City Council

City of South St. Paul COUNCIL AGENDA Tuesday September 4, 2018 7:30 p.m. (If you use the hearing assistance PA system, please remove your hearing aid so it does not cause a feedback problem.) 1. CALL TO ORDER: 2. ROLL CALL: 3. INVOCATION: 4. PLEDGE OF ALLEGIANCE: 5. PRESENTATIONS: A. Terry Pieper – Update on VFW B. Proclamation - Walt Books Day 6. CITIZEN’S COMMENTS (Comments are limited to 3 minutes in length.) 7. AGENDA: A. Approval of Agenda Action – Motion to Approve Action – Motion to Approve as Amended 8. CONSENT AGENDA: All items listed on the Consent Agenda are items, which are considered to be routine by the City Council and will be approved by one motion. There will be no separate discussion of these items unless a Council member or citizen so requests, in which event the item will be removed from the consent agenda and considered at the end of the Consent Agenda. A. City Council Meeting Minutes of August 20, 2018 B. Accounts Payable C. Approve Purchase of Replacement Security Cameras D. City Council Meeting Minutes of August 16, 2018 E. Approving Amendment to Right of First Refusal at Fleming Field with Lynn & BernaDene Reimer (1630 Wiplinger) F. Agreement for School Resource Officer Services Between the Special School District Number 6 and the City of South St. Paul Page 2 City Council Agenda G. Agreement for HVAC service and maintenance for Doug Woog Arena H. Charitable Gambling Request by South St Paul Gun Club I. Charitable Gambling Request by South St Paul Gun Club J. Business Licenses K. Approve Grant Offer for the Airport Drainage Improvements and the Triggering Event Master Plan 9. PUBLIC HEARINGS: A. Preliminary 2019 Tax Supported City Fund Budgets & Property Tax Levies: (Covers General Fund, Library, Doug Woog Arena, Capital Program and Debt Service) 1. Presentation and Discussion – Preliminary 2019 Tax Supported City Funds, Budgets and recommended Levies 2. Adopt Resolution 2018-144 Certifying Preliminary 2019 Property Tax Levies and Associated Budgets to Dakota County and also setting a Date for a Public Hearing and Discussion of the Proposed 2019 Tax Supported Fund Budgets, and Proposed final 2019 Property Tax Levies 3. Adopt Resolution 2018-145 Certifying the Preliminary 2019 EDA Levy 4. Adopt Resolution 2018-146 City Consent of the 2019 HRA Levy 5. Adopt Resolution 2018-147 Cancelling Debt Service Levy on 2017A Bonds 10. GENERAL BUSINESS: A. Doug Woog Arena Conversion to LED Lighting B. Special Event License Request by VFW Post #295 C. Creation of the Economic Development Department and Related Action Items 11. MAYOR AND COUNCIL COMMUNICATIONS: 12. ADJOURNMENT: This meeting is being taped by Town Square Television (NDC4). Replays can be viewed on Government Channel 19. Replay Times – Friday following Meeting at 1:00 p.m. & 7:00 p.m. 651-451-7834  City Council Agenda Report Date: August 30, 2018 10-C Department: Administration Administrator: JRH Agenda Item: Creation of the Economic and Community Development Department and Related Action Items Actions to be considered: 1. Approve Revised Organizational Chart to create the Department of Economic and Community Development 2. Approve the Proposed Departmental Job Descriptions 3. Approve the promotion of Ryan Garcia from Economic Development Manager to Director of Economic and Community Development effective September 1, 2018 4. Direct Staff to meet with the Supervisory Association regarding salary scale adjustments for the positions of Director of Economic and Community Development and the Housing/Grant Programs Administrator. 5. Subject to approval of the specific salary adjustment recommendation for the ECD Director’s position, confirm that said adjustment will be retroactive to 9/1/18. 6. Direct Staff to evaluate the feasibility of contracting with St. Paul Public Housing as an alternative to hiring to fill the position of Housing/Grant Program Administrator. Overview: At the EDA Work session of August 13th, the Economic Development Manager provided the attached memo regarding the proposed creation of the Department of Economic and Community Development. Based upon the discussion that evening, staff has modified the proposed organizational chart to remove the Project Coordinator position(s). While a modification to add this position to the department may be warranted in the future, we can hold on that decision and give ourselves to prove up the need. At the Council meeting of August 20th, additional information was requested relative to job descriptions for the Department of Economic and Community Development. The Council also wanted further discussion on the specifics of staff’s recommendation made as part of the August 20th agenda packet. Staff has prepared the attached job descriptions for the department’s proposed organizational structure. The proposed positions, the people filling each position, and how the position would be funded are as follows: • Economic & Community Development Director (Ryan Garcia) 90% EDA/10% HRA • City Planner/Zoning Administrator (Peter Hellegers) 100% Gen Fund • Housing & Grant Program Administrator (TBD) 80% HUD/20% HRA • Assistant to the ECD Director (Edie Kleinboehl) 50% Gen Fund/50% EDA • Office Specialist III (Debbie Breitenfeldt) 40% HUD/40% HRA/20% EDA It should be noted that the funding percentages may be adjusted in the future as we gain more experience with the breakdown of actual duties relative to the funding source. This likely means that the HUD funding percentage will decline as we settle in with 3rd party contract management of the high-rise complexes; especially in terms of the Housing & Grants Program Administrator. The third consideration is to promote Ryan Garcia from the position of Economic Development Manager to Director of Economic and Community Development. Everyone is well aware of the success Mr. Garcia has brought to the City since his hire back in 2016. With the retirement of the Public Housing Manager, he also assumed additional responsibilities associated with our Public Housing complexes and the management of the former Rediscover SSP and various rehab loan programs. The creation of this Department and the promotion of Mr. Garcia to the position of Director of Economic and Community Development will recognize his value to the organization and provide him additional growth opportunities moving forward. I also believe this needs to occur soon to properly recognize his achievements and responsibilities. That is the basis of my recommendation that the change be made effective September 1st of this year. Related to Mr. Garcia’s promotion, I’m also recommending staff be directed to meet with the Supervisory Association to review the proposed wage scale for his new position as well as the one associated with the Housing &Grants Administrator. It is my understanding the Supervisory Association needs to be involved in the salary setting process pursuant to past practice. Once agreement is reached, we will present a revised wage scale and the recommended salary appropriate for this situation. In Mr. Garcia’s case, I am recommending the adjustment be retroactive to September 1st in recognition of his performance and because it is the equitable thing to do. Finally, staff is recommending we proceed with filling the Housing and Grant Programs Administrator as soon as possible. In doing so, Mayor Francis