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HomeMy WebLinkAboutPACKET Town Board Study Session 2014-08-26 Tuesday, August 26, 2014 TOWN BOARD 6:00 p.m. – 6:30 p.m. STUDY SESSION Rooms 202/203 Revised – 8/22/14 6:00 p.m. Trustee Comments & Questions. 6:10 p.m. Future Study Session Agenda Items. (Board Discussion) 6:15 p.m. Events Coordinator & Assistant Town Administrator Positions. (Administrator Lancaster) 6:30p.m. Meeting Adjourn. Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 5:45 p.m. AGENDA                    August 26, 2014 September 9, 2014  2014 Objectives – Review of Progress  Town Water Ownership / Issues October 3, 2014  Budget Study Session October 10, 2014  Budget Study Session October 14, 2014  Seasonal Tour Business - Follow Up Discussion October 17, 2014  Budget Study Session October 24, 2014 (If Needed)  Budget Study Session November 11, 2014  Review Citizen’s Survey Results December 9, 2014  2014 Objectives – Review of Progress Items to be Scheduled (Items are not in order of priority)  Enforcement of Vacation Home Regulations Discussion  Parking Structure Design Revisions  Logo Discussion  Discussion of Town Owned Fish Hatchery Property  Museum / Senior Center Master Plan  Review of the Accelerated Development and Design Process Used for Parking Structure  Discussion of the Charter and Charge to a Housing Study Committee  Review of Draft Policy on Public Forums  Possibility of Joining the RTD   Future Town Board Study Session Agenda Items Special Events Coordinator I/II Job Description August 2014 Page 1 TOWN OF ESTES PARK SPECIAL EVENTS COORDINATOR EXEMPT: No GRADE: T&P 3& 4 DEPARTMENT: Community Services REPORTS TO: Community Services Management SUMMARY Performs a variety of professional level administrative and general clerical work in coordinating special events and fairgrounds events, requiring the exercise of independent judgment. EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.  Serves as assistant to the Fairgrounds/Special Events Manager and performs special event duties on a daily basis.  Supports and executes events for the Fairgrounds, Performance Park, Bond Park and other locations as assigned.  Researches and evaluates a variety of new and existing special events and makes recommendations.  Assists with events logistics, including dates, location, types of entertainment, needs of event organizer from the Town, and arranges for any required support staff and equipment.  Hires entertainment for Town sponsored events at all Town parks as assigned; oversees contracts and check processing.  Attends special event meetings, prepares correspondence, and maintains accurate and current information concerning assigned special events.  Establishes and maintains working relationships with event promoters, vendors, entertainment providers, other Town staff, elected/appointed officials, the Fire and other regulatory departments, and the general public.  Receives and responds to general and event specific emails and phone calls.  Assists with budget preparation.  Trains, assigns work to and reviews work of others as assigned.  Supervises and is responsible for ticket sales, fees and payments; prepares regular daily audit of sales versus admissions.  Performs other related work as required or assigned. DUTIES AND RESPONSIBILITIES AT THE II LEVEL  Creates, approves and distributes public information concerning special events.  Designs and creates print-ready materials for programs, booklet and brochures for all Town sponsored events.  Designs, maintains and updates the Town events website; attends regular Web Team meetings. Special Events Coordinator I/II Job Description August 2014 Page 2  Processes all permits and coordinates rentals for use of public streets and Town parks.  Serves on multiple Town working committees; assists volunteer committees in the performance of their duties. KNOWLEDGE, SKILLS & ABILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required:  Thorough knowledge of grammar, spelling, and punctuation.  Ability to organize work load and meet deadlines.  Ability to establish and maintain effective working relationships event promoters, vendors, entertainment providers, other Town staff, elected/appointed officials the Fire and other regulatory departments, and the general public.  Ability to operate standard office equipment including personal computers.  Ability to use standard office software and specialized publication and contact management software.  Ability to communicate effectively in English, both verbally and in writing, and follow oral and written instructions.  Must be creative and able to handle multiple tasks.  Must be willing to work overtime and on weekends and holidays for extended periods of time. EDUCATION & EXPERIENCE  High School Diploma or equivalent.  Bachelor’s degree in event planning, recreation planning or a related field preferred.  Two years of experience in special events promotion, recreation planning or advanced administrative support work at the I level.  Three years of experience in special events promotion, recreation planning or advanced administrative support work at the II level.  