HomeMy WebLinkAbout2.e Hiring of Public Works SupervisorsCITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
City Council Work Session Date January 12, 2005
AGENDA ITEM: HIRING OF PUBLIC WORKS
SUPERVISORS
AGENDA SECTION:
DISCUSSION
PREPARED BY: JAMIE VERBRUGGE, CITY
ADMINISTRATOR
AGE is
ATTACHMENTS: 2005 Proposed Staffing presentation
from August 2004), Job Descriptions
APPROVED BY:
RECOMMENDED ACTION: Give staff further direction on budget preparation
ISSUE
Hiring of two new public works supervisors.
BACKGROUND
The 2005 budget includes the addition of two public works supervisors This issue was
discussed on several occasions through the course of the budget development process It is
before the Council again for two reasons First, the recently amended hiring policies require
the Administrator to request authorization to recruit for newly created positions Second, staff
indicated that we would bring it back for discussion to familiarize the two new Council
Members with the issue Much of the following memorandum is the same as that previously
presented to Council in 2004
As discussed previously, the current Public Works structure has all 18 employees (15
maintenance workers, 2 mechanics, and 1 custodian) reporting directly to the Public Works
Superintendent Reducing the number of direct reports and increasing the amount of direct
supervision in the field is a key consideration to reorganizing the department There are also
work duties, both regular and non recurring, that take line employees from the field The
addition of the supervisors should eliminate the need for maintenance workers to handle
those situations, as well as having the benefit of putting the equivalent of a' /2 FTE
maintenance worker, now performing administrative utility work, back in the field The
supervisors are planned to be working supervisors and it is anticipated that they will be in the
field up to 50% of the time
Another consideration for creating the positions is that the Public Works Department will have
the capacity to implement a number of program goals that currently are not being performed
or that are currently not receiving the amount of time necessary to fully implement The
Operations Superintendent (currently the Public Works Superintendent) will shift his focus
from day -to -day supervision of maintenance tasks to long -range planning and evaluating
seance efficiencies
Hiring of Public Works Supervisors
Page 2 of 2
One new supervisor would be fully funded through the Streets and Parks general fund
budgets The second supervisor would be funded at 20% from the general fund, with the
remainder of compensation being allocated to the various utility funds In other words, the
two supervisors have a budgetary effect of 1 2 full -time equivalents (FTE) on the general fund
operating budget
This item is for Council discussion If there is additional information that we can provide in
advance of the meeting, please contact me
SUMMARY
Staff is ready to recruit the new supervisor positions at such time as Council gives direction to
proceed
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City of Prior Lake
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Bloomfield Park Hockey Rink
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Public Works Maintenance
Activity Goals
Resident /customer contact tracking program
Asset management program
Pond inspection maintenance plan
Conformance with NPDES Phase II reg's
Street sign inventory replacement plan
Gate valve maintenance replacement plan
Improved equipment replacement program
Capital infrastructure replacement planning
Park facility maintenance replacement program
Wellhead Protection Plan Administration
Ability for enhanced work scheduling administration
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CITY OF ROSEMOUNT JOB DESCRIPTION
SEPTEMBER 2004
POSITION TITLE Public Works Supervisor (Streets and Parks)
DEPARTMENT Public Works
ACCOUNTABLE TO Operations Superintendent
SUMMARY OF POSITION
To provide overall supervision, direction, coordination, planning and support to Public
Works operations, which includes functions in the areas of streets and parks
Responsible for the supervision, planning, management of facilities, personnel and
operations of the Streets and Parks Divisions to ensure maximum efficiency, economy
and effectiveness in providing optimum service levels in a growing community
Assists the Operations Superintendent with budgets, council issues, purchasing,
managing contracts and ensuring the public receives effective and efficient
maintenance services consistent with vision of Public Works Department and City
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Directs and oversees the day -to -day activities of the Streets and Parks Divisions
Responsible for division program delivery and management of division assets
Establishes work priorities for the Division
Evaluates and recommends purchases of mayor items for the Street and Parks
Divisions, including reviewing specifications for mayor equipment
Monitors and inspects work sites to ensure that contractual obligations are
fulfilled
Operates small engine equipment along with light and heavy equipment in the
maintenance of city streets, curbs, parks and infrastructure as required
Manages annual trail rehabilitation project as well as maintenance of mayor trail
system
Remains aware of legislation of public agency programs relating to licensing,
building codes and chemicals, as it relates to park buildings and grounds
Responsible for snowplowing call out and checking road conditions
Takes prompt action during emergencies, on 24 hour call in case of
emergencies
2 Supervision of Staff
Responsible for the overall direction, coordination, and evaluation of these
divisions
Carries out supervisory responsibilities in accordance with the City's policies and
applicable laws
Recruits, interviews, trains, plans, assigns, and directs work
Evaluates performance, recommends discipline, suspension, transfers
Addresses complaints and resolves problems of employees
Develops and coordinates training and safety programs for personnel Maintains
a high level of safety practices through frequent inspection of equipment and
working conditions in the field Coordinates safety meetings and record actions
to be taken and /or policy practices including annual "Right to Know" seminar
Coordinates employee development for staff Conducts performance evaluations
of staff Assists Superintendent with personnel issues
Assists with the preparation of the annual budget for the Streets and Parks
Divisions for submission to Operations Superintendent Monitors compliance
with approved budget, tracks expenses and deviations from the budget.