suggested contracting with St. Paul Public Housing may be a viable option. Staff feels this idea is worth pursuing. Therefore, we are recommending we be directed to evaluation this option before proceeding with the hiring process. Regardless of the outcome of the contracting option, this is a critical position to help manage on-going programs including the oversight of the contract with CommonBond for the high-rise complexes should that come to fruition. This position will also take over the tasks associated with administering the 93 outstanding rehab loans, oversight of maintenance for the EDA’s 91 properties, on-going HUD reporting obligations, and oversight of the high-rise capital improvement program. Most importantly, this position will assume new responsibilities in assisting the ECD Director in expanding our overall housing program; including grant programs (identification, application, and administration). While technically a new position, it is my understanding that this was contemplated from the outset of discussions associated with creating the new department even though a specific title was not mentioned. Furthermore, we have the financial capacity in the 2018 budget given current position vacancies. By filling this position sooner rather than later, we will also add bench strength to the department that would allow Mr. Garcia to devote sufficient time to economic development activities. The funding of this position is proposed at 80% public housing and 20% HRA levy. In terms of the proposed salary of this position, we believe it will be similar to the position of Public Housing Manager. We anticipate this will be a salary reduction from the position of Housing Division Manager of at least $15,000 and $20,000 annually with more analysis to follow. With this reorganization, we will achieve a reduction in staff of six positions assuming the management of the high-rise complexes is contracted out. The positions that will be transferred in the contractual relationship include the Public Housing Manager and the three maintenance positions (one of which is currently vacant). We will also be down the Housing Division Manager (offset by the Housing & Grants Administrator), the Accounting position that didn’t transfer to the City from the HRA in 2016, and the temporary office position that has backfilled Debbie Breitenfeldt’s Office Specialist III position while she worked on Public Housing intake and other day to day issues. Source of Funds: EDA & HRA 2018 Budgeted Funds Attachments: Revised Organizational Chart Job Descriptions for Five Departmental Positions PowerPoint Presentation – Talking Points on Department Reorganization from 8/27 Meeting Economic Development Manager’s Memo to EDA on Reorganization dated 8/13/18  South St. Paul Department of Economic and Community Development Economic & Community Development Director Assistant to Department Director Planning and Housing and Grant Zoning Programs Administrator Administrator Office Specialist III 8|30|2018 Proposed Organizational Chart  POSITION DESCRIPTION CITY OF SOUTH ST. PAUL POSITION TITLE: Economic & Community Development Director SUPERVISORY RESPONSIBILITY: Departmental Staff DEPARTMENT: Economic and Community Development ACCOUNTABLE TO: City Administrator CREATED: August, 2018 SUMMARY OF POSITION: Under the general direction of the City Administrator, the Director of Economic and Community Development performs advanced professional, administrative, and managerial duties related to directing, organizing, participating in, and managing the Community and Economic Development Department. The Director of Economic and Community Development oversees the City’s planning, zoning, neighborhood preservation, grants and zoning code enforcement programs and policies and is responsible for the day to day operations of the City’s Economic Development programs and policies. Works with businesses and residences in the City, and serves as Executive Director of the Economic Development Authority and Housing and Redevelopment Authority. ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. 1. Perform a wide variety of economic development administrative activities, including staffing the South St. Paul EDA, HRA, Economic Development Advisory Board, and City Council. 2. Assist in preparing, updating, and implementation of various economic development studies, strategies, and plans. 3. Provide technical guidance and support to Economic and Community Development Department employees. 4. Serve as the Executive Director of the South St. Paul EDA and the HRA for the City of South St. Paul. 5. Assist and advise businesses and developers locating or expanding in the City. 6. Direct the creation, refinement, and administration of City incentive programs such as Tax Increment Financing and Revolving Loan Funds, including review of associated application materials and preparation of recommended actions and policies to the EDA and City Council. 7. Interact with business and community leaders, including the River Heights Chamber of Commerce, to educate and promote awareness of Economic and Community Development programs, issues, and opportunities. 8. Direct the preparation, maintenance, refinement, and distribution of promotional materials and inventories of property available for development. Economic & Community Development Director (Aug. 2018) Page 1 of 4  9. Research, prepare, and provide information regarding land availability, market factors, workforce, taxes, transportation, utilities, and financing (including TIF) to businesses and developers. 10. Work with economic development partners, such as Progress Plus, Minnesota Department of Employment and Economic Development (DEED) and Greater MSP, to market and promote the City to prospective businesses and encourage the expansion of existing businesses. 11. Direct and provide leadership and support to the administration and day-to-day oversight of current and long-range planning services, including the Comprehensive Plan, zoning ordinance and subdivision ordinance. 12. Lead the preparation of long-range goals and strategic plans for the department, and work within department and the organization as a whole to accomplish department goals and strategies. 13. Provide managerial leadership and direct the selection, supervision, and evaluation of all department staff. Conduct or oversee performance evaluations and initiatives and implement merit and/or disciplinary action as needed. Resolve grievances and other sensitive personnel matters. 14. Direct and manage the City’s Community Development Department operations, policies, procedures, activities, planning, schedules, staff and budgets. 15. Direct the City’s economic development, planning, zoning, subdivision, housing, grant and contract management, and other Community Development functions to achieve goals within budget constraints and with available personnel. 16. Coordinate education and training opportunities for the EDA and HRA, as needed. 17. Review operational and procedural activities. Prioritize and coordinate activities. 18. Monitor legislation and other federal, state, regional, county, and/or local trends for potential impact on the City. 19. Manage various projects, special assignments and studies. Conduct or coordinate research, information gathering, and evaluation of data and prepare written reports. 