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2011.04.14 Work Session PacketCRYSTAL CITY COUNCIL WORK SESSION WORKING AGENDA PTV nr Thursday, April 14, 2011 CFtYCAL 7:00 p.m. Community Room Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter, the Work Session of the Crystal City Council was held at a p. on Thursday, April 14, 2011 in the Community Room located at 4141 Douglas Drive, Crystal, Minnesota. I. Attendance Council members Staff Bowman I Norris Moore Therres P Selton l Mathisen Anderson Banick Budziszewski Hansen Hoffmann Hackett Deshler Peters Lewis 11. Agenda The purpose of the work session is to discuss the following agenda items: a) City functions and staffing levels, by department b) Commission applicant process III. Adjournment The work session adjourned at p.m GACKy ClerMCouncilMork sessions\wsagenda_4.14.11.doc UJ5. AT P\ I ca+ & -- Memorandum CM o[ 3[i'SCAL DATE: April 6, 2011 TO: Mayor and City Council FROM: Anne Norris, City Manager SUBJECT: Department Functions and Staffing At its January goal -setting, the Council identified "Evaluate Functions" as one of its top goals. The Council indicated that it would like to gain a better understanding of department functions and the relative time spent by staff on those functions. This information will also assist the Council with its goal of "Phase Out LGA Over and Extended Period of Time" in anticipation of budget decisions for 2012 and future years. At the April 14 work session, the organizational structure of the city and each of its department's (excluding West Metro Fire) will be reviewed. In addition, an overview of the functions within each department, its staffing and the time spent of each function will be reviewed. Attached are spreadsheets outlining broad functions of each department (excluding West Metro Fire) along with estimated staff time spent on those functions. Most department heads will be at this session to answer questions. Attach: City of Crystal CITY COUNCIL WEST METRO FIRE CITE' MANAGER Y ATTORNEY i - -) -- - ...j rpENGINEERING/ ADMINISTRATIONN POLICE UBLICI ORK iJ F j o W mil. Ft?- D h0 gOL (S COMMUNITY DEVELOPMENT i .Y RECREATION City of Crystal aW,* ZI "T 1101 a RECREATION DIRECTOR 1 FTE) OFFICE COORDINATOR I 1 FTE) FACILITIES SUPERVISOR I 1 FTE) A-d- RECI3EATIORI OFFICE cusromm POOL MANAGER 13UILDING SUPERVISOR CU R9 AS FTE ( I FTE. 1--5MI A8 FTE) ASSISTANT MANAGERS WATtR SAFETY INSTRUCTORS y ! NIGHT MAINTENANCE AUXILARY 5TAF3 WATER SAP F Y AID POOL SUPPORT AND WATER SAFTEY INSTRUCTOR STAFF = 5.05 FTE 1 GI ARDS 77CA5HIERS7 LIFEGUARD AID 0 IASK5 & I IIVIt SYtIV I Recreation Facility OfficeRecreation, Community CCC CCC Recreation CCC Pool Center and Pool Director Supervisors Supervisor Assistant II Office Clerk Custodians Supervisor i Seasonals Seasonals Seasonals Pool WSI Departments Associated Tasks & Responsibilities (1 FTE) (2.20 FTE) (1.0 FTE) (1.0 FTE) 48 FTE) 1.60 FTE) 48 FTE) 2.10 FTE) 1.20 FTE) 4.48 FTE) 57 FTE) General Administration Computer set-up for classes, give information and referral over the phone and in person, take, registrations, receive money, daily deposit, payroll 5 ° 5% S5 67 for regular and part-time staff, submit billings and purchase requests to Finance Department purchase of office operation supplies. Print and distribute department flyers, senior newsletters, reports and other pertinent information. Programming Needs assessment, program planning for all ages and abilities, plan and implement a variety of recreation program activities, community and 5% 56% ION 5% 80%. aD% 23% 80% special events, outdoor entertainment schedule, swimming programs for all ages and abilities, reserve facilities, hire, train and supervise seasonal staff, promotion, purchase equipment and supplies, maintain activity records and write reports, program evaluation, work cooperatively with neighborhing communities and agencies, program implementation and face to face program Reserve and schedule park facilities, prepare facilty Facility use schedules for Public Works Department, 5 10 3596 296 5% Reserve and schedule space at the CCC for internal and external customers, clean and maintain the CCC facility, perform set-ups and take downs of rooms, schedule the Forest gyms facility, work cooperatively with the school district in Forest maintenance items, schedule the pool facility, clean and maintain the pool facility, train staff on safety items and ensure safety procedures are followed. 