19 PersonnelCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
03/02/09
Council Date:
City Council
Kevin Carruth
19.
03/09/09
RECOMMENDED MOTION:
Not an action item
POLICY ISSUE(S):
Personnel
BACKGROUND:
Council Member Pickle requested a discussion item on the staffing needs and responsibilities of the
Community Development Department and Council briefly discussed this item on February 23ra
Council asked that staff bring to the meeting on March 9`" a job description including responsibilities for
the positions of Community Development Director and Main Street Coordinator. A reorganization plan
will also be presented at the meeting.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Council Member Agenda Item Request Form; Departmental Staffing Summary, Job Descriptions and a
Survey conducted of other cities
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$
❑ Department Report ❑ Resolution
Budgeted Amt.
$
❑ Presentation ❑ Ordinance
y'j'D Actual
$
❑ Public Hearing Z Other
Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
~ Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris
Revised 2/04/08
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JOB DESCRIPTION
DIRECTOR OF COMMUNITY DEVELOPMENT
General Statement of Duties
The position is appointed by and reports to the City Manager. Duties include overall management of
the Community Development Department, including airport, building code, code enforcement,
floodplain administration, grant writing, historic preservation, and planning functions; anticipating the
need for and developing policies, procedures, and short-term and long-term plans; oversight of
financial management activities of the Department; prioritization of needs and allocation of resources;
and performing other administrative functions. The position interacts regularly with other City
departments, other public agencies, community groups, news media, and the general public. Requires
excellent communication skills and the ability to handle multiple tasks concurrently.
Essential Duties and Responsibilities
1. Directs, plans, and manages all functions, programs, and operations of the Department,
including the divisions of Planning and Zoning, Historic Preservation, Main Street, Building
Inspections, Code Enforcement, Municipal Airport, Grant Writing, and Enterprise Zones.
2. Presents budget requests, controls expenditures of departmental appropriations, and establishes
operational standards for the Department.
3. Exercises prudent and timely knowledge of modern planning principles, procedures,
techniques, and equipment.
4. Applies proper personnel management techniques and employment law.
5. Directs and participates in training programs.
6. Develops and maintains positive relationships with colleagues within the Department and City,
peers in other agencies, minority and other community groups.
7. Exhibits courage and strength to make strong recommendations to the City Manager and City
Council and stands up for his or her convictions but does so in a professional and respectful
manner.
8. Proactively searches out, evaluates, and is open to new planning, code enforcement, building
code, aviation, and historic preservation technologies, equipment, training, and ideas.
9. Demonstrates continuous effort to improve and streamline operations and work cooperatively
to provide quality, seamless customer service.
10. Assists with coordination and preparation of Department related items for agendas and packets
for City Council and various boards, commissions, and committees.
11. Oversees City's planning, zoning, and land use, including reviewing all development proposals
for compliance with the Comprehensive Plan, City policies, and other regulations.
12. Direct and oversees activities of the on-site contract Airport Manager and annual Air show.
13. Serves as Floodplain Administrator, developing ordinances regulating construction standards in
floodplains, oversee issuance of building permits in such areas, develops map amendments, and
assists in the development of new floodplain maps.
14. Serves as Historic Preservation Officer, files all related reports, guides property owners through
Certificate of Appropriateness process and help ensure compliance with City's Historic District
Design Standards and SOI Standards; enforces the City's Historic Preservation Ordinance;
complete and file annual preservation reports to the Texas Historical Commission.
Revised 3/05/09
City of Paris
'1 otiUl.To
15. Authors and/or coordinates grant programs for several departments including writing
applications and filing periodic reports and reimbursement requests.
16. Oversees the enforcement of building codes as well as nuisance ordinances and standards.
17. Serves as staff liaison to various standing committees to provide professional, technical, and
clerical assistance to the individual committees. Committees may include Airport Advisory
Board, Historic Preservation Board, Main Street, Planning and Zoning Board, and Board of
Adjustments and Appeals.
18. May attend various local, regional, and state community meetings and events, some of which
may be held after normal business hours.
19. Answers official correspondence.
20. Maintains conespondence and official records while ensuring their accuracy, storage, and ease
of retrieval.