20. Work directly with developers, landowners and other representatives towards the redevelopment of lands within the City, which may include preparation of RFPs and similar processes and documents. 21. Manage publicly-owned properties for Economic Development or other public purposes. 22. Keep City Administrator promptly and thoroughly informed of all significant matters/developments. 23. Commit appropriate time and effort to maintaining and enhancing necessary professional knowledge, skills and abilities, as they change through time. 24. Perform other responsibilities and assumes other duties as are apparent or delegated. Leadership/Supervisory Duties 1. Plan and organize workloads and staff assignments, review progress, direct changes in priorities and schedules as needed to assure work is completed in an efficient, effective and timely manner. Economic & Community Development Director (Aug. 2018) Page 2 of 4  2. Assure City policies and practices, human resource personnel policies, and union bargaining agreements are followed. 3. Appraise employee performance and review evaluations by subordinates. 4. Resolve employee conflict and/or disciplinary action through consultation with the Asst. City Administrator/Human Resource Director, as appropriate. 5. Encourage subordinates to actively participate in the City’s workplace safety program and in other cross-departmental programs and activities. 6. Encourage lifelong learning and continued skill development by all subordinate personnel. 7. Participate in the hiring process including the interview process and make recommendations for employee status changes as needed. KNOWLEDGE, SKILLS AND ABILITIES:  Extensive knowledge of public and private financing techniques for economic development and development in general, including experience with state and federal grants.  Advanced knowledge of redevelopment, including brownfields and greyfields redevelopment strategies, programs, tools, and barriers.  Knowledge of housing programs, policies and approaches to supporting a diverse range of housing choices.  Working knowledge of municipal planning & zoning, subdivision, and other land development regulations.  Knowledge of principles, methodology, practices of research and data collection.  Knowledge of applicable federal, state, and local laws pertaining to local government operations, land and community development.  Working knowledge of current principles and practices of local public administration, including general knowledge of departmental services, functions and operations.  Oral and written communication and interpersonal skills to present findings and recommendations to various boards and committees.  Creative problem-solving skills to gather relevant information to solve less well- defined practical problems.  Ability to establish and maintain effective working relationships with appointed officials, co- workers and subordinates, outside agencies, and the public.  Ability to work on several projects or issues simultaneously.  Ability to work independently or in a team environment as needed.  Ability to attend to details while keeping big-picture goals in mind.  Ability to maintain confidentiality. MINIMUM REQUIREMENTS:  Bachelor Degree in public or business administration, planning, urban development, architecture, real estate or related field  Eight (8) years of experience in public or private sector development services preferred, including at least three (3) years in a supervisory or other senior leadership role  Valid driver’s license, and a good driving record.  Ability to pass a background investigation. Economic & Community Development Director (Aug. 2018) Page 3 of 4 DESIRED QUALIFICATIONS  Certification as an Economic Development Finance Professional, Certified Economic Developer, and/or American Institute of Certified Planners (AICP) Certification strongly preferred  Master’s Degree in public or business administration, planning, urban studies, urban development, architecture or related field  Bilingual speaking skills (Spanish) PHYSICAL DEMANDS / WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential duties of the job and/or those an employee may encounter while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job. While performing the duties of this job, the employee is regularly required to sit, talk or hear, stand, walk, use hands to handle or operate objects, tools or equipment; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; smell; occasionally lift or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision, and the ability to adjust focus. Work will generally be performed in an indoor office setting and occasionally in an offsite setting. Inside office work will require heavy use of a computer and associated equipment (i.e. computer mouse) which will involve repetitive use of fingers, hands and wrists. Offsite work is required in the administration of various elections and/or meetings and may require work in a wide range of weather conditions. The noise level in the work environment is usually quiet in office settings, and may occasionally be loud in outdoor settings. Attendance may occasionally be required at daytime, evening and other off-hour meetings or events. Notice: The Econ. & Comm. Development Director job description does not include all essential and nonessential duties of the job. Omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description is subject to change as the needs of the employer and requirements of the job change. Economic & Community Development Director (Aug. 2018) Page 4 of 4  POSITION DESCRIPTION CITY OF SOUTH ST. PAUL POSITION TITLE: Assistant to Econ. & Comm. Development Director SUPERVISORY RESPONSIBILITY: Office Specialist III DEPARTMENT: Economic and Community Development ACCOUNTABLE TO: Economic & Community Development Director CREATED: August, 2018 SUMMARY OF POSITION: The Assistant to the Economic & Community Development Director position provides high-level administrative support to the Economic and Community Development Department to achieve the goals and objectives outlined by the Economic Development Plan and guided by the EDA and Planning Commission. General supervision to the Community Development Department, including oversight of purchasing, contracts, budgets, timecards, policy enforcement, and attendance records. Direct supervision over the Office Specialist III position, including supervising and coordinating work within the department. Assumes other duties and responsibilities as assigned or as are apparent. ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. 1. General Administrative Support  Provide administrative and organizational support and services to the Economic and Community Development, departmental staff, and other City staff members.  Process incoming and outgoing mail for department.  Word processes, proofs, and/or edits correspondence, reports, and other written materials on behalf of the department.  Establishes and supervises an effective departmental filing system for storage and retrieval of materials, including adherence to the City’s record retention plan, data privacy requirements, and other applicable City policies.  Files and retrieves materials, develops modifications for filing systems, cross references materials and cooperatively coordinates filing efforts with other City offices and departments.  