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96-152L � ����J3 Presented b� Referred To 1 2 3 ORDINANCE CITY OF SAIIVT PAllL, MINNESOTA Council File # �i " 5� Green Sheet # 3 5 oq (� 35 Committee Date An Administrative Ordinance establishing the posifion entitled Special Events Coordinator as specified by Chapter 12 of the Charter of the City of Saint Paul, Section 12.03.2(I3) thereof. 4 THE COUNCIL OF "I'HE CITY OF SA1NT PAUL DOE5 ORDAIN: 5 Section 1. 6 That it is appropriate and desirable to establish the position entitled Special Events 7 Coordinator in the Office of Parks and Recreation. 8 Section 2. 9 That pursuant to Section 12.03.2(H) of the City Charter such position be established in the 10 Unclassified Service of the City of Saint Paul. 11 Section 3. 12 That this ordinance shall take effect and be in force 30 days from and after its passage and 13 approval. W�rsBi reuen iNAR 2 319�6 > Requested by Departrnent of: Office of Human Resources BY� � F�� \l Form Approved by City Attorney By: C/t�J��-�Jv� ��tl�i( � by Council Secretary Approved by M��r: Date Approved by Mayor for Submission to Council B N ` U��`� �� ( �Z"`�'�", � Adopted by Council: Date"��,,..,� (. � �°�,�` �t`-�s� DEPARTMENT/t'1FFICE/COUNCIL: DATE INITIATED GREEN SHEET No.: 35096 Human Resovsces O1-12-96 CONTACT PERSON & PfIONE: p IN��7qLppTE �N1TIpI�ppTE John Shockley 266-6482 �/`�� Karen Sanchez 266-6483 K� `�I�N � DEPARTMENC DIR s crrY couivcu. N[7MBER 3 CITY A7TORNEY CI7'Y CLERK FOR 2 BUDGET DIR. 6 FIN. & MGI'. SERVICE DIl2. MITST BE ON COUNCII, AGENDA BY (DATE) ROIITING 4 MAYOR (OR ASST.) ORDER .OTAL ri OF SIGNATURE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE) ncnox �QVES�n: Approval of an Ordinance establishing an unclassified Special Events Coor`d'"i �`naior position located in the Office of Pazks and Reereation pursuant to Section 12.03.2(F� of the City �I�e�. 1 ��� �� � �. -.: � _ .,:�. ��:� RECOhIIvIENDATIONS: Approve (A) or Reject (R) PERSONAI. SERViCE CONTRACtS MOST AIVSWER THE FOLLOWING QUESTIONS: _PLANNING COMMISSION _CIVIL SERVICE COMIvIISSION I. Has this persoNfum ever worked under a contract for this depaztrnent? CIB COMMITTEE Yes No STAfP 2. Haz this person/firm ever been a ciry employee? _DIS7RICT COURT Yes No SUPPORTS WHICH COUNCIL OBJECTNE? 3. Does this person/firm possess a skill not no�matty possessed by any current city employee? Yes No Eaplain all yes answers on separate sheet and attach to greeo sheet INI7'IATING PROBLEM, ISSUE, OPPORI'[JNITY (Who, W6a; Wheo, Where, Why): This action is based upon a study of a provisional Administrative Assistant-City P3anning position that is performing duties in planning, organizing and implementing special City events. The position is located in the Office of Parks and Recreation because of necessary logistical support. The position also has the responsibility of acting as the Mayor's liaison and advance person for events and advises the Mayor as to which events he should attend., Furthermore, the position works on behalf of the Mayor's Office in promoting the City and soliciting the support and sponsorship of major corporations for special City events. Consequently, because of this close reporting relat3onship with the Mayor's Office, the posi6on should be unclassified. anvn�vracES zF nrrxovsn. Creation of an appointed Special Events Coordinator position approved by the Mayor will make it easier for the City to obtain City, Community, and Corporate support for special, event� that promote the c�Ty. ��� ` ��=h ::n;, ���`� Yl(? N _� . T1:�v Z. nsAUVa�vTaces�arrxovEU: None. �'��','. a ���� J�. 9 � �� � ���,� �f��� ��������� n�snnvanrrncES � NoT nrrxoven: No position will be established to perform valuable duties in promoting the City of Saint Paul. TOTAL AMOUIVT OF TRANSACTION: $ COST/REVENUE BUDGETED: FIJNDING SOURCE: ACTIVITY NUMBER: FINANCIAL INFORMATION: (EXPLAi1V) �I(,-�5�. Cfass Studied: Incumbent Studied By: Date Studied: CLASSIFICATION STUDY REPORT Administrative Assistant (provisiona() Maureen Wauon Karen Sanchez December 20, 1995 APPROVAL OF THE CLASSIFICATION AND COMPEI�[SATION MANAGER: DATE: /z - - �S Background The position was studied to determine its appropriate classification and compensation. Study Com..ponen Review of the job profile. Interview with the incumbent and immediate supervisor. Comparison to re(ated classifications and positions. QES evaluation. Position Descriodon This position works in Parks 8i Recreation as an event coordinator. The responsibi(ities include: l. Depending upon the event, may act as a producer, coordinator and/or City's liaison with various City and community specia( evenu such as Winter Carnival, Martin Luther King Holiday, Mayor's State of City Address, River Town Tour, Saint Patrick's Day parade, Festival of Nations, Cinco de Mayo, Trolley Premiere Week, Grand Old Day, Lowertown Fest, Mississippi River Boat Parade, Chautauqau Season Opener, Winter Camival Vulcan Summer Celebration, Mayor's Fishing Opener, Taste of Minnesota, Pow Wow, Rondo Days, Lao Family Soccer Toumament, Lower Landing Park/American Queen Arrival, Minnesota Orchestra on the Mississippi, Show Boat, Twin