21 Recreation, Community Center and Pool Departmentsp Recreation Facility Office CCC CCC Recreation CCC Pool Director Supervisors Supervisor Assistant II Office Clerk Custodians Supervisor Seasonals Seasonals Seasonals Pool WSI Associated Tasks & Responsibilities 1 FTE) (2.20 FTE) 1.0 FTE) 1.0 FTE) 48 FTE) 1.G0 FTE) 48 FTE) 2.10 FTE) 1.20 FTE) 4.48 FTE) 57 FTE) Park and Recreation Coordinate activities of the Commission, coordinate Commission/Civic and and send out meeting packets, facilitate Community Groups Commission work plan items, attend meetings of 6% the Commission and other civic groups as required. Prepare Commission packets through making copies, collating and mailing. Work with City Engineer, Public Works and Planning Commission on Long Range Park and Facility Planning and implementation, analyzing and 596 recommending needed park improvements. Work with city and other agencies on complementary and cooperative pro grams Prepare seasonal brochures of recreation actvities Marketing and park facilities, maintain department website, prepare social media communications, prepare 166 program flyers, prepare senior center newsletter, maintain activities listing on 2 city marquees, appear on cable tv, send press releases to the local media Provide customer service to internal customers Customer Service through communication and coordination. Provide customer service to external customers in person 6% 19% 19% 30% 26% 15% 20% 20% 25% 15% and over the telephone. investigate and resolve questions and problems relating to recreation programs, CCC, Pool and park facilities. Respond to requests in a timely manner for both external and internal customers Department/Division Manage personnel, assume responsibility for Mgmt division/department operations, allocate workload I and provide direction, hold charges accountable, Gd conduct performance reviews, manage conflict, prepare/manage budgets and review of fees charged 22 City of Crystal COMMUNITY DEVELOPMENT ASSISTANTCCM MUNITY DEVELOPMENT DIRECTOR{CITY PLANNER 1 FTE) T CUD ENFORCEMENT COODINATOR{ZONING ADMINISTRATOR 1 FTE) COMMUNITY DEVELOPMENT DIRECTOR 1 FTE) CON1MUINTY BUILDING OFFICIAL DEVELOPMENT CLFRK A75 FTE 31 mT COMMUNITY DEVELOPMENT ASSISTANT I FTE) COID COMPLIANCE INSPECTOR 1 FTE) is TASKS & TIME SPENT Planner/ Building Code Enfrcmnt/ Housing Code Compliance Comm Dev Comm Dev Community Development Director Asst Director Official Zoning Admn Inspector Inspector Assistant Clerk Associated Tasks & Responsibilities 1 FTE) 1 FTE) (1 FTE) (1 FTE) 1 FTE) 1 FTE) 1 FTE) 475 FTE) Building Code administration and enforcement (building, plumbing, mechanical); permit issuance; plan review; 40% 5% 4G°/a 5% 5% inspections; coordination; maintain records; customer service Housing code administration and enforcement; rental Housing inspection and licensing; point -of -sale inspections and processing; vacant building registration; 15` 10 '' 10 75% 40% 75°a 75% monitor/respond to foreclosure activity; maintain records; customer service Intake, respond to, inspect and process reports of Code Enforcement violations; allocate responsibility; issue notices and citations; prepare for and participate in adminstrative 10% 10% 30% 75% 20% 0% 5 10% hearings; enforcement sweeps; customer service Provide support to Planning Commission/City Council; Planning process applications (coordination, research and review, publication, legal review, preparation, presentation, 10° 25 15% 51XI finalization); respond to inquiries; Business Information Forms; plan reviews for zoning, subdivision, sign code compliance EDA support; respond to developer interest; identify Redevelopment redevelopment opportunities; administer scattered site j housing program; administer home improvement fund 301y 5n 5% 5% programs; TIF administration; CDBG; NSP fund administration Manage and coach personnel; direct division & Department/Division Mgmt department operations and procedures; allocate workload; conduct performance reviews; manage and 35% 5% 10° resolve conflict; prepare/manage budgets; interdepartmental