Offer assistance to City staff, board/commissions, City Council, businesses, residents, and other members of the public through contact in person, telephone, email, or other forms of communication. 2. Departmental Support  Assist Economic and Community Development Director, City Planner/Zoning Administrator and Housing and Grant Programs Administrator with development initiatives to achieve the goals and objectives of the department, the City, Planning Commission, and EDA Board  Assist in the development of a short and long term economic and community development plans, as well as the gathering of information and preparation of studies, reports, and recommendations to achieve goals.  Gather, prepare and distribute information to City staff, City Council, boards, commissions, civic groups, businesses, individuals, and the general public on economic development and planning issues, programs, services, and plans. Asst. to Economic & Community Development Director (Aug. 2018) Page 1 of 3   Assist with preparation of grant proposals and applications, contracts and other necessary documents as may be required for development projects.  Assist/Prepare Development Agreements, Resolutions and Deeds for Rediscover SSP and other Economic Development programs.  Assist with the preparation of Met Council Affordable Housing Production Survey  Prepare/manage a variety of reports related to the Department (i.e., development agreements, resolutions, business subsidy reports, deeds, etc.) 3. Supervisory • Supervise Office Specialist III and other personnel as assigned. • Assure City policies and practices are followed. • Resolve employee conflict through consultation with the Human Resource Director, as appropriate. • Review all timesheets for accuracy and compliance with City policies and union contracts. • Conduct annual performance reviews. 4. Communications • Assist with assembly of materials for Planning Commission and EDA meeting agenda packets and manage distribution to Board Members and Public (i.e. upload agenda to website).  Attend EDA meetings, record and prepare meeting minutes.  Coordinate Public Notices and Hearings to meet timeline requirements.  Assist in the development of processes for responding to and resolving citizen complaints, problems, or inquires in a timely and professional manner.  Assists and/or make changes to departmental information on the City’s website.  Prepare information for weekly Council update, SSP City News and State of the City Address 5. Other  Oversee and/or prepare/process all claim vouchers for the Department  Assist in preparation of annual budget process for the Department  Represent the Department at management staff meetings in the absence of the Director or City Planner/Zoning Administrator  Assist in the development of departmental Safety and Wellness programs, and encourage active departmental participation in the City’s workplace Safety program and in other cross- departmental programs and activities.  Assist with special projects and other duties as assigned.  Commit appropriate time and effort to maintaining and enhancing necessary professional knowledge, skills and abilities, as they change through time. KNOWLEDGE, SKILLS AND ABILITIES:  Knowledge of relevant city, state, and/or federal laws and processes pertaining to city government.  Knowledge or ability to gain knowledge of economic development and planning programs and practices.  Knowledge of Microsoft Office Suite programs  Possess comprehensive knowledge of contemporary office practices, including familiarity and operational abilities as to common office equipment, filing systems, basic accounting principles and proper telephone etiquette.  General knowledge and skill in appropriate personnel and supervisory practices. Ability to supervise and develop personnel through respect and mentoring.  Ability to prepare reports, correspondence, and memoranda.  Ability to plan, schedule, coordinate and manage Departmental activities through prioritization, planning, delegation, effective utilization of available manpower and support. Asst. to Economic & Community Development Director (Aug. 2018) Page 2 of 3  Ability to demonstrate, by words and actions, concern for safe working conditions and procedures, and the need to follow city policies and procedures.  Ability to coordinate and cooperate with State, County and other local officials.  Ability to independently act in a leadership role in the absence of the Division Managers.  Ability to comply with oral and written instructions and established procedures.  Ability to work independently and to assume considerable responsibility for meeting deadlines, carrying out routines, and making decisions.  Ability to maintain a high degree of confidentiality.  Ability to communicate clearly, concisely, with tact, and with professionally sound judgment through verbal and written modes, and in a variety of venues, especially customer and public service situations.  Ability to hear within normal hearing range and understand spoken English delivered at a normal conversation level.  Possess visual acuity correctable to read common documents and perform common office tasks. MINIMUM REQUIREMENTS:  Bachelor Degree in Business Administration, or related field. Or an Associate Degree along with two years of related experience  Two+ years of supervisory experience  Familiarity with Economic Development programs  High proficiency with Microsoft Operating Systems, Microsoft Office Suite programs and other common office programs.  Ability to maintain confidentiality.  Valid driver’s license, and a good driving record.  Ability to pass a background investigation. DESIRED QUALIFICATIONS  Two years of experience in municipal government operations.  Experience working with Economic Development, Planning, Housing and Grant programs/operations  Bilingual speaking skills (Spanish) PHYSICAL DEMANDS / WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential duties of the job and/or those an employee may encounter while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job. While performing the duties of this job, the employee is regularly required to sit, talk or hear, stand, walk, use hands to handle or operate objects, tools or equipment; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; smell; occasionally lift or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision, and the ability to adjust focus. Work will generally be performed in an indoor office setting and occasionally in an offsite setting. Inside office work will require heavy use of a computer and associated equipment (i.e. computer mouse) which will involve repetitive use of fingers, hands and wrists. Offsite work is required in the administration of various elections and/or meetings and may require work in a wide range of weather conditions. The noise level in the work environment is usually quiet in office settings, and may occasionally be loud in outdoor settings. Attendance may occasionally be required at daytime, evening and other off-hour meetings or events. Notice: The Asst. to Econ. & Comm. Development Director job description does not include all essential and nonessential duties of the job. Omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description is subject to change as the needs of the employer and