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HomeMy WebLinkAbout1A, Public Works Staffing ...... . . .... .. . ... EN WILLS MEMORANDUM DATE: April 19, 2010 Item LA TO: Honorable Mayor and City Council Members FROM: Personnel Committee Sue Iverson,Acting City Administrator Finance Director/Treasurer SUBJECT: Public Works Staffing Backtround At the March 159 2010, worksession, Council discussed the Public Works maintenance staffing and workload. Part of that discussion focused on the Superintendent position versus a Working Foreman and the eighth maintenance position. As a result of that discussion, there was a consensus of the Council that the City should proceed with a Superintendent position. However, the Council referred the matter to the Personnel Committee for further review and requested that a recommendation be brought to the full Council at the April worksession for a final discussion and then the April 26 Council meeting for approval. Discussion The Personnel Committee met on March 31 and April 1 to discuss Public Works staffing. The Personnel Committee looked at various job descriptions from Roseville and other communities to determine the needs for Arden Hills. The major factors the committee used to evaluate the needs and structure were: 1. Cost; 2. Representation of the City on projects including overseeing Engineering projects as assigned; 3. Administrative coordination of the City records and day-to-day supervision of the public works maintenance crew; and, 4. Management of the annual workload cycle of Public Works. The committee reviewed job descriptions for the following positions: Public Works Directors, City Engineers, Engineering Technicians, Public Works Supervisors, Public Works Foremen, Public Works Superintendents, and Project Managers. The committee determined that the best structure for Arden Hills would be a Superintendent and an City Council Meeting \\Metro-inet\ardenhills\Admin\Council\Agendas&Packet Information\20 1 0\4-19-10 Worksession\Packet Information\Public_Works_Staffing_PC_Recommendation.doc Page 1 of 2 eighth maintenance worker as it evaluated the specific duties that were needed in the position. A job description was drafted based on the needs identified by the committee, which include engineering technician type tasks as well as supervision and daily public works administration. The committee determined that this position could alleviate some of the workload from the Public Works Director and the City Engineer. Attached is the draft job description for the Public Works Superintendent. The City's current organizational structure still has a Superintendent and an eighth maintenance person in the Budget for 2010, so this would not create any additional costs to the budget. The committee recommends that this position be approved by the City Council and posted/advertised to fill the position. The committee will continue to work on the job description for the Public Works Director during the next month and bring that job description forward at a future worksession. The Personnel Committee's recommendation is based on the information found in the previous information provided to the City Council in Item LB. of the City Council Worksession packet for the March 15, 2010, worksession. Council Action Discuss the Personal Committee's recommendation to approve the Public Works Superintendent job description and authorize advertising for the Public Works Superintendent position at the next regular City Council meeting. Discuss the Committee's recommendation to keep the eighth maintenance worker position. City Council Meeting \\Metro-inet\ardenhills\Admin\Council\Agendas&Packet Information\20 1 0\4-19-10 Worksession\Packet Information\Public_Works_Staffing_PC_Recommendation.doc Page 2 of 2 �'S EN HILLS CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Public Works Superintendent Department: Public Works Department Accountable to: Public Works Director Positions Supervised: Public Works Maintenance Workers Status: Full-Time, Exempt April 2010 SUMMARY Supervise and coordinate the maintenance staff to ensure operations, maintenance and repair of all Arden Hill's public infrastructure and equipment. Plan and manage the workload cycle to accomplish annual and long-term projects. Accountable for the accurate keeping of the City's infrastructure records. Represent the City on Public Works projects as assigned to ensure that they are completed in a manner consistent with policies, standards, and requirements. ESSENTIAL FUNCTIONS OF THE POSITION • Supervises the operation and maintenance activities of the Public Works Maintenance Staff. • Coordinates the maintenance and repair of pumps, motors, water storage facilities, distribution lines, valves, hydrants, water meters, sewage lift stations and sanitary sewer lines. • Coordinates the maintenance and repair of City streets, parks and forestry. • Responsible for maintaining a schedule of routine preventive maintenance of street department vehicles and equipment. • Coordinates snow plowing, sanding and snow