Memo Discussion Of Position Description
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To: Honorable Mayor & Members of the City Council
From: Steven C. Mielke, City Manager
Date: Friday, May 6, 1994
Subject: Discussion of position description - Administrative Assistant for
Community Relations
Included in the 1994 budget are funds in the Cable fund set aside for the hiring of a
Communications Coordinator. The staff has been analyzing the needs of this position
and have altered the title to Administrative Assistant for Community Relations which I
believe, is more closely associated with the actual efforts proposed for this position.
At the Council worksession, it is hoped that the Council win provide direction and input
on the position description so as to assure that the description closely matches the
. hopes and desires the Council may have as it relates to our communications with the
community as well as other issues.
As you review the description, you will notice that the duties are assigned to three
primary categories. They include:
1. Communications
2. Customer Service
3. Special events
The education and experience requirements are indicative of a professional position
and someone who is specifically trained to accomplish communication activities. I
expect that it may be difficult to find someone with all of these traits since the
combination of activities is rather unique but emphasis was placed in the minimum
qualifications on the communications aspects of the position. The customer service
and special events duties are more closely associated with the desirable qualifications
within the position description.
Wages for a range 6 employee are $14.50 per hour - $19.60 per hour. This equates to
an annual salary of $30,000 - $40,800 per year.
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. The position will be filled by the City Manager and would report primarily to the City
Manager. However. the duties and the activities would be primarily carried out within
each of the City departments and in the greater community.
I am looking forward to discussing this position with the Council and to begin the
search process.
Attachment: Draft job description: Administrative Assistant for Community Relations
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. POSITION TITLE: Administrative Assistant for Community Relations f1.
REPORTS TO: City Manager
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SALARY RANGE: 6
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INTRODUCTION
Responsible for City communications, assisting other departments with customer service,
coordinating volunteer services, and working with community organizations and City staff on
special events.
DUTIES AND RESPONSIBILITIES
Communications:
1. Develop, implement, and maintain a Communication Plan for the City. Identify City
communication needs and goals and provide ongoing assessment of the effectiveness
of existing communication vehicles along with recommendations for their improvement.
2. Write, design, and publish in-house newsletters, brochures, and articles using desk top
. publishing or assist departments in creation of the same.
3. Regularly provide newspapers and television with. articles, photographs, and videos
about specific city programs or activities of general interest.
4. Assist in the preparation of videos or other presentations to the City Council, City
Boards and Commissions, and community groups on such topics as the Capital
Improvement Plan, the City budget, annual report, etc.
5. Coordinate and publish an annual report.
6. Employ effective promotions and advertising techniques to increase awareness and
use of city services and products.
7. Develop City Image promotional campaign.
8. Promotes goodwill through such publicity efforts as speeches, exhibits, films, tours, and
question/answer sessions.
9. Produces and updates a guide to standardize the style and format of City written
materials.
10. Coordinates programming of the government access channel and works with others in
the development of cable programming.
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Customer Service: .
1. Help organize and coordinate the involvement of City residents, organizations, and
other volunteers in local government.
2. Develops procedures and administrative follow up to assure that inquiries/complaints
. directed to various departments are responded to in a timely fashion. Advises
supervisors where problems in follow up are occurring.
3. Prepares proclamations, certificates of appreciation, plaques and resolutions to
recognize employees, Commission and City Council members, community
organizations, etc.
4. Member of Customer Service Committee.
Special Events:
1. Provide liaison between City and Hopkins Jaycees, Raspberry Festival, and other
community groups in regard to festivals and promotions.
2. Represents the City during community festivals and at public, social, and business
gatherings.
3. Assist with special projects such as the Home Show or MarketPlace
4. Coordinate City employee picnic.
MINIMUM EDUCATION AND EXPERIENCE .
Completion of a four year degree in Journalism, Public Relations, or Communications.
Experience in the writing and production of newsletters, press releases, and other written
materials.
One year experience using personal computers.
Minimum of one year experience in public or private sector information and communication
activities and media relations.