initiatives; senior management team; back ill as necessary; customer service J City of Crystal FINANCE FINANCE DIRECTOR 1 FTE) 5 31 FTC ASSISTANT FINANCE DIRECTOR 1 FTE) ACCOUNTS AYAP Ef BENEFkTS UTILITY BILLING PAYROLL/UTILITY ACCOUNTING CLERKeikti SPECIALIST r• SPECIALIST BILLING SPECIALIST 1 FTE) ( 1 FTE) (.75 FTE - TIMP 1 FTE) 625 FTE) 16 IAJKJ bi 1 IIVIt JI'tfV 1 Payroll/ Utility Finance! D#"Cfi7EtliCLSSDCfit tEGf TaSSIrS0fi7SfiiI fC1135 Finance Asst Finance Accts Payable Utility Billing Billing Accounting Director Director Benefits Specialist Specialist Clerk 1 FTE) 1 FTE) 1 FTE) 1 FTE) 75 FTE) 625 FTE) Department Supervise & train department staff; allocate workload; conduct performance reviews; Management manage and resolve conflict; interdepartmental initiatives; senior management 196 196 team: rrcords management Financial Management issuance of bonded debt, initiate debt service payments & arbitrage calculations; manage property & liability insurance policies, handle insurance claims; administer financial aspects of tax increment "nancifia_ Budget Develops annual budget and capital improvement plan in cooperation with senior staff, presents to City Council and implements Council directions; advises City Council 4% on financial matters Cash & Investment Prepare bank deposits; reconcile credit card transactions; reconcile monthly bank Management statements; manage banking & financial institution relationships; manage 10% 3 10% 9 D°l investment portfolio. Financial Reporting Perform monthly, quarterly & annual financial reporting; work with independent auditors; maintain fixed asset records; filing various regulatory and grant reports RO% 600/n 2%% with federal and state agencies. Utility Billing Process monthly utility billing; provide customer support; process payments; set-up customer accounts; schedule repair appointments; manage reading of radio -read 9S110 32% 10% meters. Certify special assessments for uncollected accounts. Process month -end interface. Accounts Receivable Process accounts receivable billings for weed mowing, tree removals, administrative citations, vacant buildings & misc. Certify special assessments for uncollected 2% S% 4D% accounts. Accounts Payable Reviews invoices for supplies & services; processes weekly check run; prepares monthly sales tax return; handles title, license & registration for city vehicles 5% 3% 70% 5% purchased and auctioned off. Payroll Maintains payroll records for all employees including personal data, time worked, leave balances, pension data, & benefit deductions; processes bi-weekly payrolls; 1096 b 3 595 prepares monthly, quarterly & annual payroll tax returns for iRS & MN Dept. of Revenue; Employee & Retiree Enrolls employees at time of hire & annual open enrollment in health, dental, life & Benefits disability insurance plans, flexible spending accounts & health savings accounts; processes bi-weekly & monthly payments for benefit vendors; enrolls retirees & those 13% on COBRA in appropriate benefits while ensuring compliance with HiPPA & CCOBRA. I 0 City of Crystal ENGINEERING/PUBLIC WORKS CITY ENGINEER/PUBLIC WORKS DIRECTOR 1 FTE) f ff EiiERING j STREETS i UIIITiES ENPROJERINi a GISIENGINEERING kk - PARKS I FORESTERPROJECTTECHNICiN # PUB)C WORKS r G1 TDIAN SUPERINTENDENTASUPERINTENDENT SUPERINTENDENTMANAGERApMIN15TRATfVE f .5 FTE ( 1 FTE) ASSISTANT '4 (1 FTE) (1 FTE) (1 FTE) 1 FTE } (_1.5 FTE MAINTENANCE MAINTENANCEMAINTENANCE III MAINTENANCE I MAIN' TENCi= MANTENANC TEMPORARY I - IIl • MEII- I)I II FORfSTI Y 2 FTE) ASSISTANT S FTE) ( 2 FTE) FlT} — 1 FTE S FTC (.35 FTE) 0 TASKS & TIME SPENT Engineering Department Associated Tasks & Responsibilities Initiate, implement, and manage city building and other physical structure and infrastructure Facilities and Infrastructure maintenance projects, including parks facilities, Maintenance and Capital alleys, sidewalks, curb and gutter, retaining walls, traffic signals, street lights. Initiate and manage Improvement Projects capital projects ie. g• Pool CCC addition skate park, initiate, implement, and manage street reconstruction projects, including public meetings, Street Reconstruction Projects legal, design, construction, and financial management. Manage city joint powers participation in Shingle