Authorization to Hire a Recreation Coordinator - Please Note:  this case was pulled from the Consent Agenda and moved to the Regular Agenda as case 7.3.

This position was discussed at the May 23, 2023, Work Session. Staff discussed the role of this position as needing to take a comprehensive approach to city-wide programs and events.  Staff received a consensus from the City Council to expand the position from Recreation Specialist to an enhanced non-union, supervisory-level Recreation Coordinator.  

As a result, staff conducted a recruitment process to fill the position.  Staff interviewed many candidates, including Ms. Abigail Proulx, who was selected to advance in the recruitment process.  
Staff is enthusiastically recommending Ms. Abigail Proulx, a former City of Ramsey part-time Recreation Specialist for the full-time Recreation Coordinator position.  Ms. Proulx worked for the City of Ramsey from September 2019 through April 2021.  She left in good standing for full-time employment and has been working for the City of Duluth.  Ms. Proulx is excited to begin performing the duties of this position as outlined below. 

The primary objective of this position is to coordinate and perform a variety of responsibilities in the development, facilitation and ongoing administration of diverse annual recreational programs serving all ages and demographics. This position develops programs, organizes content and engages public and private providers, as well as creates and maintains methods for evaluating offerings for future programming consideration.
Essential duties include, but are not limited to, the following:

• Perform all aspects of the development, marketing, implementation and evaluation of municipal recreational programs and related events
• Evaluate related contracts for accuracy, completeness and fair pricing, review and prepare invoices through Tungsten Accounting software
• Create, build and maintain relationships with partner organizations in order to facilitate programs
• Provide supervision and work direction to the Public Works Administrative Assistant responsible for Parks
• Create online registrations and generate social media promotional posts for activities and events
• Use, prepare and maintain detailed notes and outlines on work performed and program development
• Coordinate, purchase, organize, gather and deliver supplies, documents and schedules for programs and recreational events
• Provide staff support including data entry, phone calls, program registration, reports, and records management in a timely manner
• Fill in as needed at programs and recreational events
• Assist with supervision, periodic check-in and leadership of programs, seasonal staff and recreational events
• Develop, plan, oversee and attend all of The Draw Summer Concert Series on Thursday evenings mid-June to mid-August
• Attend and provide presentations at the once-per-month Parks and Recreation Commission meetings (second Thursday of each month) as needed
• Attend and provide presentations at City Council meetings (second & fourth Tuesday of each month) as needed
• Update the City website with agendas, meeting minutes and other documents as assigned
• Prepare and implement community events; including advertising, collection/tracking of sponsor funds, obtaining contracts/forms, coordinating with vendors for Happy Days, Elmcrest Art Festival, Art in the Park, Movie in the Park, and Holiday Tree Lighting events
• Research and prepare information for City events and park-related issues; propose ideas to make events and park facilities more successful
• Process Special Event Permit Applications including working with event organizers to ensure all necessary information is received and approved through the various departments
• Perform other duties as apparent or assigned (within the ability and resources of the Recreation Coordinator) at the verbal or written direction of the City Engineer / Public Works Director, Parks & Assistant Public Works Director, or their designee

Ms. Proulx completed most of the necessary pre-employment background checks, with the exception of the pre-employment drug screen which is scheduled for July 31st.  Ms. Proulx is in Duluth and unable to take the drug screen until the 31st, but well before her anticipated start date.

Staff recommends Ms. Proulx for the full-time position of Recreation Coordinator, effective on or near August 9th, contingent upon passing the pre-employment drug screen. Ms. Proulx will be subject to a 6-month probationary period and the City's Personnel Policy.

The funding for this position has been accounted for within the 2023 budget.

Contingent on passing the pre-employment drug screen, to hire Ms. Abigail Proulx as the City's full-time Recreation Coordinator, effective on or near August 9, 2023, at $30.899 per hour, which is step 2 of the 2023 wage scale, with a credit of 3 vacation days.

Authorization to hire Ms. Abigail Proulx as the City's full-time Recreation Coordinator, contingent upon passing the pre-employment drug screen, effective on or near August 9, 2023, at $30.899 per hour, which is step 2 of the 2023 wage scale, with a credit of 3 vacation days.