HomeMy WebLinkAbout045-R-22 Authorizing the City Manager to hire Participatory Budgeting Staff06/27/2022
45-R-22
A RESOLUTION
Authorizing the City Manager to hire
Participatory Budgeting Staff
WHEREAS, the City Council adopted the City of Evanston American
Rescue Plan Act (ARPA) 2021 plan on March 14, 2022; and
WHEREAS, the ARPA plan allocates $3,500,000 for Participatory
Budgeting to educate and involve residents in allocating ARPA funding with a focus on
under-resourced residents;
WHEREAS, the ARPA plan allocates $1,000,000 in the Administration &
Other category of which $100,000 is earmarked for developing the Participatory Budget
process; and
WHEREAS, the additional $900,000 is earmarked in the Administration &
Other category for Grant Management, Compliance & Reporting and is vastly
underspent since no qualified person applied for the position;
WHEREAS, The City Council has approved a staff recommendation to
authorize the City Manager to negotiate and execute a Partnership and Services
Agreement with Northwestern University to design a participatory budgeting process to
distribute $3.5M of ARPA funds for the city of Evanston with the voting portion
completed by September 1, 2023 in the amount of $100,000; and
WHEREAS, the Partnership and Services Agreement indicates that the
City should budget approximately $77,000 for costs Other Than Personnel Services
(OTPS) and the Participatory Budgeting Committee recommends having additional
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45-R-22
funds available for potential honorariums for a total not to exceed amount of $200,000;
and
WHEREAS, The Partnership and Services Agreement requires the City of
Evanston to provide the equivalent of two (2) full time employees to the Participatory
Budgeting process; and
WHEREAS, The City does not currently have the 2 full time employees to
dedicate to the Participatory Budgeting process.
NOW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: The foregoing recitals are found as fact and incorporated
herein by reference.
SECTION 2: The City Manager is hereby authorized to hire one full-time
Participatory Budgeting Manager position, and one part-time Participatory Budgeting
Coordinator position. These positions are to be filled as soon as possible and continue
through November 2023.
SECTION 3: Funding for these positions will be from the underspent
funds allocated in the Administration & Other category for Grant Management,
Compliance & Reporting in the not to exceed cost of $200,000.
SECTION 4: Funding for the OTPS and honorariums, in the not to
exceed amount of $200,000, shall be included in the $3,500,000 ARPA funding
allocated for Participatory Budgeting.
SECTION 5: Resolution 45-R-22 shall be in full force and effect from and
after its passage and approval, in the manner provided by law.
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45-R-22
hantel &jj
Daniel Biss, Mayor
Attest: Approved as to form:
Stephanie Mendoza, City Clerk Nicholas E. Cummings, Corporation Counsel
Adopted: June 29 , 2022
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City of
Evanstonx
Date Developed:
HR Review Date:
JOB DESCRIPTION/JOB POSTING
AN EQUAL OPPORTUNITY EMPLOYER M/W/D
DEPARTMENT: City Manager's Office
DIVISION: City Manager's Office
POSITION TITLE: Participatory Budgeting Manager
JOB TYPE: Full - time (Contractual)
PAY GRADE/RANGE: $48/Hour
FLSA STATUS:
OPENING DATE:
CLOSING DATE:
*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for range.
NATURE OF WORK:
The Participatory Budgeting Manager coordinates the day to day local project
management of the City's first Participatory Budgeting project. This position will facilitate
outreach and multiple public community engagement events, attend and facilitate the
Participatory Budgeting Steering Committee meetings, ensure pilot stays on track,
interface with community groups and City departments, facilitate the overall process, and
provide other strategic, technical assistance and communications support for the pilot.
The Participatory Budgeting Manager will work closely with the City's consultant to
implement the pilot.
The Participatory Budgeting Manager is a defined term contractual position anticipated to
complete the City's Participatory Budgeting (PB) process from July 2022 to November
2023.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):
• In conjunction with the City's consultants, leads the planning and logistics
coordination for large-scale public meetings to educate residents and community
stakeholders on PB, develop project proposals, and meetings for public voting on projects.