Stormwater Management and Bassett Creek Watersheds, including mandated Administration state and federal clean water standards, FEMA flood plains. Manage personnel, assume responsibility for department and Public Works operations, allocate Department/Division Mgmt workload and provide direction, hold charges accountable, conduct performance reviews, manage conflict, prepare/manage budgets. Maintain relationships with MnDOT, DOH, PCA, BWSR, COE, Provide technical and management support to Sewer, Water, Storm Drain and Street Light Utility Manage Enterprise Funds Enterprise Funds operations, including capital projects, e.g. sewer lining, water quality projects. city Operateand maintain city GiS databases, all rMaintainastructure, infrastructure records including above and ership, and rightsunderground failities. Maintain city properties ds records, easements, rights of way. Provide support services internal city departments, and outside customers such as city resident, Customer Service business and commercial interests, and developer and engineering interests. Administrative Seasonal City Engineer/DPW Project Manager GIS Technician City Forester Assistant Inspection 1. 0 FTE) (1 FTE) (1 FTE) (0.5 FTE) (0.6 FTE) (0.4 FTE) 15% 45% 10% 15' 20% 30% 1 30% 1 5% 1 5% I 10% 1_ 80% 10% 1 5% 1 10% 1 I. _ 5% 25% 1 1 1 5 10% 1 5°, 15% 1 1 10% 5% E 45% 1 5% 1 20% City Hall Custodian 0. 5 FTE) 95 10% 1 low, I 10%. 1 Is% 1 zo 1 1 5° 10 Administrative Seasonal Engineering Department Associated Tasks & Responsibilities City Engineer/DPW Project Manager GIS Technician City Forester Assistant Inspection City Hall Custodian 1.0 FTE) 1 FTE) 1 FTE) 0.5 FTE) 0.6 FTE) 0.4 FTE) 0.5 FTE) Manage diseased tree detection & removal program; tree replacement program; tall grass, Forestry woodpile, weeds, etc. code enforcement; public tree inventory data base. 5 0 70 20% 11 rwe vc- O TIRAE: er)Eh1Y Street Maintenance Heavy Equip Maintenance Seasonal Street Department Superintendent Mechanic Operator Worker Maintenance Associated Tasks & Responsibilities 1.0 FTE) 2.0 FTE) 2.0 FTE) 3.0 FTE) 0.5 FTE) Maintain potholes, rout and seal pavement cracks, edge mill repair older streets, asphalt mill and Maintain Local Streets, overlays, spray patch wear course, maintain traffic Snow/Ice Removal & Control and street name signs, sweep streets and sidewalks IS% 10% 70% 90% spring,summerfall. Manage materials stockpiles. Mix/manage bring solution. Plow streets, alleys, municipal parking lots, sidewalks, manage media alerts, load and haul snow, wing back snowbanks. Maintain City Equipment and Maintain all light and heavy equipment, plows and Buildings salt/saline distributers, city motor pool, police 80 5°a 5% vehicles/set up new squads. Maintain Public Works buildings and other city buildings. Perform welding and related repair services, paint building interiors. Maintain City Rights of Way Provide storm damage cleanup, trim trees for clearance, maintain city owned street lights and 5% 10% 10% traffic signals, pickup and dispose abandoned debris/appliances/furniture. Construct New and Maintain/Repair Existing Build retaining walls, rebuild parking lots, rebuild basketball courts. Facilities I Department/Division Mgmt Supervise personnel, assume responsibility for department daily operations, assign, hold charges accountable, conduct performance reviews, manage conflict, assist in budget perparation. Respond to citizen questions/complaints. EDA house demolitions/grading/seeding. Assist with Internal and External Customer underground Utility failures. Assist adjoining cities Service in common interest projects and emergencies. Water new trees. Misc carpentry and small building projects. Special events traffic control 1 20% 1 1 10% 1 10% 19 TASKS & TIME SPENT utilities Heavy Equip Maintenance Seasonal Utiiities Department Superintendent Operator Worker Maintenance Associated Tasks & Responsibilities 1.0 FTE) (1.0 FTE) 5.0 FTE) 0.4 FTE) Water quality tests, record keeping and reports; water metering system and service connections; Operate Water Utililty hydrants maintencance & main flushing; exercise 40% 40% 40% valves; water main breaks/failures; pump station and reservoirs; computer control system; Gopher State One Call locates; 24-hour on call