Any equivalent combination of education and experience. CERTIFICATES, LICENSES, REGISTRATIONS  Valid Colorado Driver’s License and satisfactory driving record. Special Events Coordinator I/II Job Description August 2014 Page 3 Special Events Coordinator Physical Requirements and Work Environment Frequency Guide Rarely (R) Occasionally (O) Frequently (F) Constantly (C) Less than - 5% 6 – 30% 31% - 70% Over 70% Physical Task Frequency Physical Surroundings Frequency Sitting O Extreme Temperatures O Standing O Inside Work F Walking O Outside Work F Running R Walking on uneven surfaces O Stooping O Working at height R Kneeling O Other: Squatting R Climbing R Environmental Conditions Balancing R Exposure to Chemicals R Reaching O Exposure to Gases/Fumes/Dust O Grasping O High Noise Levels R Fingering O Moderate Noise Levels O Handling O Vibrations R Visual Acuity: Near O Light/Power Equipment Ops R Visual Acuity Far O Heavy Equipment Operation R Depth Perception O Work in Traffic R Color Discrimination O Local Travel O Peripheral Vision O Out of Town Travel R Talking F Other: Hearing F Other: O Weight of Objects Moved Over 100 pounds R Over 50 Pounds R Over 10 pounds O I understand the description of this job and the essential functions, as given above. I also understand that all of the duties are not described above and that I will perform those above and all other assigned duties as directed by my supervisor and management. Signature: Printed Name: Date: Assistant Town Administrator Job Description August 2014 Page 1 TOWN OF ESTES PARK ASSISTANT TOWN ADMINISTRATOR EXEMPT: Yes GRADE: MGMT 5 DEPARTMENT: Administration REPORTS TO: Town Administrator SUMMARY Under limited supervision of the Town Administrator, provides performs a wide variety of professional level administrative duties while providing direct support to the Town Administrator as well as support to Department Heads of the Town of Estes Park. EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.  Assists the Town Administrator in performing a wide variety of administrative functions in the day-to-day operations of the Town.  Assists the Town Administrator with a variety of special projects including, but not limited to, grant writing, liaison with community organizations, information gathering, and intergovernmental relations policy development, as assigned by the Town Administrator.  Establishes and maintains effective working relationships with employees, Town officials and departments, community groups, professional organizations, and the general public.  Performs professional duties in the areas of claims management, accident investigations, consultation, loss preventions, training, implementing and coordinating insurance contracts, programs and activities associated with property, causality, auto and claims administration.  Researches, prepares, implements and evaluates a variety of new or special administrative programs as assigned; recommends solutions to potential or existing Town problems.  Conducts informational research studies; investigates, prepares, presents and implements (as necessary), complex, technical, statistical and operating reports and other items based upon existing policy or upon special direction from the Town Administrator.  Represents the Town at various community meetings and attend meetings/conferences of related local, regional and national professional development organizations as well as Board and Committees as assigned; meets and confers with individuals and groups to explain, interpret and discuss Town policies on a variety of subjects.  Assist with preparing, monitoring, and administering of the Town’s annual budget.  Provides business assistance function by serving as a point of contact for questions regarding business resources; develops positive working relationships with economic development resource providers.  Receives and manage citizen complaints, comments and suggestions.  Performs other related work as required or assigned. KNOWLEDGE, SKILLS & ABILITIES Assistant Town Administrator Job Description August 2014 Page 2 To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required:  Excellent skills in written composition.  Working knowledge of the principles and practices of public administration, including research methods and procedures.  Some knowledge of governmental budget and accounting methods.  Ability to plan, direct, coordinate and evaluate various administrative functions.  Ability to develop, and interpret Town ordinances, rules, regulations and policies.  Ability to analyze administrative problems and to make effective recommendations for their solution.  Ability to communicate effectively, both verbally and in writing, and follow oral and written instructions.  Ability to establish and maintain effective working relationships with employees, Town officials and departments, elected officials, community groups, professional organizations, and the general public.  Ability to use a computer and other electronic devices as well as software programs such as Microsoft Office and an internet browser. EDUCATION & EXPERIENCE  Bachelor’s Degree in Business Administration, Public Administration, Finance or related field. Masters Degree preferred.  Three years of professional management experience in organizations of similar size and complexity to the Town of Estes Park.  A combination of education and experience may be considered CERTIFICATES, LICENSES, REGISTRATIONS  Valid Colorado Driver’s License and satisfactory driving record. Assistant Town Administrator Job Description August 2014 Page 3 Assistant Town Administrator Physical Requirements and Work Environment Frequency Guide Rarely (R) Occasionally (O) Frequently (F) Constantly (C) Less than - 5% 6 – 30% 31% - 70% Over 70% Physical Task Frequency Physical Surroundings Frequency Sitting F Extreme Temperatures R Standing F Inside Work C Walking F Outside Work R Running R Walking on uneven surfaces R Stooping O Working at height R Kneeling R Other: Squatting R Climbing R Environmental Conditions Balancing O Exposure to Chemicals O Reaching O Exposure to Gases/Fumes/Dust O Grasping C High Noise Levels R Fingering C Moderate Noise Levels O Handling C Vibrations R Visual Acuity: Near F Light/Power Equipment Ops O Visual Acuity: Far O Heavy Equipment Operation O Depth Perception R Work in Traffic R Color Discrimination R Local Travel F Peripheral Vision O Out of Town Travel O Talking C Other: Hearing C Other: Weight of Objects Moved Over 100 pounds R Over 50 Pounds R Over 10 pounds O I understand the description of this job and the essential functions, as given above. I also understand that all of the duties are not described above and that I will perform those above and all other assigned duties as directed by my supervisor and management. Signature: Printed Name: Date: