93-1035. r -" i'� �� ;
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Presented By
To
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RESOLUTION Greensneet# i9sss
A MINN - OTA
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'�. _ Committee: Date 7 ' � 3
An Administrative Resolution establishing the
rate of pay for the Business License Supervisor
in the Salary Plan and Rates of Compensation
Resolution.
RESOL D, that the rate of pay for the Business License Supervisor
position be set t the rate set forth in Grade 16, Section I D4, of the
Professional Empl ees Supervisory Ranges in the Salary Ylan and Rates of
Compensation, and b i<t
FINALLY RESO VED, that this resolution shall take effect and be in
force on the first pay eriod after the passage, approval, and publication of
this resolution.
by Department of:
By:
City Attorney
Adoption Certified by Council Secretary
By:
Approved by Mayor: Date
sy:
By:
a
Approved by Mayor`�or Submfssfon to
Council �, A ,
By:
��--�
Adopted by Council: Date
.
:
DEPA
i
of TO CITY COUNCIL COMMITTEE: �h
CONI
us � FINANCE, MANAGEMENT & PERSONNEL �,I
T �� ❑ HOUSING & ECONOMIC DEVELOPMENT 1
A
L
SUPP
❑ HOUSING 8 REDEVELOPMENT AUTHORITY
O HUMAN SERVICES, HEALTH 8 BUSINESS
REGULATION
❑ INTERGOVERNMENTAL RELATIONS
& PUBLIC SAFETY
❑ NEIGHBORHOOD SERVICES
❑ PUBLIC WORKS, UTILITIES 8 TRANSPORTATION
�R� ❑ ACTION
Tk � pTHER
of
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EN SHEE N° 19588
INITIAUDATE �NRIAUDATE
DIFiE �CINCOUNCIL
Y � pTY CLERK
:TOR O FIN. & MGT. SERVICES �IR.
'SiSTnt�T� . 6�Finan�P — Acrnnntin
for the new class entitled Business
loyees supervisory standard ranges.
TS MUST ANSWER TNE FOLLOWING �UES710NS:
�d under a contract for this department�
a city employee?
a skill not normally possessed by any current city employee?
vate sheet and anach to green sheet
tudy of a new position in the Office
and certain non—profit organizations.
A�_.__��.__.r-=�,,,!__.�-�����z-a,,,,-�zr-a_�,�������bnal supervisory classification
which is necessary to adequately manage the unit and supervise the assigned employees
and will insure that customers of the license function receive effective"sand efficient
service.
None.
s����� �:�'�l
JUL 14199�
�f7� CLEi34�
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Failure to approve this new classification could limit the City's ability to effectively
and efficiently manage license applications and license ins e
t�D�tiC�9 �r:°��","�h €'',a�tf.,��P
JUL 0 7 1993 �
TOTAL AMOUNT OF TRANSACTION $
COST/REVENUE BUDGETEU (CIRCLE ONE)
YES NO
FUNDING SOURCE ACTIVITY NllMBER
FINANqAL INFORMATION (EXPLAIN) � � � J
4�
NOTE: COMPLETE DIRECTIONS ARE INCLUDED IN THE GREEN SHEET INSTRUCTIONAL
MANUAL AVAILABLE IN THE PURCHASING OFFlCE (PHONE NO. 298-4225).
ROUTING ORDER:
Below are correct routings for the five most frequent Types of documents:
CONTRACTS (assumes authorized budget exists) COUNqL RESOLUTION (Amend Budgets/Accept. Grants)
1. Outside Agency
2. Department Direc[or
3. City Attorney
4. Mayor (for coMracts over $15,000)
5. HuYnan Rights (for contracts over $50,000)
6. Finance and Management Services Director
7. Firtance AccounUng
ADMINISTRATIVE ORDERS (Budget Revision)
t. Acfiv'dy Manager
2. � Department Accountant
3. Department Director
4. Budget Director
5. City Clerk
6. Chief Accountant, Finance and Management Services
ADMINISTRATIVE ORDERS (ail others) ,
1. Department Director
2. City qttomey
3. Finance and Management Services Director
4. City Clerk
1. Department Director �
2. City Attomey
3. Budget Director
4. Mayor/ASSistant
5. City Council
6. Chief Accountant, Finance and Management Services
COUNCIL RESOLUTION (all othere, and Ordinances)
1. Department Director
2. Ciry Attorney
3. Mayor Assisffint
4. City Council
TOTAL NUMBER OF SIGNATURE PAGES
4ndicate the #of pages on which signatures are required and paperctip or flag
each of these pages.