4 Assists the Parks and Recreation Department in technical planning, development
and inspections of new park developments
5 Evaluates streets and park maintenance procedures and implements new ideas
and techniques to improve efficiency and productivity
6 Explains departmental policies to the public, answers questions, reviews
complaints and requests from City residents and facilitates resolution of
problems
7 Communicates effectively with other Public Works Divisions and City
Departments and coordinates various activities and projects
8. Assists in the development of goals and long range plans, and follows through to
ensure completion.
9 Assists in the development and update of policies and procedures to meet work
needs and requirements
10 Keeps the Operations Superintendent informed and makes recommendations on
critical issues
11 Performs other duties and assumes other responsibilities as apparent or
assigned
MINIMUM QUALIFICATIONS
1 High School Diploma or GED
2. Five years progressive experience in field related to Public Works.
3 Two years supervisory experience
4 Previous experience with budgeting and handling capital equipment requests and
purchasing
5. Proficiency in computer hardware and software programs including SCADA
Systems, windows, word processing and spreadsheet applications
6 Knowledge and experience with OSHA requirements /mandates, Employee Right
to Know and CDL requirements
7 Ability to communicate clearly and effectively, both orally and in writing
8 Ability to establish and maintain a positive and effective working relationship with
the Public Works department as well as other City departments, City staff, City
Council, commissions, other governmental agency personnel, contractors,
businesses and the general public
9. Valid MN Class B drivers license
DESIRED QUALITIFICATIONS
1 Two years experience in streets or parks management
2 Supervisory experience in union setting handling grievances and union issues.
3 Experience with performance evaluations
NECESSARY KNOWLEDGE SKILLS AND ABILITIES
1 Knowledge of municipal fleet maintenance
5 Knowledge of equipment, facilities, materials, methods and procedures used in
public water supply and distribution systems, sewer collection systems, storm
drainage systems and
6. Knowledge of municipal budgeting practices and principles
7 Knowledge of physical structures to include heating, cooling and plumbing
systems
8 Ability to work independently, to establish priorities, schedule projects and
employees
9. Ability to organize and supervise the activities of various crews performing
construction and maintenance work
10 Ability to communicate effectively, verbally and in writing
11 Ability to establish and maintain effective working relationships with employees,
other departments and the public
12 Familiarity with basic computer software
TOOLS AND EQUIPMENT
Knowledge of operation and use of city vehicles and maintenance equipment, personal
computer, phone, copy machine, fax machine, radio
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 the position The
employee is frequently required to walk, sit, talk and hear The employee is
occasionally required to use hands to finger, hand, feel or operate objects, and reach
out with hands and arms The employee is occasionally required to climb or balance,
stoop, kneel or crouch The employee can occasionally be required to stand for
extended periods of time The employee must occasionally lift and /or move up to 100
pounds Specific vision abilities required by this fob include vision, distance 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 lob While
performing the duties of this fob, the employee frequently works in outside weather
conditions The employee occasionally works near moving mechanical parts, in high,
precarious places, and is occasionally exposed to wet and /or humid conditions, fumes
or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat and
vibration The noise level in the work environment is usually moderate
The duties listed above are intended only as illustrations of the various types of work
performed, and are not all inclusive This fob description does not constitute an
employment agreement between the employer and the employee, and is subject to
change by the employer as the needs of the employer and requirements of the fob may
change
STATUS
Exempt
Reviewed by
