8.f)1) Public Works Staffing Meeting Date: 6/15/2010 ,
Agenda Item: �` � ` �
r
City Council Agenda Report
City of Scandia
14727 209th St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Receive a report on staffing the Public Works Department and take
the following actions:
• Acknowledge the resignation of Public Works Supervisor John
Morrison (effective June 2, 2010)
• Approve pay range far the full-time Maintenance Worker position.
• Authorize advertising for applications for the position of Full-
Time Maintenance Worker
• Incorporate the supervision of public works functions into a new
position description of Building Official/Maintenance Supervisor
• Approve new rates for pay for the Full-Time Maintenance Worker
(Mike Egelkraut) and Building Official/Maintenance Supervisor
(Steve Thorp)
Deadline/Timeline: If approved by the Council, hiring for the Maintenance Worker
position would proceed on the following timeline:
• Advertise position in local papers—June 24, 2010
• Deadline for applications—July 23, 2010
• Interviews—first week of August
• Council approval of new hire—August 17, 2010
Background: • John Morrison has left the city's employment for medical reasons.
He was one of only two full-time maintenance staff inembers.
• The Human Resources Committee(Council members Peterson,
Crum and Administratar Hurlburt) has discussed the supervisory
aspects of Mr. Morrison's former position. With only two staff
members,there does not appear to be enough time for one of them
to adequately perform supervisory duties. Building Official Steve
Thorp has already been taking responsibility for building
maintenance, safety, and oversight of sewer and water systems, as
well as giving work direction to both winter and summer seasonal
staff. Rather than advertising for a new employee to assume
supervisory duties, the Committee recommends that the Building
Official's position description be revised to incorporate the
supervision of city maintenance functions. A draft position
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description (redlined and clean versions both attached)has been
prepared for the Council's approval.
• Should building and development increase, it is likely that the
combination of those duties with supervision of the maintenance
functions would be too much for one person. We will need to
monitor the work load and re-evaluate as necessary.
• The Committee also recommends that the city move as quickly as
possible to fill a Full-Time Maintenance Worker position. The
position description is attached. One change is recommended: the
addition of"ability to respond from home to Public Works facility
within 30 minutes." This is needed to ensure that the employee
can respond to emergencies in a reasonable time.
• Before advertising the position, a pay range should be set that
reflects the market and allows for placement of the new position,
as well as the other Full-Time Maintenance Worker, at appropriate
steps based on their experience and years of service.
• The following recommended pay range and steps are based on
2009 survey data from the League of Minnesota Cities (Metro
areas cities, single-classification maintenance worker position.)
Progression through the steps would be based on a combination of
years of service and acceptable performance.
Minimum
Step Hourlv Pav Years to Step
1 $19.22 Start
2 $20.48 1
3 $21.74 3
4 $23.01 5
5 $24.28 8
• Maintenance Worker Mike Egelkraut has been with the City of
Scandia for three years. He will be assuming a larger work load
now, and will be expected to act as a"lead worker" from time to
time and help train and direct the activities of the new hire when
the vacancy is filled. His current rate of pay is $19.41 per hour. I
recommend that he receive an increase of pay to step 3 ($21.74 per
hour.)
• Building Official Steve Thorp would be assuming significant
additional responsibilities under the new position description. His
current salary is $67,791.51 per year. The League survey does not
include any jobs that combine the duties in the new position.
However, the current salary is significantly less than the 2009
average of$71,033 per year for Building Officials in small Metro-
area cities (< 10,000 population.) I recommend that his salary be
increased to at least $70,000 per year(the equivalent of about
$1.06 per hour) in recognition of the additional duties.
• The recommended pay changes are within the overall salary
budget for 2010, considering that a new Maintenance Worker will
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earn significantly less than the $26.14 per hour rate of the former
Maintenance Supervisor.
Recommendation: I recommend that the Council take the following actions:
1. Acknowledge the resignation of Public Works Supervisor John
Morrison (effective June 2, 2010.)
2. Approve the pay range and steps for the Full-Time Maintenance
Worker position, as recommended above.
3. Approve revised position description for Full-Time Maintenance
W orker
4. Authorize advertising for applications for the position of
Maintenance Worker.
5. Approve the new position description of Building Official/
Maintenance Supervisor.
