Loading...
COMMITTEE OF THE WHOLE - MINUTES - 11/10/2003 COMMITTEE OF THE WHOLE - CITY OF MUSKEGO Approved MINUTES OF THE MEETING HELD NOVEMBER 10, 2003 Mayor Slocomb called the meeting to order at 8:08 PM. Present were Ald. Petfalski, Buckmaster, Damaske, Madden, Patterson, Schroeder and Clerk-Treasurer Marenda. Ald. Salentine was excused. The Mayor noted the meeting was noticed in accordance with the open meeting law. NEW BUSINESS Discuss Consideration to Refill Vacancy of Plan Director Position and Department Organization Ald. Buckmaster commented during budget discussions we eliminated the Assistant Planning Director and intern but are still looking to adopt an Economic Development Plan. Is there a better structure to support the ultimate economic development plan rather than the current organization we have for Planning, Building and Engineering? Mayor advised that prior to the resignation of the Planning Director, we were planning on having a public hearing on the economic development plan in November or December. He said that following the public hearing and adoption by the Council, he had intended to bring forth a proposal to have a Community Development Director. In the situation we’re in now with the resignation he believed in trying to fill the position we need to inform the candidates a significant portion of the job is going to require expertise and knowledge in economic development. He supports the senior position in that department being the Community Development Director, which is needed to continue on with CDA support at the economic level. Ald. Petfalski agrees. A number of things can be done in that department, such as cross-training the counter staff from both Building and Planning and reorganize that department at least with Planning and Zoning under Community Development. Ald. Buckmaster asked about not only the Planning Director title being renamed to Community Development Director, but restructuring the reporting relationship with Building Inspection, Engineering and Planning. Mayor felt that would not functionally work for a community our size. They are very different disciplines. He does agree that the cross training at the counter makes sense, but there is some cost associated with that due to upgrading positions of about $17-18,000. This can be discussed further at Thursday’s COW meeting. Ald. Buckmaster stated his concern is this. Looking at the reporting relationships, you have conservation, planning, economic development support of the CDA, building and engineering, and these are two groups that have to talk with each other when we start bringing in massive amounts of new development. He’d like to see these two groups have some reporting relationship to bring them together on a day-to-day basis and make sure the administration of these two departments is handled through the economic development process. Right now he’s not sure that’s in place, and wants to insure, regardless of the political structure and whoever is in office, that structure is there and intact. Wants to keep the planning and building departments in concert with each other. Mayor asked if he saw areas that are slipping that could help him find out if there are things to be adjusted. Ald. Buckmaster said when there’s a vacancy there’s an opportunity to review to make the structure as solid as possible. Ald. Petfalski stated having Building and Planning separate does provide a check and balance and provides a separation of enforcement and economic development. He doesn’t see a problem with keeping the departments separate. He did recommend changing the title of Planning Director to Community Development Director for purposes of advertising the position. He requested the cost for the cross training be submitted to COW at the Thursday meeting. Ald. Buckmaster felt this could address a lot of issues discussed previously as we move forward on organizational issues. He stated he assumed the current Associate Planner would Committee of the Whole Page 2 11/10/2003 be asked to perform duties beyond his current pay grade. Mayor stated a proposal would be coming forward. Ald. Schroeder agreed that would be timely, as well as responsibilities of the new Community Development Director. Ald. Schroeder stated the new Director may have more responsibilities than the current Planning Director, and how will that be addressed? We no longer have an Assistant Director, so are we looking at more lower-level staffing to address his responsibilities? Mayor said that in terms of where this new position is going versus the existing one, the existing one was really working its way into the new title and was already doing about 90% of it. The current Director had his economic development certificate, which assisted in getting the CDA developed. Consultants will be doing planning work previously done by the Planning Director and Assistant as it relates to developments. There may be some timing issues, and typically in the past we have been able to get extensions from petitioners, but it is our intent to sub-contract those items to an outside service with those costs to be paid by the developers. Ald. Schroeder asked if even with the added responsibilities for the new Community Development Director that our current staff and that director will be able to continue and do the appropriate amount of work necessary without additional staff. Mayor stated the tasks will get done, but they may not get done most efficiently in terms of time. Some matters will take a longer cycle through Plan Commission and probably will not be most cost effective for the developer. One of the reasons we moved engineering from outside consultants was it was not cost-effective for the citizens. One thing in our favor is there are no big plans coming forward in the next couple months. Mayor stated we would start to place ads for a Community Development Director. We will work to modify a job description. Ald. Patterson commented we’re creating this position and going into a broad area we don’t have a lot of experience with what we need or want, but because we don’t have a position now we’re going to hire somebody. Would we not possibly be better getting a planner to fill in, not necessarily at the director’s level, but a planner to help with the work load and keep the department running, and allow us the time to set this thing up so we can get the right person, the right plan, rather than rushing into it. Ald. Petfalski stated we have no intentions of hiring anyone quickly. We’re just talking about getting the ad in the paper tomorrow. We’re still going through the complete hiring process, and yes, we’ll be stretched thin until we do that. But, we will hire the right person, not rush it because of the situation. Ald. Patterson said, but you’ll be moving someone in with economic background because that’s what we’re looking for when we may be needing basic planning rather than economic for the next six months or year. Ald. Petfalski said if you want to take care of our long term problems we need to plan accordingly. Even if we hire a Community Development Director with an economic background doesn’t mean we have to implement that portion of the job immediately. But we need to make sure that person has the skills and tools available to be able to do that job when we see fit to do it. Ald. Petfalski moved to adjourn at 8:35 PM. Ald. Madden seconded; motion carried. Respectfully submitted, Jean K. Marenda, CMC Clerk-Treasurer