2.2.
CC Work Session
- Meeting Date:
- 01/11/2022
Information
Title:
Discuss Community Development Staffing
Purpose/Background:
PURPOSE
The purpose of this case is to: 1) direct Staff in how to address time-sensitive staffing matters within the Planning Division that directly impact customer service and long term efficiencies, and 2) discuss bringing on a second in-house Building Inspector (a City Employee) and discontinue or discontinue the vast majority of contracted building inspections.
Staff is seeking a consensus from the City Council for formal action at the next regular council meeting regarding a restructure within the Planning Division, as well bringing on a second in-house Building Inspector (a City Employee) and discontinue or discontinue the vast majority of contracted building inspections.
BACKGROUND
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- Planning Manager - Division Manager (Planning Commission Staff Liaison)
- City Planner - Environmental Focus (EPB Liaison)
- Code Enforcement Officer
- Planning Technician
- Community Development Administrative Assistant (20 hours per week)
- Consulting Planner (WSB) - as needed
IMMEDIATE MATTER - Planning Division
The City is now facing additional turnover in the Planning Division and staff is seeking direction on restructuring the division in an attempt to retain and grow as much of our current talent as possible. Note, at the time of this writing, many of the specific employee/position details cannot be provided, nor can specific restructuring options be listed.
Building Inspections
Over time Staff has received feedback and information that suggest it is time to reconsider the efficiencies and long term staffing strategy related to the City's Building Inspections. For perspective, the City has experienced a steady increase to building permits issued since 2017. In 2017, 1,418 total permits were issued and in 2021 there were 2,314 total permits issued. This does not include electrical permits as those are contracted out. In addition to plan review and inspections, the building inspectors are also responsible for fielding general inquiry calls as property owners consider projects. Given the number of preliminary platted properties and commercial projects anticipated in 2022, staff predicts the workload to continue for the foreseeable future.
Staff will provide additional details during the work session regarding the increased need for succession planning and the pros and cons of continued use of the one contracted Building Inspector vs. adding a City inspector as it relates to budgetary impacts.
Summary
In order to keep this discussion at the level appropriate for public discussion, some specific details are not included in this report. However, we believe staff will be able to fill-in additional detail during the meeting as it is likely that more information will be available in the coming few days.
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelihood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelyhood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelyhood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelihood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelihood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelyhood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, ensuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a sidenote, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevietable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelyhood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
CODE ENFORCEMENT MANAGEMENT
Staff is falling increasingly behind in code enforcement cases for zoning code enforcement as the number of complaints and intensity of cases increases. Community Development handles code complaints for home-based businesses, issues with buildings and structures, and enforcement in commercial and industrial districts. The Police Department handles long-grass complaints and junk vehicle complaints. The Police Chief also manages all appeals to Notices of Violations.
Community Development Staff has several dozen open cases at the moment, with several dozen other open cases likely needing administrative closure (violation corrected or unfounded, lacking data entry). With several prominent cases escalating recently, Staff has found it difficult to maintain the current workload. The published 14 Day Correction Period is closer to 30 Days or more. Additionally, a large majority of Staff Time is consumed by development review of land use applications. Staff has had to tap all resources of all team members to ensure development projects walk through the Planning Commission, EDA, and City Council process in the time prescribed by State Statute and expected of our Applicants. Staff has had to postpone work on projects such as the Comprehensive Plan Update, Highway 47 Plan, and Zoning Code Update due to development review and code enforcement obligations.
ALTERNATIVES
The proposed phased retirement gives Staff and City Council an opportunity to think differently about the positions within the division.
Planning Technician - Current Staff Proposal
Staff is currently evaluating replacing the Community Development Assistant with a Planning Technician. This new position would split its time between Reviews Coordinator - coordinating land use applications and Code Enforcement Management - Key Contact.
Talking Points
- Entry Level Position/Low Cost/High Benefit
- Likelihood of high turnover (advancing career, lower salary, type of activity)
- Large help for routine type code enforcement cases
- Need for other Staff to handle larger, more complex code enforcement cases
This alternative would replace the Community Development Assistant with an Administrative Assistant doing more routine administrative assistance. In addition to that, the City would hire a separate code enforcement staff member dedicated to that activity.
Talking Points
- Robust administration and timely resolution to code enforcement cases
- Ability to handle more complex code enforcement cases, reducing burden on other team members
- Stability in Land Use Application process
- Less likely for high level of turnover
- Could combine both into a single position and have many of the same benefits above
PURPOSE
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
The Community Development Department is made up of three primary divisions.
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
The purpose of this case is to aide the Community Development Department frame its 2020 Budget Requests as it relates to two primary topics. Staff is seeking broad policy direction to help focus alternatives leading up to a draft budget.
- Replace hours lost due to requested phased retirement of Community Development Assistance
- Provide sufficient resources to address the demands of the City's Code Enforcement Program - Zoning Code Enforcement and Case Management
The Community Development Department is made up of three primary divisions.
- Planning (and Zoning)
- Long Range Planning
- Development Review
- Code Enforcement/Neighborhood Liaison
- Economic Development
- Business Retention and Expansion
- Business Subsidy Requests
- Business Licensing
- Building Inspections
- Building Permits
- Property Maintenance Code Enforcement
- Septic Administration
- City Planner (Senior Planner in 2020) - Division Manager
- Planning Commission Staff Liaison in 2020
- City Planner - Environmental Focus
- EPB Liaison
- Community Development Assistant - Phased Retirement Request
- Consulting Planner (WSB) - 20 hours per week
- Planning Intern - Seasonal
The Community Development Assistant has been with the organization for over 20 years. This position plays an integral role in land use application management, insuring site plans and plats are routed through the appropriate review process. In addition, this role has provided significant backup to the Building Inspection Division when staffing levels were much lower in that division and prior to recent technology upgrades. As a side note, the Building Division will already be losing 20 hours per week in Staff Support due to the reassignment of the Engineering Administrative Assistant exclusively to the Engineering Department. This Staff Member had previously been assigned 20 hours per week in the Building Division on a temporary basis.
The Community Development Assistant has a wealth of institutional knowledge, and a phased retirement would be an appropriate tool to support a seamless transition of this role's primary functions. The Community Development Assistant has requested phased retirement for 2020 and 2021 working two days a week at 16 hours per week.
Approval of the Phased Retirement Option (PRO) was recently extended by the Minnesota Legislature. The City Council is not obligated to approve the phased retirement option, but it is a tool that can be used in overall budget discussions. Retirement of this individual is inevitable at some point in the near future, and Staff would desire to capitalize on the institutional knowledge to its fullest extent.
Timeframe:
30 minutes
Funding Source:
Total budget impacts to be determined when additional information becomes available.
Planning: The anticipated savings of approximately $32,000 from a pending resignation will allow for other staff opportunities within the department.
Building Inspections: The maximum cost to hire an experienced building inspector (for a full year) is $119,098. The current cost of contracted building inspections (for 12 months) is $95,010. An additional impact of $24,088 to fully discontinue contracted building inspections. Depending on the workload, some contracted services may still be needed. It should be noted, the City has held the same contract for a number of years. Should the contract be adjusted, the hourly rate is anticipated to nearly double and potentially require a multi-year commitment.
Planning: The anticipated savings of approximately $32,000 from a pending resignation will allow for other staff opportunities within the department.
Building Inspections: The maximum cost to hire an experienced building inspector (for a full year) is $119,098. The current cost of contracted building inspections (for 12 months) is $95,010. An additional impact of $24,088 to fully discontinue contracted building inspections. Depending on the workload, some contracted services may still be needed. It should be noted, the City has held the same contract for a number of years. Should the contract be adjusted, the hourly rate is anticipated to nearly double and potentially require a multi-year commitment.
Responsible Party(ies):
Colleen Lasher, Administrative Services Director (Head of HR)
Brian Hagen, Deputy City Administrator/Community Development Director
Brian Hagen, Deputy City Administrator/Community Development Director
Outcome:
Based on discussion.
Attachments
No file(s) attached.
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Brian Hagen | Brian Hagen | 01/06/2022 03:22 PM |
| Kurt Ulrich | Kurt Ulrich | 01/06/2022 04:26 PM |
- Form Started By:
- Colleen Lasher
- Started On:
- 01/06/2022 06:23 AM
- Final Approval Date:
- 01/06/2022