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9.g Public Works Director recruitment Staff Report Date of Meeting: August 16, 2016 To: City Council From: Neil Soltis, Administrator Re: Public Works Director Recruitment Background: At the August 3, 2016 work session the Council authorized an offer of employment to Jeff Dionisopoulos at a starting rate of $60,798 / year and other benefits as prescribed by the Personnel policy with the exception of basing paid-time-off as a 5-year employee. Jeff has informed the City that he was also going through the recruitment process at another City and has accepted that position based on a better salary and benefits. Issue: Should the City reopen the recruitment process for the position? Do any modifications need to be made to the pay or benefit structure to make the position more attractive to candidates? Do any adjustments need to be made to the job description in advance of the recruitment effort? Proposal Details: Attached are excerpts from the League of Minnesota Cities salary survey for the Public Works Director position. Survey information is provided for cities in the central and metro areas of the state and statewide for cities between 3,000 and 5,000 in population. Also provided is an analysis of the cost to the City and to the employee for group hospitalization coverage. Based on the resolution adopted in 2015, the City pays for the full cost of single coverage and 80% of the cost for family coverage to non-bargaining unit employees along with a contribution to a health savings account. For bargaining unit employees the City pays 80 % of the cost of family coverage which includes vision and dental coverage. While comparisons vary based on circumstances, using a hypothetical example of a 40 year old employee with a spouse and 2 dependents, the cost to the non-bargaining unit employee for family coverage would be $3,061 a year versus $2,930 for a bargaining unit employee for more extensive coverage than is offered by the City’s policy. Group hospitalization is available through the union for non- bargaining unit members at a higher rate (roughly 10%); however, the coverage is at a fixed rate regardless of the number of people covered. The other element in the recruitment effort is the job description. During the most recent search, none of the applicants met all of the minimum qualification, particularly given the water and sewer licensing and the availability of classes that would enable a candidate who does not process the minimum qualification to obtain a license with the time period. The current qualifications greatly limit the pool of potential candidates. Consideration should be given to modifying the requirements in order to make the position more available to private sector supervisors with experience in civil improvements and a willingness to undertake the educational requirements to obtain the water and sewer certification. Options: 1. Reopen the recruitment process without modifications to the compensation and benefit package or job description 2. Discuss possible modifications to the wage and benefits for the position before beginning the recruitment process 3. Discuss possible modifications to the job description to expend the pool of candidates. Recommendation: Option 3 – While the wage scale is on the low side versus the comparable cities, the wage and benefit package should be discussed at the September work session. Note that a resolution approving the health care plan and establishing city contributions to employee health benefits will be on the agenda for the September City Council meeting. The biggest barrier to expending the pool of candidates is the nature of the job description which essentially limits the applicants to city or county employees in su pervisor or foremen positions. Page 1 of 3 Approved by City Council, April 21, 2015 City of Scandia, Minnesota POSITION DESCRIPTION TITLE: PUBLIC WORKS DIRECTOR STATUS: Full-time (40-hours/ week) regular position Normal working hours per personnel policy FLSA Exempt REPORTS TO: City Administrator City Council PRIMARY OBJECTIVES: Provide oversight and work direction for maintenance personnel and contractors to ensure that all city infrastructure (including roads, street lights, drainage systems, sewer and water) and facilities (including parks and public buildings) are operated and maintained in good condition. Draft and recommend policies and participate in long-range planning for all areas of responsibility. ESSENTIAL FUNCTIONS: 1. Coordinate, schedule and participate in activities of maintenance personnel. 2. Assign personnel for emergency repairs and activities. 3. Perform and/or oversee preventative and corrective maintenance services on all equipment, vehicles and facilities. 4. Oversee contractors performing maintenance activities and projects. 5. Keep records of all maintenance activities. 