Cities Marathon, American Queen arrival and departure, � t,-15�. Mayor's Holiday Parry for Chiidren, Arts Benefit Fundrauer hosted by Mayor Sayles-Belton and Mayor Coleman, Gus Macker, La La Palooza, etc. 2. Coordinates various aspeccs of planning, organizing and implementing special events including planning, programming, scheduling, fundraising, public informadon/relations/marketing, budgeting and preparing financial reports, coordinating all logistical support (food, support facilities, materials, supplies, etc.), contract negotiadon, entertainment, permiu and other code requiremenu, soliciting and directing volunteers, establishing work groups and committees, working with other City depa►m�enu, district councils, neighborhood, business groups, promoters, event organizers, vendors, suppliers and contractors, resotving and following up on issues and compfainu, building community involvement and support, providing information and acting as primary resouce and contact for all parties involved. 3. Ceads the meetings and activities of the Special Evenu Committee with representatives from City departments, community, neighborhood, event organizers and other ouuide agencies as appropriate to review permit applications, problem solve, and conduct advance planning. 4. Researches viabte options and opportunities for the promotion and marketing of special evenu. In relation to this, seeks opportunities for various evenu to be heid in the City, makes determinadon or recommendation as to which evenu the City should hoid or sponsor and the levet of City participauon, and participates in the review and development of policies and legislative changes regarding special evenu. More importantly, 5. The position acu as the Mayor's liaison and advance person in evenu that the Mayor or the Mayor's Office is involved. It is responsible for planning and coordinating Mayor's involvement including making arrangemenu, preparing all the materials needed, attending to matters of protocot, keeping the Mayor informed of his/her role in the events and, more importantly, advising or recommending to the Mayor special evenu where the Mayor's presence is highly recommended. And, on behaif of the Mayor and Mayor's Office, works with and maintains contact with major corporations in Saint Pau{ and Minneapo{is to solicit their support and sponsorship in the City's special evenu. Also, works with the Civic Center and the Convention and Visitors Bureau for their special events to make arrangemenu for the use of Parks and Recreauon and other pubt�c facil'sties. Classification Comparison The position is not comparable to any of the Administrative Assistant classes. The positions in these ciasses provide staff assistance to management in areas such as departmental planning and programming, conducung administrauve research, swdies and analysis, coordinaung administrative functions such as budgeting, human resources, management information systems, etc., making reports and recommendations, and directing special projecu. Whereas, �1 � -t 5 a. the work of the position in question is specific to special evenu planning and coordination. Some aspects of the position can be comparable to that of the Management Assistant, Public Information Specialist, Volunteer Coordinator and Recreation Director classes. However, there are significant differences between the position and these cfasses in terms of duties that emphasize their fieid of specialization. None of these classes describe event coordination as a primary duty. Consequently, the Imow(edge, skills, abilities and the minimum qualificauons estabiished for ihese classes would not be appropriate for the position in question. There are no other existing classifications that mauh the description of the posidon in question. Position Comuarison The position can be comparable to the unclassified tides of Assistant to the Mayor and Event Coordinator - Civic Center posiuons. It can be comparable to the Assistant to the Mayor because of iu role as Mayor's special events advance person and community liaison. This responsibility as weif as having direct contact with the Mayor is usually assigned to an Assistant to the Mayor. In a way, the posidon witl be promoting the Ciry on behalf of the Mayor by marketing Saint Paui as a desirable location for holding special evenu and by ac6ng as a one-stop resource. The difference is that the position in question does not only work for the Mayor, but also for the Division of Parks and Recreation in coordinating other City and community evenu. The Parks si Recreation Division provides the logisdcal support for the majoriry of these evenu, hence, it appears to be the most iogicaf pface for the position in question. It can be comparable to the Evenu Coordinator - Civic Center position because of the nature of the work involved. Q,ES Evaluation and Analysis The QES evaluation supports assigning the position in Grade 12 of the Non-Represented City Managers Standard Ranges. Recommendation Based on the results of the comparison and the QES evaluation, l recommend that d�is position be unclassified and assigned to Non-Represented Grade 12.