Public Works Department Staffing Change RequestCity of Dubuque
City Council Meeting
Consent Items # 017.
Copyrighted
September 6, 2022
ITEM TITLE: Public Works Department Staffing Change Request
SUMMARY: City Manager recommending City Council approval of a full-time Public
Works Administrative Assistant (GE-25) which would increase the Public
Works personnel complement by 1.00 full-time equivalent.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description
Public Works Department Staffing Change Request-
MVM Memo
Public Works Department Staffing Change Request
Phone Logs
Type
City Manager Memo
Staff Memo
Supporting Documentation
THE CITY
DUOF
B TEE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Public Works Department Staffing Change Request
DATE: September 1, 2022
Dubuque
All -America City
IN
2007.2012.2013
2017*2019
Public Works Department Director John Klostermann is recommending City Council
approval of a full-time Public Works Administrative Assistant (GE-25) which would
increase the Public Works personnel complement by 1.00 full-time equivalent.
The addition of a full-time Public Works Administrative Assistant at GE-25 is estimated
to cost $44,177 in Fiscal Year 2023. The cost would be partially funded by Fiscal Year
2023 vacancy savings of $35,924 and Fiscal Year 2023 cart savings of $10,000. There
is no General Fund impact by adding this position.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
k�4
Mic ael C. Van Milligen
MCVM:sv
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
John Klostermann, Public Works Director
THE CITY OF
DuB FE
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: John Klostermann, Public Works Director JK
SUBJECT: Public Works Department Staffing Change Request
DATE: August 12, 2022
Dubuque
AII•Ampla Cif
2007-2012.2013
2017*2019
INTRODUCTION
The purpose of this memorandum is to request approval to add a full-time (+1.00 FTE) Administrative
Assistant (GE-25).
DISCUSSION
The Public Works Department has been struggling with workload capacity for quite some time. And,
while going through a self -assessment as a prerequisite to APWA accreditation have noticed areas that
need extra attention and restructuring. One of these includes the front desk staffing levels. Due to
changing software, we don't have historical phone data, but we do have historical Large -Item -Pick -Up
(LIPU) and workorder (WebQA) data which is a direct reflection of phone calls received by the front
desk staff. Work orders directly related to Fund 670, make up 86% in Calendar Year 2022. And,
attached are current phone logs.
18000
16000
14000
12000
10000
8000
6000
4399
4000
2000
0
2016
Work Orders by Fund
7444
6451 7068
6342
5799
5874
2017 2018 2019 2020
3337
2021 2022
Fund
■ Projection
■ 670- COBG LIPU
670-Solid Waste
■ 670 - LIPU
■ 6201720 - Sewer
■ 250 - Street Maint
■ 250 - Street Cleaning
■ 250 - Snow & Ice
250 - Signs
■ 250 - Lights & Signals
■ 100 - General
■ 100 - Ad min
While there has been a clear increase in workload, it is important to note Public Works has been able to
increase our FTEs slowly over time. Prior to FY2019, we had 1.67 FTEs allocated to answer phones,
follow up on violations (not reflected), and manage all work orders. During FY2020, we were able to go
from 1.67 to 2.00 FTEs. For FY2023, we were approved for an additional 0.67 FTE. Unfortunately, we
see is it is still not enough capacity. Our request to add an additional FTE to the front desk, will allow us
to reallocate the part-time position to assist in other areas. With new compliance requirements through
the Enterprise Resource Planning system implementation, we need to shift the previously approved
0.67 FTE to assist with payment processing, since our department processes payments against 25% of
city-wide purchase orders each year.
This net cost of the staffing change request is as follows:
Requested Fiscal Year 2023 Change $ Change FTE Chg.
Addition of Full -Time Administrative Assistant GE-25 (-8 months) +$44,177 +1.00
FY2023 Vacancy Savings ($35, 924)
FY2023 Recurring Cart Cost Savings ($10,000)
Net Change ($1,747) +1.00
During the Fiscal Year 2022 budget process, council approved a recurring budget of $70,000 for refuse
tipper carts. With the implementation of city-wide tipper carts utilizing DRA funds approved in Fiscal
Year 2023, Public Works would be able to decrease annual cart costs with a savings of $10,000.
Vacancy Savings:
Fund
Sewer
Job Title
Foreperson
Budgeted
-•
GD-11F
Vacancy
Start
07/01/22
Vacancy
End
07/24/22
Savings
3,645
Sewer
Equip Op I
GD-06A
07/01/22
07/31/22
4,767
RUT
Equip Op II
GD-08F
07/25/22
09/11/22
7,907
RUT
Equip Op I
GD-06F
09/12/22
10/23/22
6,786
RUT
Utility Worker
GD-05A
10/24/22
12/11/22
7,907
RUT
Utility Worker
GD-05A
07/01/22
08/01/22
4,990
RUT
Traffic Signal Tech 11
GD-12A
07/04/22
10/01 /22
1,197
SWaste
YW/Snowfighter
GD-06A
07/01/22
12/05/22
30,395
SWaste
Temp FT San Driver
GD-26F
07/01/22
11/26/22
(16,164)
SWaste
Lead Sanitation
GD-11A
10/01/22
01/01/23
29,812
BUDGET IMPACT
This position would be budgeted to general fund but would be completely offset by being recharged
through the Administration Overhead Rate to various funds within Public Works. Despite the increase in
work within Solid Waste we saw above, we can see there has not been a change in administrative
overhead rate in the last 8 years.