requirements of the job change. Asst. to Economic & Community Development Director (Aug. 2018) Page 3 of 3  POSITION DESCRIPTION CITY OF SOUTH ST. PAUL POSITION TITLE: City Planner / Zoning Administrator DEPARTMENT: Economic and Community Development ACCOUNTABLE TO: Economic and Community Development Director REVISED: August, 2018 SUMMARY OF POSITION: The City Planner / Zoning Administrator undertakes all activities of land use planning and zoning through the effective administration of the Zoning Code and development standards. The City Planner / Zoning Administrator will perform a variety of tasks in support of the Economic and Community Development Department. Under direction, the Planning and Zoning Administrator will plan, direct and coordinate the application, review and enforcement of zoning and subdivision ordinances; plan, direct and coordinate the preparation of the City’s Comprehensive Plan and Sub-Area plans; manage zoning plan review, support field inspections and enforcement efforts; and coordinate, prepare, process and present planning and zoning applications to the Planning Commission. The City Planner / Zoning Administrator will foster business development by establishing better public and private sector communication within the City. The incumbent is responsible for accomplishing department objectives and goals within guidelines established by the City Council, City Administrator and Economic and Community Development Director. The City Planner / Zoning Administrator will also assist the Economic and Community Development Director in matters relating to promoting residential, commercial and industrial development within the City. ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. A. Planning/Zoning/Land Use Functions 1. Coordinate the application, review and enforcement of zoning ordinances. 2. Conduct plan review of permit applications. 3. Coordinate plan review of planned projects and facilities for compliance with zoning ordinances. Manage and coordinate plan reviews along with supporting field inspection and enforcement efforts. 4. Provide technical guidance and support to Economic and Community Development Department employees. 5. As requested, provide technical support and code interpretation to architects, engineers, contractors, developers, City departments, Mayor and City Council and the general public. 6. Coordinate zoning ordinance requirements with South Metro Fire, other City departments, and County, Metro, and State agencies. City Planner / Zoning Administrator (Aug. 2018) Page 1 of 4 7. Provide analysis and recommendations to the Planning Commission for all planning and zoning applications, including but not limited to: a. Site Plan Review b. Zoning Amendments c. Conditional Use Permit d. Interim Use Permit e. Planned Unit Development f. Zoning Variance g. Comprehensive Plan Amendment 8. Provide administrative and technical support to Department Director. Meet with developers, businesses, business leaders, attorneys, real estate agents, brokers, concerned citizens, community groups or associations, and politicians regarding application of zoning ordinances to specific existing or planned projects or facilities. 9. Research and investigate proposed projects and facilities. 10. Prepare zoning verification letters, use permits, resolutions, and/or reports. 11. Research the history and legal status of planning and zoning cases. 12. Rewrite existing long-range community plans and existing codes and/or prepare and propose new plans and codes through thoughtful public participation methods. 13. Provide technical support to City commissions and boards. Participate in deliberations of City commissions and boards as assigned. 14. Direct the preparation of mailing lists for application areas in conformance with local and statutory requirements. Check letters for mailing to notify affected parties. 15. Prepare legal notices for planning and zoning applications as required by local and state law. 16. Receive and respond to calls for or against applicants’ planning and zoning requests. 17. Direct the preparation of agendas for Planning Commission meetings. 18. Coordinate the review of planning and zoning applications within Economic and Community Development Department and other City Departments to formulate recommendations. 19. Maintain official public files and records of all planning and zoning hearings. 20. Coordinate education and training opportunities for the Planning Commission, as needed. 21. Review operational and procedural activities. Prioritize and coordinate activities. 22. Monitor local, regional, and national developments in planning, zoning and land use matters; evaluates their impact on City programs and operations; and implements departmental process improvement where warranted. 23. Update and administer the City Comprehensive Plan with the Metropolitan Council, and other applicable agencies. 24. Assist in the compilation of economic, demographic and housing data relevant to planning efforts in the City of South St. Paul. 25. Prepares and/or assist with grant applications as needed. City Planner / Zoning Administrator (Aug. 2018) Page 2 of 4 B. Budget Functions 1. Prepare budget for the Planning / Zoning functions. 2. Closely monitor and control expenditures within approved budgetary guidelines; identify and follow-up on budget variances with appropriate department heads. C. Other Duties 1. Provide City Council, City Administrator, department director, municipal staff and others with timely information, as requested or apparent. 2. Remain current on new developments in the field of planning, zoning and land use issues; observe and recommend improvement in City services and operations. 3. Ensure customer service that aligns with the expectations of the City and Mayor/City Council and also develop and maintain a process that promptly and professionally responds to input from the general public, advisory Boards and Commissions, the Mayor/City Council, City Administrator and department director. 4. Actively and collegially participate in the City’s management team process. 5. Attend meetings of the Planning Commission, City Council and others as directed or apparent, including recording and distributing meeting minutes. 6. Perform other responsibilities and assumes other duties as are apparent or delegated. KNOWLEDGE, SKILLS AND ABILITIES  Well-developed knowledge of planning principles and practices  In-depth knowledge of one or more planning specialization, such as economic development, transportation planning, or environmental planning  Knowledge of principles, methodology, practices of research and data collection  Knowledge of effective writing techniques  Knowledge of or experience in community remediation and redevelopment, and knowledge of relevant State and Federal programs  Statistical, algebraic, or geometric knowledge and ability to apply such knowledge in practical situations  Knowledge of computer hardware and software programs, which may include Microsoft Office, Internet applications, econometric or transportation modeling, database management, or GIS  Oral communication and interpersonal skills to present research findings to various boards and committees  Creative problem-solving skills to gather relevant information to solve less well- defined practical problems  Ability to review plans and apply provisions of the ordinances and codes to determine compliance with such regulations and to apply regulations to field conditions  Group facilitation skills for use with community workshops  Ability to work on several projects or issues simultaneously  Ability to work independently or in a team environment as needed  Ability to attend to details while keeping big-picture goals in mind  Ability to work under stress and pressure City Planner / Zoning Administrator (Aug. 2018) Page 3 of 4 MINIMUM REQUIREMENTS  A Bachelor’s degree in planning, urban development, architecture, public or business or related field.  