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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 Page 1 of 3 06/10/10 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 Page 2 of 3 06/10/10 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) Page 3 of 3 06/10/10 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. � Page 1 of 2 Printed 6/10/2010 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 Page 2 of 2 Printed 6/10/2010 , , 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. Page 1 of 3 I Printed 6/10/2010�l�9�-0 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. Page 2 of 3 � Printed 6/10/2010g�8�-9 -�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. Page 3 of 3 ( Printed 6/10/2010����%,�-o