services; disconnects. Operate Sanitary Sewer Utility Record keeping and reports; sewer lift stations; sewer cleaning/jetting/root cutting; 24-hour backup/sewer failure response; power failure management; manhole maintenance & repair; Inflow/Infiltration management; annual lining project; private contractor inspections; disconnects. Operate Storm Drain Utility Storm lift station; regular storm sewer jetting and line cleaning and repair; regular manhol%atch basin maintenance & repair; outfall dredging; water quality pond & treatment facilities maintenance;storm damage cleanup and disposal. Maintain Equipment and Shop/Garage Construct New and Reconstruct Existing Facilities 25% I 25% I 60% Maintain all light and heavy equipment, pumps, 10 5% sewer televising, generators, jetter truck, vac, Utilities buildings. Repair/replace/add new sanitary sewer, water main, storm drain and appurtenances. 5yo { Department/Division Mgmt Supervise personnel, assume responsibility for department daily operations, assign, hold charges accountable, conduct performance reviews, manage conflict, assist in budget perparation. 90% iJtilities Department Associated Tasks & Responsibilities Utilities Superintendent 1.0 FTE) Heavy Equip Operator 1.0 FTE) Respond to citizen questions/complaints; EDA house Internal and External Customer demolitions/grading/seeding; provide snow plow Service drivers. Assist adjoining cities in common interest projects and emergencies. 20% 5 Operate Swimmng Pool Maintain sand filters, pumps, heaters, chemical Mechanical Equipment feed; perform water quality tests. Maintenance Seasonal Worker Maintenance 5.0 FTE) 1 (0.4 FTE) 5% 5% 14 TASKS & TIME SPENT Parks Maintenance Seasonal Parks Department Superintendent Worker Maintenance Associated Tasks & Responsibilities 1.0 FTE) 5.0 FTE) 0.5 FTE) Maintain City Parks, Parks Mow, weed whip, manage volunteer trees, spray for Facilities and Other City Property weed control, overseed. Regularly inspect and maintain playgrounds, trails, boardwalks, City Hall, K + 50% Community Center, Fire Stations grounds. Manage and Conduct Capital New playgrounds, fencing, landscape and Projects irrigation,b oardwalks/fishing docks. Maintain Parks Buildings Parks, pool, Becker Arts and other buildings - Maintain roof, heating, plumbing, exterior; parking lot snow removal Maintain Department Preventative maintenance on mowers, tractors, Equipment groomers, and landscape maintenance equipment 10° Groom, stripe ballfields; maintain ag lime, drainage, Maintain Ball Fields, backstops, fencing, lighting and controllers, tennis/volleyball courts, trails; scoreboards; tennis court nets, surface coating; ice ice rinks rink snow removal, flooding & repairs; trail snow removal, maintenance & repairs 20% 50% Supervise personnel, assume responsibility for Division Management department daily operations, assign, hold charges accountable, conduct performance reviews, manage conflict, assist in budget perparation. 8090 Respond to citizen questions/complaints. Provide support to Parks & Recreation Commission. Assist Internal and External Customer with Recreation special events set-ups and clean-up. Service Assist adjoining cities in common interest projects and emergencies. Water new trees. Misc carpentry and small building projects. Provide snow plow drivers. Community Center snow removal. 20% 10% 15 ANIMAL CONTROL LIMTENANT a f OFFICER Investigation Q FTE) -- (1 FTE) POLICE OFFICER JUVENILF_ r' Investigator assignment x SPECIALIST 1 FTE) t;. (4 FTE) City of Crystal POLICE LEPUIY CHIEF 1 FTE) i FT-F- LIEUTENANT SkJPPORTSERVIC:ES OFFICEASSISTAP r PatrolJCornmunity TECHNICIAN III 5efVices (1 FTE) (2 FTE, .1 - ,5 FTE) 1 FTE) POLICE OFFICER i — ' . COMMUNITY SEW[CE POLICE OFFICER SERGEANT Community Liaison I OFFICER traffl!C assignmenA t FTE) assignment I : (1 FTE, 5-,5 FTE) I FTE) (1 FTE) PDVCE OFFICER 16 FTE) POLICE VOLUNTEERS explorers, V,I,P.S., reserves 0 FTE) TASKS & TIME SPENT Lieutenant Community Liaison Police Department - swoni Chief of Police Deputy Chief Patrol Invest. Sergeant Patrol Officer Detective Officer Traffic Officer Associated Tasks & Re,5ponsibdities 1 FTE) 1 FTE) 2 FTE) 4 FTE) 16 FTE) 4 FTE) 1 FTE) 1 FTE) Patrol Patrols city streets and responds to calls for police, medical and fire related assistance. Conducts preliminary investigations. Enforces state and local 45% P 7096 r 5 laws and ordinance. Assists citizens as requested. Provides courtroom testimony when required. 