ACTION REQUESTED
Describe what the project/request seeks to accomplish in either chronologi-
cal order or order of importance, whichever is most appropriate for the
issue. Do not write complete seMences. Begin each item in your list with
a verb. -
RECOMMENDATIONS
Complete iftfie issue in question has been presented before�any body, public
or private. . ' � � � '
SUPPORTS�WHICH COUNCIL OBJECTIVE?
Indicate which Council objective(s) your projectlrequest supports by listing
tlie key word(s) (HOUSING', RECREATION, NEIGHBORH000.S, ECONOMIC DEVELOPMENT,
BUDGET, SEWER SEPARATION). (SEE COMPLETE LIST IN INSTRUCTIONAL MANUAL.) '
PERSONAL SERVICE CONTRACTS , '
This information will be used to detertnine the city's liability for workers compensation claims, taues and proper civil service hiring rules.
INITIATING PROBLEM, ISSUE, OPPORTUNITY � '
Expfain the situation or con�tions that created a need for your project
or request. '
ADVANTAGESIFAPPRQVED
Indicate whethe'r this is simply an annual budget procedure required by law/
charter or wfiether there are specific ways in which the City of Saint Paul
and its citizens wilLbenefit from this project/action.
DISADVANTAGES IF APPROVED
What negative effects or major changes,to existing or past processes might
this projecUrequest produce if it is passed (e.g., traffic defays, noise,
tax increases or assessmenGS)? To Whom? When? For how Idng?
DtSADVANTAGES IF MOT APPROVED
What will be the negative consequences if the promised action is not
approved? Inability to deliver service? Continued high traffic, noise,
accident rate? Loss of revenue?
FINANCIAL IMPACT
FUthough you muffi tailor the information you provide here to the issue you �
are addressing, in general you must answer two questions: How much is it
going to cost? Who is going to pay? �
PROPOSED TITLE OF CLASS:
BUSINES5 LICENSE SUPERVISOR
DESCRIPTION OF WORK
JUL � 41993
�}TY CLER�
General Statement of Duties: Performs professional and supervisory work
in managing the licensing of various business enterprises and non-profit
organizations in the City. Performs related duties as required.
Supervision Received: Works under the general administrative
supervision of the License Manager.
Sunervision Exercised: Exercises, general, technical and administrative
supervision over assigned staff.
TYPICAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all positions
in this class.
Plans, directs, and supervises the work of the license inspectors.
Coordinates with administrative support staff to insure work receives proper
priority and to provide technical assistance.
Advises businesses and non-profit organizations on licensee requirements and
assists in developing applications for necessary licenses.
Establishes proper controls over monies received.
Develops suggested changes to ordinances and other legislation based on
experience.
Represents the Office at public meetings.
Coordinates information on violations with the appropriate agencies of the City
and with other jurisdictions.
Provides required information to public, businesses, non-profits and elected
officials.
Monitors workload and develops systems and procedures to insure timely
processing of license applications, renewals and inspections.
Initiates and conducts background and financial investigations of organizations
applying for licenses and makes initial determination of violations of civil or
criminal codes.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of applicable City policies, ordinances and State statutes
(continued on reverse side)
CODE: 522A 93 i�
BU: 09
EFFECTZVE:
RECEIV��
BUSINESS LICENSE SUPERVISOR
PROPOSED TITLE OF CIASS:
BUSINESS LICENSE SUPERVISOR
Page 2
pertaining to licensing a wide variety of businesses.
Considerable ability to deal tactfully and effectively with all levels of
personnel in other departments, elected officials, officials of other
governmental jurisdictions, businesses and the general public.
Considerable skill to communicate effectively, both orally and in writing.
Considerable knowledge o£ the rules of evidence gathering.
Working knowledge of proper investigative methods and procedure.
Considerable ability to analyze business and non-profit corporation financial
reports and accounting statements.
Considerable ability to direct and supervise subordinates.
Considerable ability to manage multiple priorities.
Ability to deal effectively with citizen groups.