DESIRABLE QUALIFICATIONS
Experience working with volunteers and community organizations.
Demonstrated abilty to develop innovative recruitment and recognition strategies for
volunteers.
Training and/or experience with customer service programs.
Experience with TV writing and/or production.
Demonstrated ability as a public speaker.
Experience using desk top publishing.
Working experience in local government or covering local government as a journalist.
Experience using Ami Pro word processing program.
Established: May, 1994 .
AA-CR.SAM
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. Discussion Outline
1995 Budget
March 8, 1994
Discussion Topics:
0 Legislative Climate
- LGFT and Excess Revenues
- Property Tax Reform
- 1994 Budget Implications
0 District 270 Budget
- Budget Cuts
- 1995 Forecast
- School/City Discussions
0 1994 Review, 1995 Projection
. - 1993 Fund Balance Projections
- 1994 Approved Budget
- 1995 Projected Expenses and Tax Levy
0 Budget Process
- Department Budget Reviews
- Public Input
- Pre-Truth in Taxation Meetings
- Possible School District Meeting
0 Budget Philosophy
- Property Taxes vs. Fees for Service
- Program Reviews
- User Surveys
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GENERAL FUND
1994 BUDGET OVERVIEW
-'md Balance 1-1-93 $ 3,532,534
1993 1993 l'iq~
BUDGET PROJECTED AcTuAl-
Expenditures $ 6,139,000 $ 6,035,000 5,7 IZ, "!.'i<./
Revenues $ 6,139,000 $ 6,035,000 " .z ~'1 z 2. 7
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Transfer to PJ.R.. Fund ( L,,"'6-f:(/) $ $ (721,000) (721,000)
Use of Fund Balance - Projects $ $ (171,500) (l~t;7S"()
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Net Change $ - $ (892,500) (~3 0, Z 51.') $ f8S'2,5OOr
Projected Fund Balance 12-31-93* $ -2,640,034-
"'Reserved: 3 . Z. 02., .z8l.
Inventories $ 80,534
Salt/Sand Storage 35,000
Cash Flow z, '" OCt =0 2,559,5QO
V 1'\ 'f-t S.~f"~ ;) J/g~ 7'18 PROPOSED ADOPTED
1994 BUDGET 1994 BUDGET
Expenditures $ 6,320,000 $ 6,309,800
Revenues $ 6,320,000 $ 6,397,800
Use of Fund Balance - Projects $ 253,500 $ 253,500 $ (165,500)
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Fund Balance 12-31-94"'* $ 2,474,534 I
"'*Reserved: ~, 0 ?b) 792-
Inventories $ 63,034 I
Salt/Sand Storage 70,000
Cash Flow z, bOO, 000 .,2,341,500 I
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UIo<- N ';>t.l->lJ s o~, 7 '18 I
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Equipment
Replacement I
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General Fund Debt Total City I
LevY/ Tax Tax I
Payable Total Levy Tax Tax Levy Capacity Tax Levy Tax Levv Capacity I
Years Before Credits Capacity After Credits Rate'" After Credits After Credi ts Rate'"
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1993/94 4,953,600 12,510) 16 2,972,900 23.76 480,386 3,453,286 27.60 i
1992/93 4,867,800 13,153,323 2,847,505 21,65 605,151 3,452,656 26.25
1991/92 4,659,492 14,147.548 2,724,272 19.26 620,034 3,344)06 23.64
1990/91 4,509,000 15,098,819 2,607,031 17.27 824,176 3,431,207 22.72
1989/90 3,613,171 14,834,976 2,468,786 16.64 346,892 2,815,678 18.98
.ax Capacity Rate Computation:
Tax capacity reduced by Fiscal Disparities contribution and Tax Increment Financing Districts.
Levy reduced by Fiscal Disparities distribution and RACA (Homestead & Ag Credit).