10%-1 Conducts criminal investigations of adult offenses Investigations - Adult ranging from misdemeanors to felonies. Prepare case submissions to city and county attorneys. 5 5% 55% 5% Evidence collection and processing. Take victim, witness and suspect statements. Supervises unit and dejoartment investigations. 55% - 1 Conducts criminal investigations of juvenile offenses Investigations - Juvenile ranging from misdemeanors to felonies. Prepare 5 5% 25 15% case submissions for county attorney. Complete evidence collection and processing. Takes victim, witness and suspect statements. 10%-1 Enforces state and local laws. Issues citations and Traffic Safety makes arrests as appropriate. Works 5% 5'Yo 15% - P 10% collaboratively with other law enforcement agencies and city departments to promote traffic safety. Responds to and investigates crashes. IWorkswithandprovidesdirectiontopolice Community Outreach volunteers (i.e. Reserves, Explorers, YIPS) to enhance community involvement. Work closely i"." : 20% - P 5% 5% 55. 701A 5% with local schools through DARE & School officer. Involvement in MN Night to Unite, Crime Watch, Kids, Cops, & FF, Citizen Academy, and Bike Rodeo. 5%-1 Responsible for the overall management and administration of the department. Including the Police Administration planning and implementation of programs & the 85% 90% 20% - P 5% coordination and supervision of personnel. Responsible for recruitment & training of staff. Attends city and department related meetin s. TASKS & TIME SPENT Police Department _ nons orn Office Manager Support Services Juvenile Specialist Office Assistant III CSC 4S ocia ed rogks &. Responsibilities 1 FTE) 1 FTE) 1 FTE) 2.5 FTE) 4.0 FTE) Records management Mandated data entry, digital dictation transcription and case preparation offenses, arrests, supplements). Compilation of documents 8tI% 2096 1540 9096 5'Yo that are submitted to county and city attorney for charging. Handle phone and in -person customers. Administrator of numerous data bases, prepare statistical reports. Support Services (Property & Document and maintain all property and evidence in police Evidence and IT support) custody utilizing a barcode system. Issue ID cards city-wide. 65 556 Administers numerous department technologies (i.e. in - squad video, MDC, digital cameras, etc.). Assist City iT with printer repair. Submit digital data to attorneys. investigation and evaluation of juvenile, vulnerable adult, and Child protection cases. Diverts juvenile offenders away Administration and investigation from juvenile justice system. Transport or deliver vehicles 25% 39%. 10% 10% and equipment to the place of repair. Deliver miscellaneous items. Completes background checks, gun permits and data practices requests. Enforces on and off street parking regulations (i.e. overnight parking, junk vehicles). Refers non -criminal Code enforcement violations to Comm Dev. issues citations & court referrals for repeat violators. Works collaboratively with police department and Community Development staff to enforce city ordinances and state statutes. Books prisoners (both adult and juvenile). Maintains a safe and secure jail while monitoring and providing for the Jail operation needs of our prisoners. Maintains Department of 5% S% 2Crya Corrections certification for both adult and juvenile offenders. Provides for all care of prisoners and reports concerns or issues to the jail administrator. Responds to requests for service such as: animal CSO Patrol complaints, parking complaints, vehicle lockouts, traffic S',o control and vehicle crashes. Represents the police department at community events. Supplements the sworn staff at non -emergency and service related calls. City of Crystal ADMINISTRATION CITY MANAGED ASSISTANT CITY MANAGENHUMAN RESOURCES MANAGER i FTC ) CITY CLERKF HUMAN RESOURCES PREPRESENTATIVE 1 rTE 90 FTE) ADMINI5TRATIVESERVICES OFFICE ASSISTANT11 COORDINA70R FTC) (. 