MINIMUM QUALIFICATIONS
A bachelor's degree in public administration, business or a related field and
three years' experience in legal investigation work or the interpretation of
complex laws and regulations; or completion of a formal academic program in
legal assistant training and four years experience as described above.
BUSINESS LICENSE SUPERVISOR
CLASSIFICATION STUDY REPORT � �
CLASS STUDIED: License Enforcement Auditor
INCUMBENT: Kristina Van Horn
STUDIED BY: Michael F. Foley
� �
DATE STUDIED: May 12, 1993
PERSONS CONTACTED: Kristina Van Horn, Incumbent
Bob Kessler, Director, LZEP
APPROVAL OF CIASSIFICATION & COMPENSATION MANAGER: As� . ���-�
DATE: S` �� — %�
Back round
The incumbent has worked in licensing for several years. The
complexity of the work has increased and the new emphasis on service
to promote economic development of the City has added
responsibilities. In addition, the position now has the
responsibility for supervising the two License Inspectors. The
incumbent requested that her position be studied. It is also being
studied as part of an overall study to determine the appropriate
classification and compensation of positions in the new Office of
LIEP.
Studv Comnonents
Review of job profile.
Interview with the incumbent.
Interview with the Director of LIEP.
Comparisons with other class specifications.
Comparison with other positions.
QES evaluation and analysis.
Job Description
The position manages the section that monitoxs licenses for a wide
variety of business establishments. The position supervises two
inspectors and half of a clerical FTE.
The section must accomplish annual inspections of between 1500 and
2000 establishments. These include liquor sales both on- and
off-sale, taxicabs, massage.parlors, health clubs, hotels and motels,
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tatoo parlors, game rooms (pool halls and arcades), suctioneers, gas
stations, theaters, garages, temporary li'quor and beer permits, dance
halls, and restaurants with a beer, wine or liquor permit, and places
that se11 cigarettes.
(Note: With temporary liquor and beer permits the City has an
alcohol awareness training program that is put on by an independent
contractor.)
The position oversees the scheduling of inspections and assigns work
to the inspectors and performs some of the most difficult inspections
personally assisting prospective businesses, especially small
businesses, in initiating the forms and applications to get the
licensing process started.
The position does the performance appraisals of the inspectors and
otherwise exercises a full range of supervisory responsibilities.
The position conducts almost continuous communication with businesses
who make inquiries over the telephone and sometimes in person. The
position also deals with councilmembers and a variety of officials.
The position exercises jud�ent in using legal sanctions and reviews
the problems to decide if strict legal measures or assistance will
best resolve the problems encountered.
Insures that the total workload is managed sa that the inspections,
complaints and other problems receive appropriate attention.
Comnarison to Class Snecifications
A comparison to the class specifications that were most likely to be
relevant to this position indicates that there is no existing class
specification that adequately describes the duties of this position.
License and Permit Inspector
The position under study does perform many of the functions described
as typical duties of the License and Permit Inspector position. The
position will do some actual investigating, contact with
complainants, and issue tags. However, the position under study
spends most of its time supervising the License and Permit Inspectors
and providing them with guidance and administering the programs. The
position also coordinates with neighborhood councils, the City
Council and other bodies to a greater extent than do the Inspectors.
This position also provides more assistance to businesses, especially
new small businesses than do the Inspectors.
This class is not appropriate.
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License Enforcement Auditor
This position does perform many of the functions listed in this class
specification but it does clearly exercise supervisory authority over
the Inspectors assigned to this section. Moreover, the position
exercises a great deal of judgment in the application of strict legal
penalties that is not addressed in this class specification. In
addition the position has more contact with neighborhood groups and
with the Council than is addressed in this class specification.
This class is not appropriate for this position.
Mana�ement Assistant Series
The specifications in this series do indicate that the positions may
perform some management and supervisory functions but this is not
clear until the Management Assistant III level. Moreover, the
specifications indicate that positions in this class are not
absolutely required to supervise. However, when management or
supervision is assigned it is normally over a staff function, for
example over more junior management assistants or clerical
personnel.
This series is not appropriate.
Pro�ram Coordinator
The description of work indicates "highly responsible" work as
characteristic of positions in this class. While the position under
study has significant responsibility the description of this class
indicates a position that controls a broader program and a larger
staff.
This class is not appxopriate for this position.