6. Approve new rates of pay for the Full-Time Maintenance Worker
(Mike Egelkraut, $21.74 per hour) and the Building Official/
Maintenance Supervisor(Steve Thorp, $70,000 per year), effective
June 16, 2010.
Attachments/ • Position Description, Building Official/Maintenance Supervisor
Materials provided: (redlined and clean copies)
• Position Description, Maintenance Worker, Full-Time
• Draft Job Posting, Maintenance Worker
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(public works staffing)
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I Approved by City Council, March 20, 2007
Draft for City Council Review June 15, 2010
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: MAINTENANCE WORKER, FULL-TIME
STATUS: Full-time (40 hours/week), regular position
Normal working hours, per personnel policy
Subject to emergency call-out or off-hour work assignments
FLSA Non-Exempt
� REPORTS TO: Maintenance Supervisor
City Administrator
City Council
PRIMARY OBJECTIVE: Maintain roads in safe driving condition in all seasons of the
year. Under direction of and in coordination with Maintenance Supervisor, ensure that
all city facilities including parks, buildings and drainage systems are safe and
maintained in good condition.
ESSENTIAL FUNCTIONS:
1. Maintain gravel roads including grading and blading, reshaping shoulders and
hauling gravel, fill sand or other materials as necessary.
2. Maintain paved roadways including hauling materials and patching. Protect work
sites and direct traffic as necessary.
3. Plow snow and sand and de-ice roads.
4. Maintain Community Center building interior and exterior, including kitchen
equipment, minor plumbing and electrical repairs, painting, decorating and trash
removal.
5. Clear, trim and mow road rights-of-way.
6. Establish and maintain road signage as per manual of Uniform Traffic Control
Devices.
7. Install, maintain and remove street light decorations.
8. Work with utility companies to mark underground city utilities.
9. Perform mechanical maintenance of equipment including trucks, mower and lawn
and landscaping equipment.
10.Maintain the public works facilities
11.Determine and perform preventative maintenance and safety checks on all
equipment.
12.Attend safety meetings and other training as required.
13.Perform other duties as assigned.
�
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KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of and skill in operation of heavy diesel and gas-powered
construction equipment.
2. Knowledge of road construction and maintenance practices.
3. Ability to make minor repairs and adjustments to equipment.
4. Building maintenance skills.
5. Mechanical aptitude.
6. Ability to do some lifting, bending, climbing, reaching, overhead pushing and
pulling.
7. Agility to perform job responsibilities in climatic extremes
8. Ability to work overtime or be on call as necessary and assigned.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Roads are maintained according to adopted policies.
2. Maintenance workers perform as a team to accomplish objectives.
3. Facilities and equipment are maintained in a neat, clean and orderly manner at
all times.
4. Equipment and labor are utilized appropriately, effectively and safely.
5. Communicates with elected officials, staff and citizens in a polite and courteous
manner.
6. Keeps supervisor informed of all significant matters he/she must know to perform
his/her responsibilities effectively.
MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent education.
2. Experience in road construction and maintenance work involving the operation of
a variety of road construction equipment.
3. Valid class "A" driver's license and good driving record.
�4. Ability to respond from home to Public Works facilitv within
30 minutes.
SUPERVISION OF OTHERS: None
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, ,
Draft for City Council review June 15, 2010
City of Scandia, Minnesota
POSITION DESCRIPTION
I TITLE: BUILDING Alal�-�9�� �"'�^Q��:"��TOFFICIAL/
MAINTENANCE SUPERVISOR
STATUS: Full-time (40-hours/week) regular position
Normal working hours per personnel policy
FLSA Exempt
REPORTS TO: City Administrator
City Council
� PRIMARY OBJECTIVES: Administer and enforce codes and regulations relating to
building construction, remodeling, zoning, subdivision, land development and property
maintenance. Provide oversiqht and work direction for maintenance personnel and
contractors to ensure that all city infrastructure (includinq roads, drainaqe systems,
sewer and water) and facilities (includinq parks and public buildinqs) are operated and
maintained in qood condition.
ESSENTIAL FUNCTIONS:
1. Serve as the Building Official as defined by the Minnesota state building codes,
including but not limited to reviewing and approving building construction plans,
Issuing permits, conducting inspections, issuing correction and stop work orders,
issuing certificates of occupancy, maintaining records, and recommending fee
schedules.