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REVENUES-GENERAL FUND
1 COMPARATIVE ANALYSIS BY SOURCE
1994 BUDGET
, 1992 1993 MANAGERS
SOURCE ACTUAL BUDGET PROPOSED ADOPTED
Current Revenues
I Current Property Tax: $ 2,958,695 $ 3,237,300 $ 3,339,900 $ 3,417,700
Intergovernmental Revenue 1,704,651 1,761,000 1,807,600 1,807,600
f License, Permits, & Fines 330,747 329,000 350,200 350,200
Use of Money & Property 450,778 384,700 386,000 386,000
, Charges for Current Services 89,071 44,000 51,300 51 ,300
Other Revenue 283,481 330,000 343,000 343,000
f Non Revenue Receipts 6,333 53,000 42,000 42,000
TOTAL CURRENT REVENUES $ 5,823,756 $ 6,139,000 $ 6,320,000 $ 6,397,800
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,- EXPENDITURES - GENERAL FUND
COMPARATIVE ANALYSIS BY OBJECTIVE
1 1994 BUDGET
1992 1993 MANAGERS
OBJECTIVE ACTUAL BUDGET PROPOSED ADOPTED
f Current Expenses
Personal Services $ 4,023,049 $ 4,273,700 $ 4,380,400 $ 4,380,400 I
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Other Services and Charges 939,703 1,374,800 1,402,500 1,402,500
Supplies 370,813 379,900 384,500 384,500
( Capital Outlays 30,112 100,600 121, I 00 121,100
TOTAL CURRENT EXPENSES $ 5,363,677 $ 6,129,000 $ 6,288,500 $ 6,288,500
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Other Financing Uses 8,289 1 0,000 21,300 21 ,3 00
TOTAL $ 5,371,966 $ 6,139,000 $ 6,309,800 $ 6,309,800
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1993 DEPARTMENTAL BUDGET SUMMARY
'. EXPENDITURES
1994 BUDGET
, 1992 1993 MANAGERS
ACTUAL BUDGET PROPOSED ADOPTED
~ City COI.U1cil $ 60,288 $ 63,300 $ 64]900 $ 64,900
Health & Welfare 41,813 47,700 49,600 53,400
City Manager 189,201 195,200 200,000 200,000
- Elections 29,927 22,200 32,800 32]800
City Clerk 86,621 87,700 86,700 86,700
Finance 186,733 200,900 206,000 206,000
- Legal 71,687 93,500 87,000 87]000
Municipal Building 183,269 178,000 201,400 201,400
Activity Center 154]062 181]500 173,000 173,000
~ GENERAL GOVERNMENT 1,003,601 1,070,000 1]101,400 1,105,100
Police 1]876,390 1 ]995,600 2,078,300 2]078,300
II Fire 340,299 357,600 359,500 359,500
Emergency Preparedness 4,274 6]500 9,200 9,200
PUBLIC SAFETY 2,220,963 2,359,700 2,447,000 2,447,000
II c. Dev.-Administration 104]285 101,800 105,000 105,000
C. Dev.-P!an & Ecan. Dev. 79,183 84,800 84,100 84> I 00
-- C. Dev.-Assessing 138,888 149,400 155,500 155,500
C. Dev.-Inspections 237,892 254,500 269,400 269,400
COMMUNITY DEVELOPMENT 560,248 590]500 614,000 614,000
- PUBLIC WORKS 1,454,205 1,664,100 1,649,700 1,649,700
RECREATION 98,699 148,200 146,300 146,300
. INSURANCE 16,986 21 ]500 16,300 16.300
UNALLOCATED 8,975 240,000 275,000 275,000
. SPECIAL PROJECTS 35,000 35,000 35,000
TOTAL OPERATING 5,363,677 6,129,000 6,284,700 6,288,500
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- OTHER FfNANClNG USES 8,289 10,000 35,300 21.300
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TOTAL EXPENDITURES $ 5,371,966 $ 6,139,000 $ 6,320,000 $ 6,309,800
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- USE OF FUND BALANCE:
Maetzold Field $ $ 100,000 $ 130,000 $ 130,001'
.- Fire Station - Remodel 71,500 38,500 38,50C