A minimum of five years of experience in municipal planning and/or public sector development services, including at least two (2) years in a supervisory, project management or other senior leadership role.  Ability to pass a background investigation.  Possess a valid Class C Minnesota Drivers License, and a good driving record. DESIRED QUALIFICATIONS  American Institute of Certified Planners (AICP) strongly preferred  Master’s in Planning or related field PHYSICAL DEMANDS / WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential duties of the job and/or those an employee may encounter while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job. While performing the duties of this job, the employee is regularly required to sit, talk or hear, stand, walk, use hands to handle or operate objects, tools or equipment; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; smell; occasionally lift or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision, and the ability to adjust focus. Work will generally be performed in an indoor office setting and occasionally in an offsite setting. Inside office work will require heavy use of a computer and associated equipment (i.e. computer mouse) which will involve repetitive use of fingers, hands and wrists. Offsite work is required in the administration of various elections and/or meetings and may require work in a wide range of weather conditions. The noise level in the work environment is usually quiet in office settings, and may occasionally be loud in outdoor settings. Attendance may occasionally be required at daytime, evening and other off-hour meetings or events. Notice: The City Planner / Zoning Administrator job description does not include all essential and nonessential duties of the job. Omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description is subject to change as the needs of the employer and requirements of the job change. City Planner / Zoning Administrator (Aug. 2018) Page 4 of 4  POSITION DESCRIPTION CITY OF SOUTH ST. PAUL POSITION TITLE: Housing and Grants Programs Administrator DEPARTMENT: Economic and Community Development ACCOUNTABLE TO: Economic and Community Development Director REVISED: August, 2018 SUMMARY OF POSITION: The Housing and Grant Programs Administrator will perform a variety of tasks in support of the Economic and Community Development Department. Under general direction, plans, organizes, supervises and administers Housing and Grant Programs in the City of South St. Paul, including Community Development Block Grants (CDBG), programs supporting the provision of attainable and affordable Housing, and the City's various grant-funded initiatives through partnership with Federal, State, County, and Regional providers; manages a variety of housing grant programs; and performs other related duties as required. ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. 1. Oversee HUD-supported programs and funding related to the John Carroll and Nan McKay Public Housing properties, including but not limited to:  Administer and monitor all contracted services related to the John Carroll and Nan McKay properties, including contract management for third-party property management;  Ensure the City’s compliance with all related federal and state regulations;  Preparation of required periodic and annual reports, including Annual Budget, Capital Improvement Plan, Five-Year and One-Year Agency Plans. 2. Prepare and oversee budgets for all assigned projects and programs.  Develop sound fiscal strategies for the effective use of funds;  Ensure the use of funds in the manner prescribed by the funding source and that local, state, and federal guidelines and regulations are met. 3. Manage CDBG-supported programs and funding via the Dakota County Community Development Agency.  Administer and monitor program grants and loans to individuals and organizations;  Ensure the City’s compliance with all related federal and state regulations;  Oversee the preparation of required periodic and annual reports. 4. Manage inventory of city-owned properties held for residential development, including oversight of property maintenance contracts and marketing properties for resale. Housing & Grant Programs Administrator (Aug. 2018) Page 1 of 4 5. Administer portfolio of Home Improvement Rehab Loans, including processing of payoff correspondence and mortgage satisfactions. 6. Plan, manage and administer a variety of programs, grants and projects to ensure a comprehensive approach to attainable and affordable housing within the City. 7. Coordinate the development of various housing-related strategic-planning documents. 8. Provide technical guidance and support to the Planning and Zoning Administrator and other Economic and Community Development Department employees in the preparation of updates and amendments to the City's Zoning Code. 9. Oversee the preparation and implementation of Housing Element of the City’s Comprehensive Plan, including all associated programs and policies. 10. Accept management responsibility for the activities, operations, and services of the Economic and Community Development Department as they relate to attainable and affordable housing; 11. Ensure City compliance with State, Metro, and Federal regulations and housing production requirements. 12. Assist in planning, developing, coordinating, and administering residential projects for people of all income and ability levels. 13. Assist in coordinating land acquisitions and clearing, financing, and construction activities in accordance with program policies and requirements. 14. Assist in preparing requirements and specifications for redevelopment projects. 15. As applicable, ensures project compliance with grant or permit regulations.  Negotiates, prepares, and administers grant and sub-grant contracts and agreements;  Monitors timeliness and performance requirements. 16. Pursues other federal and state grant funding; prepared and directs the preparation of complex grant applications; and coordinates funding from various sources. 17. Provide administrative and technical support to Department Director. Meet with developers, businesses, business leaders, attorneys, real estate agents, brokers, concerned citizens, community groups or associations, and politicians regarding existing or planned projects or facilities. 18. Provide professional and technical support to City commissions and boards by preparing and coordinating reports on current issues and participating in deliberations of City commissions and boards as assigned. 19. Monitor current trends in the field of attainable and affordable housing, economic development, and redevelopment; evaluate impact and recommend policy and procedural modifications accordingly. 