Dawn Weitzel, Assistant City Administrator Jamie Verbrugge, City Administrator
CITY OF ROSEMOUNT JOB DESCRIPTION
SEPTEMBER 2004
POSITION TITLE: Public Works Supervisor (Utilities, Buildings and Fleet
Maintenance)
DEPARTMENT Public Works
ACCOUNTABLE TO. Operations Superintendent
SUMMARY OF POSITION
To provide overall supervision, direction, coordination, planning and support to Public
Works operations, which includes functions in the areas of utilities, buildings and fleet
maintenance Supervises Operation's staff and oversees activities and staff
development Responsible for division program delivery and management of division
assets Assists the Operations Superintendent with budgets, council issues,
purchasing, managing contracts and ensuring the public receives effective and efficient
maintenance services consistent with vision of Pubic Works Department and City
ESSENTIAL DUTIES AND RESPONSIBILITIES
Directs and oversees the day -to -day activities of the Utilities, Buildings, and Fleet
Maintenance Divisions
Preserves the physical integrity of the City's water and sewer systems through
active participation, supervision, and leadership in the Utilities Division
Ensures the public receives effective and efficient utilities services consistent
with the vision of the Public Works Department and the City
Coordinates and directs the maintenance and operation of the water and sewer
systems and the Water Treatment facilities
Establishes work priorities for the Division
Responsible for snowplowing call out and checking road conditions
Takes prompt action during emergencies, on 24 hour call in case of
emergencies
2 Responsible for managing and implementing the remedial action program
Monitors wells and schedules sampling
Prepares required documentation
Reviews and recommends plans concerning contemplated modification or
expansion of the water, sewer, and treatment systems
Responsible for ground water treatment facilities including treatment plants and
ground water pumping stations
3. Communicates effectively with other Public Works Divisions and City
Departments and coordinates various activities and projects
4 Assists in the development of goals and long range plans, and follows through to
ensure completion
5 Assists in the development and update of policies and procedures to meet work
needs and requirements
6 Supervises employees in the Utilities, Buildings, and Fleet Maintenance Divisions
directly
Responsible for the overall direction, coordination, and evaluation of these
divisions
Carries out supervisory responsibilities in accordance with the City's policies and
applicable laws
Recruits, interviews, trains, plans, assigns, and directs work
Evaluates performance, recommends discipline, suspension, transfers
Addresses complaints and resolves problems of employees
Develops and coordinates training and safety programs for personnel Maintains
a high level of safety practices through frequent inspection of equipment and
working conditions in the field Coordinates safety meetings and record actions
to be taken and /or policy practices including annual "Right to Know" seminar
Coordinates employee development for staff Conducts performance evaluations
of staff Assists Superintendent with personnel issues
7 Prepares and monitors the applicable divisional budgets within the Operations
Division and presents them to the Operations Superintendent
8. Coordinates the procurement of division materials, equipment, and services
9 Responsible for the planning, design and construction management of various
utility projects as directed
10 Responds to public and contractor inquiries and investigates complaints
11 Keeps the Operations Superintendent informed and makes recommendations on
critical issues
12. Performs other duties and assumes other responsibilities as apparent or
assigned
MINIMUM QUALIFICATIONS
1 High School Diploma or GED
2 Five years progressive experience in field related to Public Works
3 Two years supervisory experience
4 Valid Class C Water Treatment Certification, Class C Sewer Collection Systems
Certification or ability to obtain within 6 months of employment
5. Previous experience with budgeting and handling capital equipment requests and
purchasing
6 Proficiency in computer hardware and software programs including SCADA
Systems, windows, word processing and spreadsheet applications.