21. Responds to Public Information Act requests.
22. Manages facility/office space for department.
23. Provides administrative support to City Manager as requested. olicies,
24. Assists in the development and implementation of short-term and long-term goals, p
strategies, priorities, and procedures relating to City and Department operations.
25. Prepares reports and analysis.
26. Observes personnel policies and City charter.
27. Maintains confidentiality regarding issues in the Department and the Director's office,
including investigatory, legal and personnel issues.
28. Keeps the City Manager informed of significant departmental issues and media contacts in a
timely manner.
29. Performs such other duties as may be assigned.
Supervisory Responsibilities
The Department includes two code enfarcement officers, two building officials, Main Street Director,
administrative assistant, two maintenance workers, and a contract airport manager.
Competency
To perform the job successfully, an individual should demonstrate the following competencies:
1. Analytical - Synthesizes complex or diverse information; collects and researches data; uses
intuition and experience to complement data.
2. Problem Solving - Identifies and resolves problems in a timely manner; develops alternative
solutions; uses reason even when dealing with emotional topics.
3. Project Management - Develops project plans; coardinates projects; communicates changes
and progress; completes projects on time and within budget.
4. Technical Skills - Assess own strengths and weaknesses; pursues training and development
opportunities; strives to continuously build knowledge and skills; shares expertise with others.
5. Customer Service - Manages difficult or emotional customer situations; responds to requests
for service and assistance; meets commitments.
6. Interpersonal Skills - Focuses on solving conflict; maintains confidentiality; listens to others
without interrupting; keeps emotions under control; remains open to others' ideas.
Revised 3/05/09
City of Paris
" 011ul91
7. Oral Communication - Speaks clearly and persuasively in positive or negative situations;
listens and obtains clarification; responds well to questions; demonstrates group presentation
skills; participates in meetings.
8. Written Communication - Writes clearly and informatively; edits work for spelling and
grammar; presents numerical data effectively; able to read and interpret written information.
9. Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness
to others' views; gives and welcomes feedback; contributes to building a positive team spirit;
puts success of team above own interests.
10. Leadership - Exhibits confidence in self and others; inspires and motivates others to perform
well; effectively influences actions and opinions of others; accepts feedback from others; gives
appropriate recognition to others.
11. Change Management - Develops workable implementation plans; communicates changes
effectively; builds commitment and overcomes resistance; prepares and supports those affected
by change; monitars transition and evaluates results.
12. Quality Management - Looks for ways to improve and promote quality; demonstrates
accuracy and thoroughness.
13. Cost Consciousness - Works within approved budget; develops and implements cost saving
measures; conserves organizational resources.
14. Diversity - Shows respect and sensitivity for cultural differences; educates others on the value
of diversity; promotes a harassment-free environment.
15. Organizational Support - Follows policies and procedures; completes administrative tasks
correctly and on time; supports organization's goals and values; benefits organization through
outside activities; understands that what is best for the City as a whole may not be what is best
for a particular department in the short-term.
16. Strategic Thinking - Develops strategies to achieve organizational goals; understands
organization's strengths and weaknesses; adapts strategy to changing conditions.
17. Judgment - Displays a willingness to make decisions; exhibits sound and accurate judgment;
supports and explains reasoning for decisions; includes appropriate people in decision-making
process; makes timely decisions.
18. Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes
obstacles; measures self against standard of excellence; takes calculated risks to accomplish
goals.
19. Planning and Organization - Prioritizes and plans work activities; uses time efficiently; plans
for additional resources; sets goals and objectives; organizes or schedules other people and
their tasks; develops realistic action plans.
20. Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats
others with respect and consideration regardless of their status or position; accepts
responsibility for own actions; follows through on commitments.
21. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote
quality; applies feedback to improve performance; monitors own work to ensure quality.
22. Quantity - Completes work in a timely manner; strives to increase productivity; works
quickly.
23. Safety and Security - Observes safety and security procedures; determines appropriate action
beyond guidelines; reports potentially unsafe ar unsecure conditions; uses equipment and
materials properly.
Job Description - Director of Community Development Revised 3/05/09
1 o(Juiy2
24. Adaptability - Adapts to changes in the work environment; manages competing demands;
changes approach or method to best fit the situation; able to deal with frequent change, delays,
or unexpected events.