20. Review operational and procedural activities. Prioritize and coordinate activities. 21. Perform other responsibilities and assume other duties as are apparent or delegated. Housing & Grant Programs Administrator (Aug. 2018) Page 2 of 4 KNOWLEDGE, SKILLS AND ABILITIES  Knowledge of modern principles, practices, and techniques used in community development, redevelopment, and affordable housing  Knowledge of applicable HUD regulations  Knowledge of CDBG regulations  Knowledge of applicable federal, state and local laws, codes, and regulations, including affordable housing programs, redevelopment, planning, and zoning laws  Knowledge of principles, methodology, practices of research and data collection  Knowledge of effective writing techniques  Knowledge of or experience in community remediation and redevelopment, and knowledge of relevant State and Federal programs  Statistical, algebraic, or geometric knowledge and ability to apply it in practical situations  Knowledge of computer hardware and software programs, which may include Microsoft Office, Internet applications, econometric or transportation modeling, database management, or GIS  Plan, manage, coordinate, and perform tasks related to complex housing programs and grant administration  Administer grant funds, programs, and contracts  Prepare analytical and financial reports  Oral communication and interpersonal skills to present findings to boards and committees  Creative problem-solving skills to gather relevant information to solve less well- defined practical problems  Group facilitation skills for use with community workshops  Ability to work on several projects or issues simultaneously  Ability to work independently or in a team environment as needed  Ability to attend to details while keeping big-picture goals in mind  Ability to work under stress and pressure MINIMUM REQUIREMENTS  A Bachelor’s degree in public, nonprofit or business administration, real estate and/or property management, urban studies, economics, planning or related field.  A minimum of four (4) years of experience in one or a combination of the following: federal grant management, rental property management, contract administration, nonprofits, redevelopment, community development, planning, economic development or a related field with specific experience in housing programs.  Ability to pass a background investigation.  Possess a valid Class C Minnesota Drivers License, and a good driving record. DESIRED QUALIFICATIONS  Master’s Degree in public or nonprofit management, or real estate and property management PHYSICAL DEMANDS / WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential duties of the job and/or those an employee may encounter while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job. While performing the duties of this job, the employee is regularly required to sit, talk or hear, stand, walk, use hands to handle or operate objects, tools or equipment; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; smell; occasionally lift or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision, and the ability to adjust focus. Work Housing & Grant Programs Administrator (Aug. 2018) Page 3 of 4 will generally be performed in an indoor office setting and occasionally in an offsite setting. Inside office work will require heavy use of a computer and associated equipment (i.e. computer mouse) which will involve repetitive use of fingers, hands and wrists. Offsite work is required in the administration of various elections and/or meetings and may require work in a wide range of weather conditions. The noise level in the work environment is usually quiet in office settings, and may occasionally be loud in outdoor settings. Attendance may occasionally be required at daytime, evening and other off-hour meetings or events. Notice: The Housing & Grant Programs Administrator job description does not include all essential and nonessential duties of the job. Omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description is subject to change as the needs of the employer and requirements of the job change. Housing & Grant Programs Administrator (Aug. 2018) Page 4 of 4  POSITION DESCRIPTION CITY OF SOUTH ST. PAUL POSITION TITLE: Office Specialist III DEPARTMENT: Economic and Community Development ACCOUNTABLE TO: Asst. to Economic and Community Development Director STATUS: Hourly, non-exempt CREATED: August, 2018 SUMMARY OF POSITION: The Office Specialist III performs administrative support services to the Economic and Community Development Department. The Office Specialist III serves as the first point of contact for patrons to the office and provides office support for departmental staff. The role includes substantial organizational skill and community contact through personal, phone, and email contact, which requires the highest degree of tact, courtesy, and sound judgment. The position requires considerable initiative, independent judgment, accuracy and discretion. Assignments, except for specific or special projects, are given in terms of general expected outcomes and performance will be reviewed for overall results obtained within specified time frames. ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended only as illustrations of the various types of work that may be performed. 1. General Administrative  Provide administrative and organizational support and services to the Department and departmental and/or other city staff members.  Serves as initial administration contact point for patrons of the Department  Screens and refers calls and contacts, including the arrangement of appointments on behalf of the Economic and Community Development Director and other departmental staff.  Receives and sorts incoming departmental mail and appropriately routes it. Prepares and posts outgoing mail and communication.  Word processes, proofs and/or edits correspondence, reports, and other written materials on behalf of the department.  Establishes and maintains a current and effective departmental filing system for storage and retrieval of materials, including adherence to the City’s record retention plan, Data privacy requirements and other applicable City policies.  Assists with the recording, preparation, distribution and posting of meeting agendas and minutes, including posting to the City’s website  Assists with and/or coordinates the ordering and monitoring of office supplies and equipment including obtaining pricing quotes, purchasing, and maintenance.  Files and retrieves materials, develops modifications for filing systems, cross references materials and cooperatively coordinates filing efforts with other City offices and departments. Office Specialist III – Economic & Community Development (Aug. 2018) Page 1 of 3  2. Assist the Housing and Grants Program Administrator with any administrative duties related to the Public Housing (High-Rise Buildings) 3. Be responsive to tenants from the Public High Rise by routing them to appropriate personnel 4. Assemble materials for EDA, HRA, EDAB and Planning Commission meeting agenda packets and manage distribution to Board Members and the public 5. Assist with and/or prepare minutes from all departmental meetings as required 6. Assist with and/or coordinate content, monitor content, and makes changes to departmental information on the City’s website and/or social media accounts 7. Assist with and/or prepare information flyers, brochures, marketing materials as requested 8. Supports and assists with programs and special events as needed, occasionally outside of traditional work hours and weekly schedule 9. Represent the department on internal and external committees and effectively report back to the departmental staff 10. Perform other duties and assume other responsibilities as apparent or assigned Customer Service/Other: 1. Consistently provide excellent support services to both internal and external customers through professional and prompt responses to inquiries tendered in person, by telephone, electronically, or in written form. Work collaboratively with other departments to ensure excellent customer service. 