A new class should be created for this position.
Comnarison to Other Positions
Although it was found that the aforementioned class specifications
were not appropriate a study of the positions in those classes was
conducted to assure that there was not an appropriate class. This
review confirmed that there was not an existing class adequately
describing the duties of the position in question.
License and Permit Insnector
These positions are fully qualified inspectors who perform their 3obs
under general supervision. The positions do not have supervisory
responsibilities. They may perform training for "trainee" positions
but they do not supervise. As such these positions are not
comparable to the position under study.
93'io
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93 -/a 3.f
License Enforcement Auditor
This position was created with an to conduct inspections but focusing
on auditing financial records. The position was not originally
intended to have supervisory responsibilities. The position is not
comparable to the position under study.
Management Assistant Series
This series has a mixture of responsibility. Some positions have
supervisory responsibility and even "program administration"
responsibility. However, the majority of the positions have limited
supervisory responsibility and the programs that these positions
coordinate do not require interpretation of laws or ordinances.
These positions tend to be internal, administrative positions rather
than having a direct impact on the economic life of the City,
although there are exceptions such as the position in Treasury. The
position under study has these responsibilities so it is not
comparable to positions in this series.
Program Coordinator
There are only a few positions in this class. The one profile
indicates administrative and supervisory responsibility. The
supervisory authority is comparable but the administrative
responsibility was greater and had a departmental wide effect. The
positions in this class do not correspond well with the position
under study.
0. E. S. Evaluation and Analysis
The Q E S analysis supports assignment to supervisory grade 16.
Recommendation
Recommend that this position be allocated to a new class entitled
Business License Supervisor, and that the new class be assigned to
grade 13 of the supervisory standard ranges. It is recommended that
the new position be in the classified service. These recommendations
are based on the following:
1. The position is in a new organization and therefore it is logical
that existing class specifications are not adequate.
2. The position is unique due to its regulatory and licensing
duties and its impact on City business.
3. The position has no unusual policy role so it is appropriate to
place it in the classified service.
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CITY OF SAINT PAUL
" ' Office of Humaz: Resources
� Classification and Compensation Division
��� (. �,' �! 230.'C�tf; Ha11 Annex, Saint PauZ, MN 55102-1631
612-298-4221
T0: Robert Kessler, Director
LIEP /�
FROM: Michael F�Foley ���������
Classification an C mpensation ivision
DATE: May 24, 1993
RE: Tbrenty Day Notice - Business License Supervisor
�3-io.�s�
It has been determined that the title and class specification of
Business License Supervisor should be created. I have attached a
copy of the class specification for your review. Please notify me
within twenty days of receipt of this memo, if you wish to discuss
this action. If I do not hear from you within that timeframe, I will
assume agreement and will proceed with the process.
I will also be processing a resolution to establish the rate of pay
for the title of Business License Supervisor in Grade 16, Section
ID4, o£ the Yrofessional Employees Supervisory Standard Ranges in the
Salary Plan and Rates of Compensation.
MF/tf
I hereby waive the time remaining on this 20 day notice for the
purpose of creating this title and class specification.
5a�-q3
Date
CITY OF SAZNT PAUL
Office of Human Resources
CZassification and Compensation Division
230 City XaZI Annex, Saint PauZ, MN 55102-1631
612-298-4221
May 24, 1993
Frank Staffenson, President
Saint Paul Supervisors Organization
Division o£ Public Health
1954 University Avenue
Saint Paul. Minnesota 55104
RE: ltaenty Day Notice - Business License Supervisor
Dear Mr. Staffenson:
It has been determined that the title and class specification of
Business License Supervisor should be created. I have attached a
copy of the class specification for your review. Please notify me
within twenty days of xeceipt o£ this memo, i£ you wish to discuss
this action. If I do not hear from you within that timeframe, I will
assume agreement and will proceed with the process.
I will also be processing a resolution to establish the rate o£ pay
for the title of Business License Supervisor in Grade 16, Section
ID4, of the Professional Employees Supervisory Standard Ranges in the
Salary Plan and Rates of Compensation.
Sincerely,
�i'.'C vrf ���
Michael F. Foley
Classification and Compensation Division
I hereb waive the time remaining on this 20 day notice for the
purpos�of creating this title and class specification.
�3 -�o3.s'
Dat