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HomeMy WebLinkAboutAgenda - 10-15-1996 - 9c 1 Orange County Board of Commissioners Action Agenda Item Abstract Meeting Date: October 15, 1996 Action Agenda Item No. R—C Subject: Arts Commission Position Department: Personnel and Public Hearing: Yes No X Economic Development Budget Amendment Needed: Yes X No Attachment(s): Information Contact: 1 -Arts Commission Position Elaine Holmes, Personnel Director, Major Functions Extension 2550, Ted Abernathy, Economic Development Director, 2 - Class Specification for Extension 2326 Information Specialist Telephone Number: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 Purpose: To consider the following actions in support of the Orange County Arts Commission: • Establishing the new permanent part time (20 hour or .5 full time equivalent) time limited position of Information Specialist. • Changing the organization alignment of the Arts Commission from Recreation and Parks to Economic Development. • Amending the Orange County Classification and Pay Plan to change the title of the current class of Information and Referral Specialist at salary grade 65 to Information Specialist at salary grade 65. Background: As part of the 1996-97 budget process, the Orange County Board of Commissioners increased the appropriation to the Arts Commission by $12,500. This was for the purpose of providing matching funds to assist the Arts Commission in obtaining a State matching grant to fund additional staff support. The Arts 2 Commission did not receive the State matching grant proposed. Since then the Arts Commission in conjunction with Economic Development and Recreation and Parks has been evaluating the staff support which could be provided with the funds which are available; that is; the $12,500 approved by the Board and approximately $5,000 in funds currently budgeted for temporary staff support to the Arts Commission. As a result of this review, it is proposed that a new permanent part time (20 hour) time limited position of Information Specialist be established to provide staff support to the Arts Commission programs and objectives. Funding for the position at the 20 hour level is available within the funding already approved as noted above. The position is proposed as time limited for up to one year from the date it is filled. Attachment 1 lists the major functions to be assigned this new position. In summary, the position's focus will be on communications programs and events for the arts in Orange County. In terms of organizational relationship, it is proposed the position report to the Economic Development Director and that the Arts Commission's organizational relationship be realigned to Economic Development. Organizationally the relationship would be similar to that now structured for the Visitor's Bureau and Chapel Hill/Orange County Visitor's Bureau Board. Funds budgeted for the Arts Commission, totaling $34,000 will be transferred from the Arts Commission Outside Agency Function to the Community Planning Function which includes Economic Development. At its September 30, 1996 meeting the Arts Commission adopted a motion approving the Attachment 1 position plan and unanimously endorsing the organizational change to Economic Development. The Arts Commission felt that the arts are an integral part of the local economy and that their association with Economic Development would allow greater support both for individual artists and the arts in general. They plan to take advantage of the marketing and small business expertise within Economic Development. Personnel has completed a classification review of the proposed position. It is recommended it be classified as Information Specialist at salary grade 65. To implement this, it is recommended the classification plan be amended to change the title of the current Information and Referral Specialist class at 3 salary grade 65 to Information Specialist and to broaden the class concept to encompass the Arts Commission position. Attachment 2 is the draft revised class specification for Information Specialist. Recommendation: The Manager recommends the Board approve: • Establishing the new permanent part time (20 hour or .5 full time equivalent) Information Specialist as a time limited position for up to one year from the date filled. Changing the organization alignment of the Arts Commission from Recreation and Parks to Economic Development. Amending the Orange County Classification and Pay Plan to change the title of the current class of Information and Referral Specialist at salary grade 65 to Information Specialist at salary grade 65. f:\e\artsabs.doc October 3, 1996 ATTACHMENT 1 4 i Arts Commission Position General This proposed new position will be located in the Economic Development Department, report to the Economic Development Director and provide principal support to the Arts Commission. It is proposed the position be permanent part time 20 hours each workweek and established on a time limited basis for up to one year from the date filled. Major Functions The major functions of this proposed position and percentage of time planned for each are: 1. Information Clearinghouse and Public Information- 55 percent Serving as a clearinghouse for information on the arts in Orange County, including collection of information, establishing a data base and giving out information to the public as well as artists on the arts in Orange County. This position would become the"expert" on what is happening in the arts in Orange County and serve as a spokesperson about the arts to media and citizens, including presentations to local groups. Developing and sending out public information on the arts in Orange County such as an Arts Calendar, a quarterly newsletter to artists and elected officials, information about planned workshops for artists and the like. 2. Grant Administration -20 percent Developing grant applications and administering grants received by the County for the arts, including completing grant applications and reports on activities and expenditures. 3. Program and Event Support- 10 percent Planning-and providing administrative support for programs on the arts such as workshops and public events. 4. Staff Support to the Arts Commission- 15 percent Providing staff support to the Orange County Arts Commission including notices of meetings, preparation of agendas, meeting minutes, research of questions and presentation of information. f.\e\arts.doc September 30, 1996 5 Attachment 2 INFORMATION SPECIALIST GENERAL DEFINITION OF WORK: Performs intermediate professional work providing the general public with information, referral and assistance on assigned programs such as senior citizen programs or the Arts; and serving as liaison to media sources; does related work as required. Work is performed under regular supervision. TYPICAL TASKS: Collects and maintains current information on issues, services, agencies,procedures, and contact persons; Serves as a clearinghouse for information on assigned programs; Responds to inquiries from the media, other agencies, public officials, and others regarding services and programs; Seeks promotional opportunities for programs; writes news releases; Writes and edits newsletter; oversees mailing of newsletter; Keeps staff abreast of recent trends and developments within assigned programs; Provides information,referral and assistance to interested parties of the variety of services and programs that are available; Plans and facilitates workshops,meetings and sessions_on topics of particular interest and concern; Collects and disseminates interpretive materials; researches issues on which data is lacking; Recruits and oversees the training and work of volunteers; Performs related tasks as required. KNOWLEDGE& SKILLS AND ABILITIES: General knowledge of assigned program area; ability to communicate ideas both orally and in writing; ability to establish and maintain effective working relationships with County officials, employees, community agencies, private organizations and the general public. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in communications,journalism,public relations, or related field to the program area and at least 1 year experience in public relations,human services, or an arts organization.