a regular and predictable work schedule.
24. Performs other duties as assigned.
Qualifications
• Education and/or Experience — Graduation from an accredited four-year college or
university with major course work in Public Administration, or a related field and at least
five (5) years of municipal management experience. An equivalent combination of
education and experience may be considered.
• 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 Public Administration 2LEferred
• Valid Class "C" Texas driver's license
Knowledge, Skills and Abilities
• Knowledge of administrative, organizational and management practices and procedures
related to similar size and growth municipalities.
• Knowledge of public finance, budgeting and budgetary controls.
• Knowledge of public relations and customer service methods, practices and techniques.
• Knowledge of employment practices, including recruitment, selection, and evaluation of
staff.
• Knowledge of research, analysis and application methods, practices and resources,
including legal, economic development planning, and technical reference.
• Knowledge of intergovernmental relations and ability to understand and work with State
and Federal Regulations, Departments, and Personnel.
• Knowledge of City policies and procedures.
• Knowledge of project management skills for planning, construction, parks, promotions
and other city projects.
• Knowledge of principles of economic development incentives and land development.
• Knowledge of contract procurement, administration and oversight.
• Knowledge of grant writing and administration.
• Ability to establish and maintain complex records and files and organizing data for
reports.
• 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.
• Ability to prepare complex or technical reports independently, complying with reporting
guidelines.
• Ability to perform basic mathematical calculations to prepare, analyze and monitor
budgets, and to perform statistical analysis.
• Skills in negotiating contracts; mediating and resolving conflict.
• 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.
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.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS, APPROVING DOUG HARRIS AS THE ASSISTANT CITY MANAGER AS
RECOMMENDED BY THE CITY MANAGER IN CONFORMANCE WITH
SECTION 21 OF THE CITY CHARTER; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, Chapter 21 of the City Charter provides that the appointment of department
heads by the City Manager is subject to the approval of the City Council; and
WHEREAS, the City Manager has recommended for appointment to the office of Assistant
City Manager, Doug Harris; and,
WHEREAS, the City Council desires to approve the City Manager's appointment of Doug
Harris as the Assistant City Manager for the City of Paris;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That Doug Harris shall be and is hereby approved as the Assistant City Manager of
the City of Paris, on the recommendation of the City Manager, and as a consequence of said approval
to serve as Assistant City Manager, said approval to be in conformance with Section 21 of the City
Charter, and the aforesaid Doug Harris shall be and is hereby authorized and directed to perform any
and all responsibilities and obligations incident to the office of Assistant City Manager.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED on this 25th day of September, 2023, by the City Council of the City
of Paris, in regular session, following notice and publication as required by law.
Reginald B. Hughes, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Stephanie H. Harris, City Attorney