• Devises creative ways to get meaningful feedback from under-resourced residents.
• Trains and manages PB participants, volunteers, and canvassers.
• Maintains content for the pilot's website and social media channels.
• Prepares materials for meetings and events.
• Interfaces with community organizations.
• Tracks project budget and deliverables to ensure the pilot meets major milestones
and deadlines.
• Assists community budget delegates with developing spending proposals and
vetting proposals with City officials and agency representatives.
• Works with the consultant in facilitating meetings and group discussions.
• Works with a consultant, develops communications and information on the pilot for
the public and other targeted audiences.
Delivers final PB decisions to the City Council
MINIMUM REQUIREMENTS OF WORK:
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• Must possess a bachelor's degree or higher from an accredited college or
university.
• Must possess a vaild driver's license and a clean driving a record.
• Must possess one (1) or more years of performing related work with progressively
increasing responsibilities.
• Master's degree in Public Administration, Public Policy, Communications, Public
relations, Project management or related field with specialization in municipal finance/
budgeting processes preferred.
• Some experience implementing participatory budgeting processes in partnership
with a City is preferred. Must be willing and able to work in a non -benefited contractual
position that is anticipated to terminate with the conclusion of the participatory budgeting
process (anticipated November 2023).
Knowledge, skills, and abilities in the following areas
• Strong organizational and project coordination skills.
• Ability to work with diverse stakeholders with competing interests on challenging
and dynamic projects.
• Strong communication skills including professional writing, strong public
speaking, and public presentation, and planning skills.
• Ability to use of the internet including, social media, and other electronic means
of communication to disseminate information and engage with the community.
• Ability to supervise, train, and effectively manage volunteers and assign tasks to
part-time staff.
PHYSICAL REQUIREMENTS OF WORK:
The employee works in a primarily sedentary position, with the occasional need to use
force to exert up to 25 pounds to lift, carry or otherwise move objects, books, materials,
etc.
The employee is subject to inside environmental conditions, protection from weather
conditions, but not necessarily from indoor temperature changes. The employee moves
between worksites in different locations, and to other locations in order to conduct portions
of the position.
There are no environmental hazards associated with this classification.
SUPERVISION:
General supervision is provided by the Interim Deputy City Manager
PUBLIC CONTACT:
The employee has regular and consistent contact with citizens, service providers,
community and other similar groups, as well as the City Council, committees, boards and
commissions. Presentations to a variety of groups throughout the community and city staff
are developed and delivered regularly by the employee. The employee will also have daily
contact with city employees. Excellent verbal, written, and presentation, and interpersonal
skills are required, including the ability to occasionally deal with adversarial situations.
SELECTION METHOD TYPE OF ELIGIBILITY LISTJLIFE OF ELIGIBILITY LIST
Structured Oral Interview
To apply for this position, please apply online at www.citvofevanston.orq on or before the closing
date.
Chosen candidates will be required to provide proof of licenses, certifications, and
education required for this position. Candidates will also be subject to qualifying pre-
employment processes, including medical examination, drug/alcohol screen, employment
verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in
employment on the basis of a person's race, color, sex, age, religion, disability, national origin,
ancestry, sexual orientation, marital status, parental status, military discharge status, source of
income, housing status, or gender identity. The City of Evanston is also committed to accessibility
Page 5 of 8 Doc ID: 344fc3a5c66dc8f5215af24128bcb62958fd55c7
for persons with disabilities. Any person needing mobility or communications access assistance
should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY)
Page 6 of 8 Doc ID: 344fc3a5c66dc8f5215af24128bcb62958fd55c7
City of
Evanston"
Date Developed:
HR Review Date:
JOB DESCRIPTION/JOB POSTING
AN EQUAL OPPORTUNITY EMPLOYER M/W/D
DEPARTMENT: City Manager's Office
DIVISION: City Manager's Office
POSITION TITLE: Participatory Budgeting Coordinator
JOB TYPE: Part - time (Contractual)
PAY GRADE/RANGE: $24/hour
FLSA STATUS:
OPENING DATE:
CLOSING DATE:
*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for range.