25. Attendance and Punctuality - Is consistently at work and on time; ensures work
responsibilities are covered when absent; arrives at meetings and appointments on time.
26. Dependability - Follows instructions, responds to management direction; takes responsibility
for own actions; keeps commitments; commits to long hours of work when necessary to reach
goals; completes tasks on time or notifies appropriate person with an alternate plan.
27. Innovation - Displays original thinking and creativity; meets challenges with resourcefulness;
generates suggestions for improving work; develops innovative approaches and ideas.
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.
1. Education and/or Experience - Minimum of Bachelor's degree in planning, public
administration, or related field is required. A minimum of six years experience in planning or
code enforcement with progressively responsible experience in a variety of functions and at
least two years of management experience as a Lieutenant or higher rank is also required. An
equivalent combination of education and experience may be substituted for some of the above.
2. 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 groups of managers, clients, customers, and the
general public.
3. Mathematical Skills - Ability to calculate figures and amounts such as discounts, interest,
commissions, proportions, and percentages. Ability to apply concepts such as fractions,
percentages, ratios, and proportions to practical situations.
4. Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete
variables in situations where only limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule form.
5. Computer Skills - To perform this job successfully, an individual should have knowledge of
Microsoft Access 2007 or higher database software; Microsoft Internet Explorer 6.0 or higher
Internet software; Microsoft Excel 2007 or higher spreadsheet software; Microsoft Outlook
2007 or higher; and Microsoft Word 2007 or higher word processing software; and CIS
computer aided dispatch software.
Certificates, Licenses, Registrations
Registered Code Enforcement Officer preferred.
Other Skills and Abilities
Types with proficiency and accuracy. Ability to use standard office equipment.
Job Description - Director of Community Development Revised 3/05/09
» 0tJUD3
Other Qualifications
Necessary knowledge and understanding of relevant municipal, state, and federal statutes, rules, and
regulations.
Physical Demands
While performing the duties of this job, the employee is regularly required to use hands to finger,
handle, or feel. Duties also require the ability to talk and hear. The employee is frequently required to
sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or
balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10
pounds and occasionally lift andlor move up to 50 pounds. Specific vision abilities required by this job
include close vision, distance vision and ability to adjust focus. 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.
Work Environment
While performing the duties of this job, the employee is occasionally exposed to outside weather
conditions and risk of electrical shock. The noise level in the work environment is usually moderate.
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.
Job Description - Director of Community Development
Revised 3/05/09
. O() E11ilZ
JOB DESCRIPTION CITY OF PARIS
MAIN STREET COORDINATOR/
ASSISTANT HISTORIC PRESERVATION OFFICER
NATURE OF WORK
The Main Street Coordinator is responsible for analyzing, synthesizing, and developing
revitalization strategies and recommendations in consultation with the appropriate official and
advisory bodies and coordinating their implementation to achieve project goals. The Main Street
Coordinator will perform complex and responsible work and enjoy considerable latitude in
discharging duties, exercising independent judgment, and discretion in carrying out day-to-day
responsibilities. The Coordinator will participate in budget preparation and other matters related
to the program. This position reports directly to the Director of Community Development.
GENERAL PROGRAM DESCRIPTION
The purpose of the commercial revitalization effort is to develop and implement a strategy for
economical development and historic preservation in the downtown business district. There are
four general work elements that guide this approach to downtown revitalization.
• Organization of downtown interests in a unified manner working towards common end
objectives:
• Approaching design issues, a means to create or preserve an attractive and sympathetic
physical setting, and using proper preservation techniques.
• Coordination of promotional activities to attract new economic life and develop new vigor
in the community.
• Structuring of economic opportunities through reuse of existing buildings and
underutilized space, attracting new business opportunities and development of viable
marketplace enterprises.
ESSENTIAL JOB FUNCTIONS
Serves as Coordinator of the downtown revitalization program. Coordinates downtown
organization, promotion, design, and economic redevelopment activities.
Works with local organizations to focus on downtown improvements. Assists downtown
association. Coordinates downtown activities and preservation planning with local
governments.