2. Serve as the primary contact for the public regarding the Building Code and local
codes and ordinances, including providing advice to applicants on approval
processes and permitting requirements, and receiving and reviewing application
materials.
3. Explain, interpret and provide guidance on all applicable codes to architects,
engineers, contractors, developers, residents and others as necessary.
4. Coordinate application review and permit issuance with other governmental
agencies (state, county, watersheds, and adjacent municipalities), city staff and
consultants.
5. Provide technical advice and recommendations to staff, advisory bodies and the
City Council as requested.
6. Monitor construction sites and developments for compliance with erosion control
measures, tree preservation, conservation easements, architectural controls and
other performance standards, as applicable.
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7. Monitor conditions of approval, development agreements and financial
guarantees for all zoning permits, subdivisions and mining permits.
8. Receive, investigate and document complaints regarding property maintenance,
construction and other land-use activities.
9. Coordinate enforcement actions with city staff(administrator, attorney, engineer,
police department) and other agencies. Testify in criminal and civil matters as
needed.
10.Prepare reports regarding permitting, inspection and enforcement functions.
11 .Develop and maintain application forms, checklists and other materials to inform
the public about code requirements and procedures.
12.Coordinate and schedule activities of maintenance personnel and contractors.
13.Provide information on maintenance and equipment needs for annual budqet and
capital improvement plans.
14.Coordinate safetv meetinqs and traininq, and oversee inspections of facilities and
equipment.
�15. Provide feedback and participate in performance reviews of public works
staff.
�-z?16. PerForm other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Thorough knowledge of building, plumbing, accessibility, mechanical and general
construction codes.
2. Knowledge of applicable federal, state and local laws.
3. Considerable knowledge of building design, construction and contracting
practices, including carpentry, concrete and cement and plumbing; knowledge of
zoning and subdivision regulations, inspection methods and enforcement.
4. Ability to develop and maintain an accurate understanding of the City's
Comprehensive Plan, Zoning Ordinances, Subdivision Regulations and other city
codes.
5. Skill in evaluating the quality and value of construction and remodeling projects.
6. Mathematical skills as applied to building construction principles.
7. Skill in handling customer complaints and general information requests regarding
codes through phone and/or personal contacts.
8. Basic skill level with personal computers and Microsoft Word and Excel
spreadsheet software. Ability to learn and use other software as required.
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 perform inspection activities or respond
to emergencies on weekday evenings and/or weekends.
11.General knowledqe of road construction and maintenance practices.
�&12. Knowled�e of subsurface sewaqe treatment systems and
small water svstems.
��-13. ______� _Ability to deal discreetly with confidential information.
-��14. ,_Ability to Ip an, prioritize and coordinate work responsibilities
and effectively utilize time, equipment, materials and personnel.
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-�15. Ability to communicate effectively both orally and in writing.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Ensures that all permits issued meet requirements of state and local codes and
ordinances.
2. Permits are issued and inspections are performed in a timely manner.
3. Requirements of state laws and local ordinances and 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.
8. PerForms assigned tasks with minimum direct supervision.
9. Infrastructure and facilities are maintained accordinq to adopted policies.
10.Maintenance workers perform as a team to accomplish obiectives
11.Equipment and labor are utilized appropriately, effectively and safely.
�-12. Keeps supervisor informed of all significant matters he/she
must know to perform his/her responsibilities effectively.
� �.-13. _Expenditures are within budgetary limits.
MINIMUM QUALIFICATIONS:
1. Completion of formal recognized course work in building inspection technology
and administration or equivalent.
2. Certification as a Building Official by State of Minnesota is required.
3. Certification as Building Inspector and Plans Examiner by I.C.C. or equivalent
credentials is desirable.
4. Must be capable of safely performing physical actions necessary to conduct
inspections at, above or below ground level of construction sites.
5. Four years of responsible experience in construction inspection, preferably in a
municipal government setting, or equivalent education and training.
6. Supervisor or lead worker experience is desirable.
7. Valid Minnesota Class E Water Supply svstem Operator certificate is required.
�8. Valid Minnesota Subsurface Sewaqe Treatment System
Inspector certification is desirable.
�.-9. Valid Minnesota Class "D" driver's license.
SUPERVISION OF OTHERS:
1. Maintenance Worker, Full-Time (2)
2. Maintenance Worker(s), Seasonal
-a-3. _Some direction may be provided to office support personnel.
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