ADA Compliance - A ,iv.. \ - B." t...., ....J c.._\-.~ - z'i,ooo 25,000 25,OOl
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- Shady Oak Beach Improvements 25,000 25,OO(
----- I City Hall Paoking Lot 35,000 35,OOl
$ $ 171,500 $ 253,500 $ 253,50{
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I FUNO 101 GENERAL FUND - ~
REVENUES
Actual Actual Actual Budget Budget -
DE 1990 1991 1992 1993 1994
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TAXES I
Current ad Valorem $ 2,288,796 $ 2,447,143 $ 2,580,456 $ 2,877,300 $ 3,031,700 I
Delinquent ad Valorem 6,047 (25,745) (695) 15,700 1,000
Penalties and Interest 3,952 1)79 1,442 6,000 1,000 I
Fiscal Disparities 211,846 297,818 378,989 360,000 386,000
TOTAL $ 2,510,641 $ 2,720,395 $ 2,960,192 $ 3,259,000 $ 3,419,700 I
LICENSES AND PERMITS I
Business Licenses $ 103,438 $ 89,595 $ 109,798 $ 117,000 $ 112,000
Non-Business 90,026 94,792 116,170 101,000 117,000 I
TOTAL $ 193,464 $ 184,387 $ 225,968 $ 218,000 $ 229,000
FINES AND FORFEITS I
I Court Fines $ 148,514 $ 103,474 $ 103,287 $ 109,300 $ 119,500
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Other 1,344 1,697 1,492 1,700 1,700
TOTAL $ 149,858 $ 105,171 $ 104,779 $ 111,000 $ 121,200
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~ERGOVERNMENTALREVENUE
Local Government Aid $ 983,440 785,462 $ 827,177 $ 785,200 $ 794,300 I
Prop. Tax Relief (HomesteadiHACA) 530,977 533,296 676,725 777,700 805,000
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State Aid - Highway Mainl. 14,010 14,010 14,010 14,000 14,000
Insurance Premium Ta, - Police %,957 110,001 1 13,800 125,000 130,000 I
Insurance Premium Ta, - Fire 47,802 40,899 40,158 41,000 39,000
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I State - Other 13,910 15,071 12,093 11,300 18,000 I
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Civil Defense P. & A. Reimbursement 4,000 4,000 4,288 4,000 4,500 I
I Hennepin County 4,387 4,044 16,400 2,800 2,800 ,
TOTAL $ 1,695,483 $ 1,506,783 $ 1,704,651 $ 1,761,000 $ 1,807,600
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FUND 101 GENERAL FUND
0 REVENUES
.- Actual Actual Actual Budget Budget
CODE 1990 1991 1992 1993 1994
REVENUE FROM USE OF MONEY AND PROPERTY
- Interest Earned $ 527,849 $ 630,595 $ 445,938 $ 360,000 $ 380,000
General Government Rents 14,177 300 1,000 1,000
- Other 2,556 2,424 3,343 2,000 3,000
TOTAL $ 544,582 $ 633,319 $ 449,281 $ 363,000 $ 384,000
- CHARGES FOR CURRENT SERVICES
- GeneraJ Government $ 3,863 $ 5,782 $ 17,713 $ 6,000 $ 4,900
Inspections 20,935 28,473 43,013 20,000 20,000
- Public Safety 13,115 48,481 24,030 16,000 24,400
Public Works 1,451 1,015 4,3] 5 2,000 2,000
- TOTAL $ 39,364 $ 83,751 $ 89,071 $ 44,000 $ 51,300
OTHER REVENUE
-. Cootn butions $ 13,887 $ 6,240 $ 10,101 $ 8,000 $ 8,000
~ Miscellaneous 916 18,560 3,980 2,200 2,000
TOTAL $ 14,803 $ 24,800 $ 14,081 $ 10,200 $ 10,000 I
- ADMINISTRATIVE FEE
Water $ 94,200 $ 99,600 $ 102,000 $ 108,000 $ 112,000
D Sewer 94,200 99,600 102,000 108,000 112,000
Refuse 19,800 21,600 22,800 49,200 52,000
- Storm Sewer 19,800 21,600 22,800 24,000 25,000
Pavilion/Ice Arena 6,000 6,000 6,000