removal operations. • Performs construction observation on all types of Public Works projects to ensure that construction is consistent with specifications, special provisions, and plans. On a limited basis within a specific project scope acts as liaison to contractor and the public to provide information and solve problems. Communicates with property owners about construction projects and keeps them informed of the status of the project; including project explanations, answering questions about schedule and the impact to property. Endures construction is completed in accordance with construction documents, to provide a good finished product at direction of the City Engineer. • Manages City infrastructure record drawings. Collects and records data and - information on the operations and maintenance activities, programs and equipment. - Takes necessary measurements and maintains complete records for accurate as- built drawings and records. Coordinates construction staking needs with survey crew. • Manages the City's erosion and sediment control ordinance and permitting process. Works with property owners, developers, and contractors on erosion and sediment control. Works with private utility companies on repair and replacement of utilities. • Assists in the preparation of annual operating and capital improvement budgets. Provides information to the Public Works Director to determine and plan purchases of equipment, materials, and supplies. • Performs other duties as apparent or assigned. SUPERVISORY RESPONSIBILITIES Directly supervises the Public Works Maintenance Employees. Carries out supervisory responsibilities in accordance with applicable Federal, State, and County laws as well as the City's policies and ordinances. Responsibilities include: training employees; planning, assigning, and directing work; assisting in evaluating performance; issuing reprimands; addressing complaints and resolving problems. Responsibilities also include the ability to recommend hiring; provide employee recognition; transfer; promote; discipline, suspend; demote and discharge of employees and the adjustment of grievances. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Work is performed at a high level of detail and pressure of deadlines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE • Minimum job requirements are a two year civil engineering technical school and 5-6 years of related experience with street repair; water/sewer line repair and maintenance; and building, grounds and vehicle maintenance: including a minimum of two (2) years supervisory experience; or an equivalent combination of education and experience. • Working knowledge of Microsoft Office. • Must communicate effectively, both verbally and in writing, and to work effectively with maintenance staff, coworkers, residents, developers, and other government agencies. - • Municipal Engineering experience is desirable. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, repair manuals, blue prints, plan sheets, and procedure manuals. Ability to prepare routine reports and correspondence. OTHER KNOWLEDGE, SKILLS AND ABILITIES • Ability to operate various types of equipment including tractor backhoe, dump trucks, snowplows, sanding equipment, pickup snowplows, sewer cleaning equipment and street sweepers. • Knowledge of building, equipment and vehicle maintenance and repair including procedures, methods, and tools. • Considerable knowledge of park, street, water main and sewer line maintenance including methods, tools, and practices. • Considerable ability to operate various types of light and heavy equipment. • Ability to perform heavy manual labor. • Knowledge of safety policies and procedures. • Knowledge of water main and sewer line maps. • General knowledge of computer operations. • Ability to understand and work with GIS and its applications to Public Works. CERTIFICATES, LICENSES, REGISTRATIONS • Valid Minnesota Class B Commercial Drivers License with Tanker Endorsement • Class S-D Waste Water License or ability to obtain within one (1) year of hire • Class D Water Operator License or ability to obtain within one (1) year of hire • Minnesota Department of Transportation certification for erosion control, grading & base, bituminous, and concrete or the ability to obtain within one (1) year • Valid Class A commercial Drivers License within one (1) year PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel objects, tools, or controls; and walk. The employee frequently is required to reach with hands and arms, and talk or hear. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds, and occasionally lift and/or move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in outside weather conditions and near moving mechanical parts. The employee is frequently exposed to fumes or airborne particles and extreme heat. The employee is occasionally exposed to wet, humid conditions; high, precarious places; toxic or caustic chemicals; risk of electrical shock, and vibration. The noise level in the work environment is usually loud.