60 FTE) s SENIOR CUSTOMER SERVICE CUSTOMER SERVICE yFi REPRESENTATIVE REPRESENTATIVE 1 FTE) (2 FTE) IT MANAGER k 1 FTE) TASKS & TIME SPENT (percentages - 5% smallest increment) Percentages figured for a non -election year ADMINISTRATION Administration Associated Tasks & Responsibilities Mayor & Council i Carries out the policies of the Council; prepares and administers meetings and related agenda materials; reviews city manager's annual performance; participates in joint powers agreement with NWHHSC; participates in advocacy and membership activities (LMCiT, MC, LMC); oversees annual budget; provides support to city boards i and commissions. Assessing Provides professional assessing services on a contract basis with Hennepin County; assists with homestead/market valuations, processes and tracks special assessments; provides support to Hennepin County and city departments; updates property tax records. Human Resources Oversees and manages matters relating to personnel, including recruitment, compensation, performance evaluations, training, and labor negotiations; maintains personnel policies and procedures; administers safety program and provides safety training; coordinates appreciation events, manages city-wide training programs; administers drug and alcohol testing; completes state and federal reporting requirements; is a technical resource to all city staff. Assist City City Manager Manager/ HR 1 FTE) Manager 1 FTE) 45 % I i 0 % 4 0'Y`. City Clerk iT Manager Admin Services Senior Customer Customer Human Office Assistant 1 FTE) 1 FTE) Coordinator Service Rep Service Rep Resources Rep 11 1 FTE) 1 FTE) 2 FTE) 90 FTE) 6 FTE) 40% 5% 5% 5°a 5°u I A 100% ADMINISTRATION City Manager Assist City ManagerHR City Clerk IT Manager Admin Services Senior Customer Customer Human Office Assistant Administration Associated Tasks & Responsibilities 1 FTE) Manager 1 FTE} FTE) Coordinator Service Rep Service Rep Resources Rep ii 1 FTE) 1 FTE) 1 FTE) 2 FTE) 90 FTE) 6 FTE) Elections Administers federal, state, judicial, city, and school district elections; manages election judges and designees, prepares and conducts election training, administers and manages absentee voting, tests election equipment, secures polling places, prepares canvass of election returns and reports, oversees campaign finance, administers recounts and prepares for postelection review. (Percentages = 33% for each FTE; city clerk, administrative services coordinator, and sr. customer service rep.) Regulatory I ' Administration 2 S fir'". Manages city licensing programs; schedules inspections; issues permits; receives and processes complaints; manages data practices compliance; oversees and processes record requests; maintains city records and official documents; prepares/ coordinates administrative hearings. General Administration & Manages switchboard; assists walk-in customers; processes Customer Service payments; provides administrative support to all city 20% 10% 45 20% departments; manages office equipment and supplies; assists with mailings. Information Technology Oversees information technology; provides user support 511/a 95% and network management to all systems; coordinates work with LOGIS; provides technical support for PCs and LAN; assists with budgeting, purchasing, training, and planning iT needs. Administration I Associated Tasks & Responsibilities Communications Manages city and employee newsletters; manages city website, employee resource website portal, channel 16 programming, city council web streaming, and iUWCT topics; coordinates media relations; oversees city logo and city publications; coordinates internal departmental communications; manages social media presence. Department/Division Management Manages personnel, assumes responsibility for division/department/city operations, allocates workload and provides direction, holds charges accountable, conducts performance reviews, manages conflict, prepares/manages budgets, coordinates legal services to the City Council, commissions, and city staff on municipal questions; prosecutes criminal offenses. Assist City City Manager Manager/ HR City Clerk IT Manager Admin Services 1 FTE) Manager (1 FTE) (1 FTE) Coordinator 1 FTE) (1 FTE) 5% i 1 20% 1 5' 20% D% 1 25% 1 15% I I 7-0 ADMINISTRATION Senior Customer Service Rep 1 FTE) Customer Service Rep 2 FTE) Human Resources Rep 90 FTE) Office Assistant Ii 6 FTE) 65% 5