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Equipment Replacement 3,000 3,300 7,200 7,400
I Economic Development 3,000 3.300
Parking 5,400 6,000 6,600 7,200 7,600
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l Housing Rehab 300 I
,- Cable TV 2,400 3,600 3,900 7,200 7,400
TOTAL $ 235,800 $ 255,000 $ 269,400 $ 319,800 $ 333,000
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FUND 101 GENERAL FUND
REVENUES
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. CODE Actual Actual Actual Budget Budget
1990 1991 1992 1993 1994
I OTHER NON REVENUE
I Sale of Fixed Assets $ 5,975 $ 11,910 $ 1,320 $ 3,000 $ 2,000
Oilier 96,366 25,740 5,013 50,000 40,000
TOTAL $ 102,341 $ 37,650 $ 6,333 $ 53,000 $ 42,000
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OlliER FINANCING SOURCES
I Transfers In:
Debt Service Funds $ 107,078 $ - $ - $ - $ -
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Tax increment Funds 43,000
TOTAL $ 150,078 $ - $ - $ - $ -
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TOTAL REVENUES $ 5,636,414 $ 5,551,256 $ 5,823,756 $ 6,139,000 $ 6,397,800
I TOTAL EXPENDITURES 5,687,454 5,905,804 5,371,966 6,139,000 6,309,800
Excess (Deficiency) of Revenues $ (51,040)$ (354,548)$ 451,790$ - $ 88,000
I. Transfer Landfill Levies to P.I.R. - - - 721,000 - I
, Use of Fund Balance for
Non-Operating Projects 17,807 - - 171,500 253,500
, Increase (Decrease) to Food Balance $ (68,847)$ (354,548)$ 451,790 $ (892,500)$ (165,500
I FUND BALANCE 12-3 I $ 3,435,292 $ 3,080,744 $ 3,532,534 $ 2,640,034 $ 2,474,534
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. 1995 GENERAL FUND PROJECTION
Expenses
Personal Services $4,492,000
(3% increase to 1994 adopted budget)
Supplies & Other Services 1,808,000
(Same as 1994) Includes $50,000 Sidewalk Repair
Capital Outlay 189.000
Includes: $68,000 Fire Station RoofMaint.
$35,000 Year 3 of3 Salt Storage
1995 General Fund $6,489,000
1994 General Fund 6,309,800
Increase $ 179,200
2,8%
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1995 General Fund $6,489,000
1994 General Fund 6,309,800 I
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Excess Levy 88.000 6,397,800
$ 91,200
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. GENERAL FUND REVENUE - 1994 VS. 1995
Increases
1994 1995 ~ %
Tax Levy $ 4,222,700 $ 4,270,000 $ 47,300 1.1%
Revenue
Taxes Revenue $ 3,417,800 $ 3,449,000 $ 31,200 0,9
(after credits)
HACA 805,000 821,000 16,000 2.0
LGA 794,000 802,000 8,000 1.0
Interest 380,000 406,000 26,000 6.8
Admin. Fee 333,000 343,000 10,000 3.0
. Other Revenue (No Increase) 668,000 668,000 - -
$ 6,397,800 $ 6,489,000 $ 91,200 1.4%
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1993 YS. 1994 TAX LEVY
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Difference
1994 Levy 1993 Levy ~ %
General Fund $ 4,270,000 $ 4,222,700 $ 47,300 1.1%
Equipment Replacement Fund 400,000 400,000
Park Bonds 298)00 21 5, I 00 83,200 38.7
Improvement Bonds 111,700 115,800 (4,100) 3.5
$ 5,080,000 $ 4,953,600 $ 126,400 2.6%
Effect if:
Eliminate Fire Station
Roof Maint. (68,000) (68,000) 1.4%
. $ 5,012,000 $ 4,953,600 $ 58,400 1.2%
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