2. Ensure compliance with City and departmental policies. 3. Provide timely and complete information on software system problems, issues or concerns that may affect the proper operation of departmental job functions. 4. Make recommendations to improve efficiencies and/or job functions. 5. Strive for continued skill development and lifelong learning. KNOWLEDGE, SKILLS AND ABILITIES  Knowledge or ability to quickly acquire knowledge of city government operations, policies, and procedures.  Ability to type reports, records and correspondence incidental to the efficient operation of the Department.  Possess comprehensive knowledge of contemporary office practices, including familiarity and operational abilities as to common office equipment, filing systems, basic accounting principles and proper telephone etiquette.  Ability to maintain confidentiality.  Ability to operate a personal computer, including proficient mastery of the Microsoft Office Suite programs and other common office programs.  Possess comprehensive knowledge and command of business English and an ability to proofread and edit grammar, spelling, arithmetic, vocabulary and punctuation. Office Specialist III – Economic & Community Development (Aug. 2018) Page 2 of 3  Ability to communicate effectively in the English language in both verbal and written modes, including the ability to provide clear explanations and answers to inquiries.  Ability to work under stress and pressure, with frequent interruptions.  Ability to work independently, make decisions, set priorities, organize workload, and meet deadlines.  Ability to comply with verbal and written instructions and established procedures.  Ability to set priorities, organize workload, handle multiple responsibilities and maintain attendance.  Ability to work with employees and others in a courteous, tactful and professional manner.  Ability to hear within normal hearing range and understand spoken English delivered at a normal conversational level.  Possess visual acuity correctable to read common documents and perform common office tasks. MINIMUM REQUIREMENTS  High School Diploma, or equivalent with two years of administrative support experience.  Two years of experience in municipal government operations preferred.  High proficiency with Microsoft Office Suite programs to perform analysis, word processing, and spreadsheet design and management.  Current status or ability to become a Notary Public  Valid driver’s license.  Ability to pass a background investigation. DESIRED QUALIFICATIONS  Two years of experience in municipal government operations  Bilingual speaking skills (Spanish)  Experience with desktop publishing/programs PHYSICAL DEMANDS / WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential duties of the job and/or those an employee may encounter while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job. While performing the duties of this job, the employee is regularly required to sit, talk or hear, stand, walk, use hands to handle or operate objects, tools or equipment; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; smell; occasionally lift or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision, and the ability to adjust focus. Work will generally be performed in an indoor office setting and occasionally in an offsite setting. Inside office work will require heavy use of a computer and associated equipment (i.e. computer mouse) which will involve repetitive use of fingers, hands and wrists. Offsite work is required in the administration of various elections and/or meetings and may require work in a wide range of weather conditions. The noise level in the work environment is usually quiet in office settings, and may occasionally be loud in outdoor settings. Attendance may occasionally be required at daytime, evening and other off-hour meetings or events. Notice: The Office Specialist III job description does not include all essential and nonessential duties of the job. Omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. This job description is subject to change as the needs of the employer and requirements of the job change. Office Specialist III – Economic & Community Development (Aug. 2018) Page 3 of 3  SOUTH ST. PAUL | PROPOSED DEPARTMENT OF ECONOMIC AND COMMUNITY DEVELOPMENT August 27, 2018  ORGANIZATIONAL CHART Economic & Community Development Director Assistant to Department Director Planning and Housing and Grant Zoning Programs Administrator Administrator Office Specialist III 8|27|2018 Proposed Organizational Chart  IMPETUS FOR CREATION OF PROPOSED DEPARTMENT • Underscore the interrelation of traditional Community Development “buckets” • Long-range Planning, zoning, “current” planning • SSP’s uniquely diverse housing stock (in context of regional/national/global evolution of housing trends/issues/desires) • Economic Development, redevelopment, and infill; market positioning • Articulate and pursue a vision • Sustain and build on momentum • C/I Permit value in 2017 was $3M more than 2015 – 2016 combined; 2018 (so far) is on pace • C/I permit value from 1/1/17 – current is $200K more than 2006 – 2016 combined • Dynamic background/approach of current staff and future recruitments  HOUSING & GRANTS PROGRAMS ADMINISTRATOR • Continued ownership of Public Housing = Continued administrative and programmatic responsibilities (HUD, reporting, planning, contract management) • Legacy HRA programs for homeowners require monitoring and administration • Dakota County/CDBG is a resource which we’ve not assessed in recent years – opportunity to get more out of these funds? • Residential properties held for resale – oversight, marketing, disposition • Housing economy (locally/everywhere) is shifting, and will impact our success at developing economically; how to approach?  HOUSING & GRANTS PROGRAMS ADMINISTRATOR UNITS IN STRUCTURE Mobile home, boat, RV, etc. 5 or more units 0.40% 3 or 4 units 19.78% 1.80% 2 units 5.59% YEAR STRUCTURE BUILT 2010 or later 1.2% 1980 to 2009 1939 or earlier 13.4% 1-unit, attached 25.6% 5.29% 1-unit, detached 67.13% 1940 to 1979 59.8%  HOUSING & GRANTS PROGRAMS ADMINISTRATOR 9,200 10 9,022 9,000 8.2 8 8,800 8,596 8,621 8,600 8,509 700 $250,000 6 8,400 8,247 600 4.1 $200,000 8,200 4 500 $199,300 7,982 8,000 2.3 $171,000 $150,000 2.2 400 $160,800 7,800 1.8 2 0.6 300 7,600 $100,000 7,400 0 200 2010 2013 2016 $50,000 100 Total housing units Households Homeowner vacancy rate (%) Rental vacancy rate (%) 0 $- 2010 2013 2016 Vacant housing units Median Value (Owner-Occupied Units) CLOSING THOUGHTS/QUESTIONS?