6. Coordinate maintenance and construction projects with the City Engineer and ensure that that all engineering standards and best practices are met. 7. Draft and recommend policies for all maintenance functions including but not limited to snow and ice control, pavement management, street signs and utility system operations. 8. Recommend and administer the budget for the Public Works Department. 9. Develop specifications and make recommendations for purchase of equipment and vehicles. Purchase all supplies and materials needed for effective operations. 10. Provide recommendations for the capital improvement plan concerning needs for infrastructure, city facilities and equipment purchases and replacements. 11. Maintain a high level of safety practices through coordination of safety programs and policies and regular inspections of facilities and equipment. 12. Ensure and document that employees receive appropriate training. Page 2 of 3 13. Coordinate activities with other city departments and other agencies and jurisdictions, such as the state and county highway departments and watershed districts. 14. Answer questions and complaints. Prioritize and respond in an appropriate manner to service requests. 15. Supervise public works staff in accordance with the city’s personnel policies. Maintain discipline and make recommendations concerning hiring and other personnel actions. 16. Prepare reports to the City Administrator and the City Council. 17. Perform other duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES: 1. General knowledge of road construction and maintenance practices. 2. General knowledge of building and grounds maintenance practices. 3. General knowledge of tools and equipment used to perform maintenance responsibilities. 4. Mechanical aptitude. 5. Knowledge of subsurface sewage treatment systems and small water systems. 6. Ability to perform, plan, prioritize and coordinate work responsibilities and effectively utilize time, equipment, materials and personnel. 7. Skill in handling customer complaints and general information requests through phone and/or personal contacts. 8. Basic skill level with personal computers and Microsoft Word and Excel spreadsheet software. 9. Ability to develop and maintain effective working relationships with a wide variety of City personnel and the general public. 10. Ability to occasionally attend meetings or respond to emergencies on weekday evenings and/or weekends. 11. Ability to deal discreetly with confidential information. 12. Ability to communicate effectively both orally and in writing. 13. Ability to do some lifting, bending, climbing, reaching, overhead pushing and pulling. EXAMPLES OF PERFORMANCE CRITERIA: 1. Infrastructure and facilities are maintained according to adopted policies. 2. Makes sound policy and budget recommendations. 3. Requirements of state laws, local ordinances and city policies are met. 4. Records are accurate, current and efficiently maintained with information readily available, and reported in a timely manner. 5. Preparation of required and requested materials and reports is timely, thorough, and complete. 6. Public contacts are courteous and businesslike and the information provided is accurate and timely. 7. Develops a positive relationship with residents, contractors and others. Page 3 of 3 8. Performs assigned tasks with minimum direct supervision. 9. Maintenance workers perform as a team to accomplish objectives. 10. Equipment and labor are utilized appropriately, effectively and safely. 11. Expenditures are within budgetary limits. 12. Keeps supervisor informed of all significant matters he/she must know to perform his/her responsibilities effectively. MINIMUM QUALIFICATIONS: 1. Graduation from high school or GED equivalent required. 2. Minimum of five years of progressively responsible experience in construction and maintenance methods, materials and equipment as employed in road, drainage, subsurface sewage treatment systems, and other public works projects. 3. Minimum of three years experience supervising employees. 4. Experience with building and grounds maintenance. 5. Experience in work safety standards and implementation of OSHA regulations. 6. Valid Minnesota Class E Water Supply system Operator certificate or ability to obtain that certificate within six months. 7. Valid Minnesota Class D Wastewater Operator license or ability to obtain one within one year. 8. Valid Minnesota Subsurface Sewage Treatment Provider certification or ability to obtain that certification within one year. 9. Valid Minnesota Class “A” driver’s license and good driving record. 10. Proficient in Microsoft Office Suite 11. Familiarity with SCADA systems and GIS software 12. Ability to respond from home to Public Works facility within 30 minutes DESIRED QUALIFICATIONS: 1. Bachelor’s Degree from an accredit college or university. 2. Certified Tree Inspector 3. American Public Works Certification SUPERVISION OF OTHERS: 1. Maintenance Worker, Full-Time (3) 2. Maintenance Worker(s), Seasonal (Winter/Summer) 3. Some direction may be provided to office support personnel.