7 Knowledge and experience with OSHA requirements /mandates, Employee Right
to Know and CDL requirements
8 Ability to communicate clearly and effectively, both orally and in writing
I
9 Ability to establish and maintain a positive and effective working relationship with
the Public Works department as well as other City departments, City staff, City
Council, commissions, other governmental agency personnel, contractors,
businesses and the general public
10. Valid MN Class B drivers license
DESIRED QUALITIFICATIONS
1 Two years experience in utility, fleet maintenance or buildings maintenance
management
2 Supervisory experience in union setting handling grievances and union issues
3. Experience with performance evaluations
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1 Knowledge of municipal fleet maintenance
5 Knowledge of equipment, facilities, materials, methods and procedures used in
public water supply and distribution systems, sewer collection systems, storm
drainage systems and
6 Knowledge of municipal budgeting practices and principles
7. Knowledge of physical structures to include heating, cooling and plumbing
systems
8. Ability to work independently, to establish priorities, schedule projects and
employees
9 Ability to organize and supervise the activities of various crews performing
construction and maintenance work
10 Ability to communicate effectively, verbally and in writing
11 Ability to establish and maintain effective working relationships with employees,
other departments and the public
12 Familiarity with basic computer software
TOOLS AND EQUIPMENT
Knowledge of operation and use of city vehicles and maintenance equipment, personal
computer, phone, copy machine, fax machine, radio
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 the position The
employee is frequently required to.walk, sit, talk and hear The employee is
occasionally required to use hands to finger, hand, feel or operate objects, and reach
out with hands and arms The employee is occasionally required to climb or balance,
stoop, kneel or crouch The employee can occasionally be required to stand for
extended periods of time The employee must occasionally lift and /or move up to 100
pounds Specific vision abilities required by this lob include vision, distance 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 fob While
performing the duties of this job, the employee frequently works in outside weather
conditions The employee occasionally works near moving mechanical parts, in high,
precarious places, and is occasionally exposed to wet and /or humid conditions, fumes
or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat and
vibration The noise level in the work environment is usually moderate
The duties listed above are intended only as illustrations of the various types of work
performed, and are not all inclusive This fob description does not constitute an
employment agreement between the employer and the employee, and is subject to
change by the employer as the needs of the employer and requirements of the fob may
change
STATUS
Exempt
Reviewed by
Dawn Weitzel, Assistant City Administrator
Jamie Verbrugge, City Administrator
CITY OF ROSEMOUNT
POSITION TITLE
DEPARTMENT
ACCOUNTABLE TO
Operations Superintendent
Public Works
City Administrator
JOB DESCRIPTION
SEPTEMBER 2004
SUMMARY OF POSITION
Provides overall supervision, direction, coordination, planning and support to Public
Works operations, which includes functions in the area of streets, trails, city water and
sanitary sewer systems, storm sewer systems, parks, buildings, vehicles and
maintenance equipment Supervises the Operations Division staff and oversees
activities and staff development Responsible for division program delivery and
management of division assets Assists the City Administrator with budgets, council
issues, purchasing, managing contracts and ensuring the public receives effective and
efficient maintenance services consistent with vision of the Public Works Department
and City
ESSENTIAL DUTIES AND RESPONSIBILITIES
Program Direction and Coordination
Studies organization and operations and effects changes which will enhance the
effectiveness of the division
Ensures that all applicable laws, policies, and rules of applicable local, state and
federal governments are adhered to in the delivery of division activities
Oversees the Public Works maintenance activities to meet the needs of the
department
Develops the department's goals and long range plans
Works closely with all Public Works maintenance divisions combining efforts and
consolidating work
Assigns staff across the department as needed for efficient and effective
operations
Coordinates activities and resources with other City departments such as Parks
and Recreation
Establishes operating policy
Performs 24 -hour call in case of emergencies
2 Supervision and Staff Development
Responsible for supervision of all staff in the Operations Division
Encourages and coordinates employee development for staff
Develops and coordinates training programs for staff, encourages cross training
opportunities for employees, coordinates safety meetings and enforces all safety
rules and regulations to ensure compliance with OSHA standards
Performs annual performance evaluations of division staff with input and
involvement from supervisors
Administers union contract and personnel policies within the Operations Divisions
Conducts regular staff meetings
Hires seasonal and regular staff.