NATURE OF WORK:
The Participatory Budgeting Coordinator supports the City's first Participatory Budgeting
project to administer $2.5m of American Rescue Plan Act (ARPA) funds through a
participatory budgeting (PB) program to educate and involve residents in allocating ARPA
funding with a focus on supporting under-resourced residents.
This position provides overall administrative and logistical supports for the process,
coordinates volunteers, prepares materials for meetings and supports the Participatory
Budgeting Manager during meetings and training. The Participatory Budgeting
Coordinator works closely with the other City Staff and the City's consultant to implement
the pilot.
The Participatory Budgeting Coordinator is a defined term contractual position anticipated to
complete the City's Participatory Budgeting (PB) process from July 2022 to November
2023. As a contractual position, the role does not offer benefits or paid time off.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):
• Reaches out to nonprofit and community -based organizations to form partnerships
to help promote PB process.
• Drafts social media posts to promote events.
• Schedules PB idea collection and voting events and prepares materials for events.
• Assists with event setup and clean up.
• Compiles notes from Participatory budgeting meetings.
• Devises creative ways to get meaningful feedback from under-resourced residents.
• Tracks and follows up on required tasks needed for launching PB.
• Maintains content for the pilot's website and social media channels.
• Prepares materials for meetings and events.
• Interfaces with community organizations.
• Assists Participatory Budgeting Manager and consultants with other duties and
tasks as necessary.
MINIMUM REQUIREMENTS OF WORK:
• Must possess sixty 60 or more college credit hours.
• Must possess one (1) or more years of similar work experience working with
community organizations, non -profits, or local government.
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Knowledge, skills, and abilities in the following areas
• Strong organizational and project coordination skills.
• Ability to work with diverse stakeholders with competing interests on challenging
and dynamic projects.
• Strong communication skills including professional writing, strong public speaking,
and public presentation, and planning skills.
• Ability to use of the internet including, social media, and other electronic means of
communication to disseminate information and engage with the community.
• Excellent verbal, written, and presentation, and interpersonal skills„ including the
ability to occasionally deal with adversarial situations in a professional manner.
PHYSICAL REQUIREMENTS OF WORK:
The employee works in a primarily sedentary position, with the occasional need to use
force to exert up to 25 pounds to lift, carry or otherwise move objects, books, materials,
etc.
The employee is subject to inside environmental conditions, protection from weather
conditions, but not necessarily from indoor temperature changes. The employee moves
between worksites in different locations, and to other locations in order to conduct portions
of the position.
There are no environmental hazards associated with this classification.
SUPERVISION:
General supervision is provided by the Participatory Budgeting Manager
PUBLIC CONTACT:
The Participatory Budgeting Coordinator has regular and consistent contact with City of
Evanston staff, citizens, service providers, community and other similar groups, as well as
the City Council, committees, boards and commissions.
SELECTION METHOD TYPE OF ELIGIBILITY LISTJLIFE OF ELIGIBILITY LIST
Structured Oral Interview
To apply for this position, please apply online at www.citvofevanston.orci on or before the closing
date.
Chosen candidates will be required to provide proof of licenses, certifications, and
education required for this position. Candidates will also be subject to qualifying pre-
employment processes, including medical examination, drug/alcohol screen, employment
verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in
employment on the basis of a person's race, color, sex, age, religion, disability, national origin,
ancestry, sexual orientation, marital status, parental status, military discharge status, source of
income, housing status, or gender identity. The City of Evanston is also committed to accessibility
for persons with disabilities. Any person needing mobility or communications access assistance
should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY)
Page 8 of 8 Doc ID: 344fc3a5c66dc8f5215af24128bcb62958fd55c7