Coordinates promotion activities for downtown, including sales promotions, special
events, printed materials, heritage tourism, and on-going public relations.
Assists tenants and property owners with building improvement projects. Works with
public and private sector organizations in beautification, landscaping, and public
improvement projects.
Coordinates economic development programs, including analysis and monitoring,
business development, and business recruitment. Develops funding support and
administers grants.
Administers all aspects of the program office, including record keeping, purchasing, and
. ()()I1D5
budget development.
DUTIES TO BE PERFORMED
Familiarizing public officials, retailers, community groups, the general public, etc., with
the nature and orientation of this effort.
Interpreting previous studies and reports that analyze community resources and to develop
a strategy for achieving revitalization goals. Developing a preservation plan for the
restoration and reuse of historic buildings in the area.
Working cooperatively with the local community to develop and implement a local action
plan and timetable including public and private activities.
Implementing local objectives through the development of revitalization tools, such as
rehabilitation programs, existing state and federal funding sources and grant opportunities,
administration procedures, political mechanisms, legal tools, etc., as appropriate.
Assisting individual merchants and property owners with design and construction of
physical restoration projects. Assisting and coordinating downtown promotional events/activities through the planning,
design and implementation stages.
Developing economic strategies to increase retailing in the downtown, attracting new users
into existing facilities and expanding market opportunities.
Preparing and maintaining a continuing record of the program through photographs (before
and after) and/or slides, files on the building, business recruitment, promotions, monthly
reports, etc.
Acting as a data and information source for this community.
Develop and maintain contacts with media sources to disseminate program information to
the general public.
Assists the Historic Preservation Officer as needed.
MAJOR AREAS OF RESPONSIBILITY
Coordinating activity of Main Street Program committees
• Ensure communication is established.
• Assist with implementation of work plan.
• Provide ongoing volunteer support and encouragement.
Managing administrative aspects of the program
• Record keeping and. accounting with assistance of Board treasurer.
• Budget development (jointly with Board and/or president and treasurer).
• Purchasing.
• Preparing and filing reports.
• Supervising other regular employees.
Developing, in conjunction with the Board, appropriate downtown revitalization strategies.
• Identification of unique assets and resources.
• Identification of concerns and issues.
• Development of a work plan that focuses on all four program areas.
Developing and conducting, in conjunction with the Board and organization committee,
ongoing public awareness and education programs.
• Qr)(11 Jfi
• Fostering public understanding of Main Street's mission and goals.
• Keeping the program in a positive light in the public eye.
• Developing a cooperative relationship with the media.
Assisting business and property owners with business and property improvement projects.
• Providing ongoing communication, advice and guidance.
• Coordinating technical services of state/ city program.
• Personal consulting or finding additional professional consultation as appropriate.
• Providing contact information on available resources statewide.
Encouraging a cooperative climate with other downtown or community organizations.
• Building opportunities for partnership with the local Chamber of Commerce and/or
other development organizations.
• Identifying and maintaining contact with other key downtown/ neighborhood
organizations.
Helping to build productive relationships with appropriate public entities.
POSITION QUALIFICATIONS
Undergraduate degree or related experience in a similar capacity.
Must understand the issues involved in commercial revitalization from the various points
of view of inerchants, public agencies, property owners, and community organizations.
Must have writing ability and excellent verbal communication skills enabling the Manager
to articulate local program goals in group situations and on a one-to-one basis.
Must be an energetic, self-motivated, imaginative, and accomplished organizer capable of
functioning effectively in an independent situation, while maintaining a sense of the
overall goals of the commercial revitalization project.
Educational background and experience in design, architecture, business historic
preservation, public relations, real estate, management or communications desirable.
Skills in organizational development and written/verbal communication necessary.
ATTRIBUTES OF A SUCCESSFUL MAIN STREET COORDINATOR
A successful program manager MUST:
• Be visually oriented.
• Have a sense of entrepreneurship and be a self-starter.
• Understand and be able to work with city government.
• Have an ability to communicate, both individually and to groups.
• Have an appreciation and understanding of community involvement.
• Be success-oriented and a motivator.
• Be smart and humble enough to accept and overcome areas in his or her background that
are weak.
Be personable, persevering and patient.
`~~p IR