Directs and assists supervisors in personnel issues
Provides support to Supervisors and staff as needed
Assets, Projects and Development
Oversees all division assets, project, development, maintenance and
improvement activities
Evaluates and defines needed improvements, develops plans and specifications
as required
Prepares appropriate reports, correspondence, spreadsheets and analysis for
Operations Division
Develops and updates policies and procedures to meet work needs and
requirements
Meets with Council, neighborhood groups, and commissions to review and
present reports, policies, programs and division matters
Oversees construction and subcontractors on projects as needed
4. Budget and Contracts
Coordinates and oversees department Capital Improvement Projects (CIP)
Keeps the City Administrator informed of budget and CIP status for Operations
Division
Oversees contract administration for Operations Division including preparation of
contracts /bids, preparation of bid specification through advertisement and
contract award
Monitors contract compliance
Oversees budgets including preparation for Operations' division including
functional areas of Streets, Equipment, Parks, Government Buildings, Water,
Sewer, and Storm Sewer
Coordinates and processes requisitions for needed materials and equipment and
obtains bids and estimates on work to be contracted
Secures needed approvals and funding
Ensures division expenditures are within budget limits
5 General
Responds to public inquiries and complaints concerning Operations Division
Coordinates proper use of both internal and external resources to ensure delivery
of efficient services in a cost effective manner
Keeps the City Administrator informed and makes recommendations on critical
issues
Maintains all credentials necessary to meet the requirements of the various
governmental agencies involved
Works with computers on various systems, programs and reports
Attends various meetings, makes presentations and distributes information to
groups or individuals as needed or assigned
Performs other duties as assigned
MINIMUM QUALIFICATIONS
1 High School Diploma or GED
2 Five years experience in street, highway or utility department.
3. Two years supervisory experience
4 Vocational training in the area of heavy equipment operation, infrastructure
management or construction.
DESIRED 0UALITIFICATIONS
1 Two years experience in street, highway or utility department management
2 Supervisory experience in union setting handling grievances and union issues.
3 Experience with performance evaluations
4 Thorough knowledge of municipal budgeting and the operation of local
government administration
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1 Ability to effectively manage staff
2 Ability to manage and resolve conflicts
3 Ability to manage multiple divisions in an efficient, effective and cooperative
manner
4 Previous experience with budgeting and handling capital requests and
purchasing
5 Experience in writing reports, RFP's, managing contracts and reviewing
proposals
6. Ability to develop and maintain positive and effective working relationships with
Public Works and Parks and Recreation Departments as well as other City
departments, commissions, Council, businesses and the public
7 Ability to communicate clearly, both orally and in writing
8. Experience with OSHA requirements /mandates, Employee Right to Know and
CDL requirements
9. Ability to physically move about properties, facilities and construction areas to
carry out duties of position.
10 Ability to perform function and use or understand use of maintenance equipment
used by division.
11 Valid MN Class B drivers license
12 Computer experience and a working knowledge of MS Word, Excel, PowerPoint
and Outlook.
TOOLS AND EQUIPMENT
Knowledge of operation and use of city vehicles and maintenance equipment, personal
computer, phone, copy machine, fax machine, radio
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 the position The
employee is frequently required to walk, sit, talk and hear The employee is
occasionally required to use hands to finger, hand, feel or operate objects, and reach
out with hands and arms, The employee is occasionally required to climb or balance,
stoop, kneel or crouch The employee can occasionally be required to stand for
extended periods of time The employee must occasionally lift and /or move up to 100
pounds Specific vision abilities required by this fob include vision, distance 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 fob While
performing the duties of this fob, the employee frequently works in outside weather
conditions The employee occasionally works near moving mechanical parts, in high,
precarious places, and is occasionally exposed to wet and /or humid conditions, fumes
or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat and
vibration The noise level in the work environment is usually moderate
The duties listed above are intended only as illustrations of the various types of work
performed, and are not all inclusive This fob description does not constitute an
employment agreement between the employer and the employee, and is subject to
change by the employer as the needs of the employer and requirements of the job may
change
STATUS
Exempt
Reviewed by
Dawn Weitzel, Assistant City Administrator Jamie Verbrugge, City Administrator