104
Percentage by Fiscal Year and Activity
0.05 .....5--------f---------------•--------0--------W-------.- 0.....
0.050 0.050 0.0so 0.0so 0.050 0.050 0.050
0.040 0.040 0.040 0.040 0.040 0.040 0.040
0.04 .....•------- - - - - -- 4--•--------•--------W-------•
°J • 500 - Solid Waste - Refuse
v
• 510 - Solid Waste - Yard Waste
u
a • 520 - Solid Waste Large Item
0.030 0.030 0.030 0.030 0.030 0.030 0.030
0.03 ..... •--------W --------•--------•--------0--------- W ---- - - -.- 9. 40530 - Solid Waste - Recycling
0.020 0.020 0.020 0.020 0.020 0.020 0.020
0.02_...•--------W-------0--------•--------•-------f-------♦
FY16 FY17 FY18 FY19 FY20 FY21 FY23
Future overhead rates would shift to ensure these four funds are allocated the increase in expense in
direct relation to the historical workload allocation and the personnel costs associated with this position.
Fiscal Year 2023 Rate Structure vs Fiscal Year 2024 Rate Structure:
Fund
Landfill
Current OH
14.50%
Future•
13.50%
Sanitary
6.00%
5.66%
Storm
3.00%
2.86%
General
11.00%
10.24%
Road Use
45.50%
43.16%
Solid Waste
14.00%
19.00%
Salt Ops
1.00%
0.93%
Garage
5.00%
4.65%
Overall impact of adding the full-time Administrative Assistant, recharged based on the work completed
by the front desk team, is listed below by fund:
Fund $ Change
Sanitary 460
$ Vacancy $ Cart Savings Net Change
Off Set Off Set
(460) - -
Storm 460
(460) -
-
Road Use 5,192
(5,192) - -
Solid Waste 38,066
(29,813) (10,000) (1,747)
Net Change $ (1,747)
3
There are additional one-time costs associated with this position. Workspace reconfiguration would be
needed for the front desk area. The estimated one-time cost of reworking the front desk comes to an
estimated total of $60,000, which would be covered by Fiscal Year 2022 excess milling revenue of
$71,040. This includes a desk phone, computer, monitors, chairs, desks, etc.
The addition of a full-time Public Works Administrative Assistant at GE-25 is estimated to cost $44,177
in Fiscal Year 2023. The cost would be partially funded by Fiscal Year 2023 vacancy savings of
$35,924 and Fiscal Year 2023 cart savings of $10,000. There is no General Fund impact by adding this
position.
Using Fiscal Year 2023 employee expense rates and an anticipated 3% increase, the Fiscal Year 2024
impact is below:
Fund ', Change
Sanitary
Cart
Savings•.
661
Net
ct
661
Storm
661
661
Road Use
7,465
7,465
Solid Waste
54,730 (10,000)
44,730
53,517
RECOMMENDATION
I respectfully recommend approval of a full-time Public Works Administrative Assistant (GE-25) which
would increase the Public Works personnel complement by 1.00 full-time equivalent.
CC: Jennifer Larson, Finance and Budget Director
Arielle Swift, Assistant Public Works Director
Attachment(s)
JK/aes
12
Inbound Call Performance
Total Presented
Calls
297
Total Answered Calls
17
Tue, Jun 21, 2022 12:00 AM -
Tue, Jun 21, 2022 11:59 PM
% Answered
9.0%
% Abandoned
94.9%
Avg Abandoned
Wait
0:00:18
Avg Call Duration
0:01:03
Avg Speed of Answer
0:00:14
Max Longest Wait
0:00:31
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0:00:10
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0:00:15
0:01:26
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0:00:31
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0:00:18
0:01:25
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10:00 41
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97.6%
0:00:20
0:01:12
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11:00 43
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4.5%
97.7%
0:00:18
0:01:00
0:00:21
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0:00:21
12:00 29
34
5.9%
100.0%
0:00:33
0:01:11
13:00 49
58
6.9%
100.0%
0:00:18
0:00:59
14:00 46
54
0.0%
100.0%
0:00:19
0:00:46
15:00 18
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8.0%
100.0%
0:00:00
0:00:43
16:00 5
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100.0%
0:00:01
0:00:42
17:00 1
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0:00:00
0:00:22
18:00
19:00
20:00
21:00
jv:00
6/22/22 6:00:19 AM Page 1 http://ximasoftware.com
Inbound Call Performance
=RPM
MW
Total Presented Calls
Total Answered Calls
Mon, Jun 20, 2022 12:00
Mon, Jun 20, 2022 11:59
AM -
PM
% Answered
19.3%
% Abandoned
84.0%
Avg Abandoned Wait
0:00:21
Avg Call Duration
0:01:18
Avg Speed of Answer
0:00:18
Max Longest Wait
0:00:36
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0:00:00
0:00:22
07:00
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84.6%
0:00:17
0:01:04
0:00:09 1 1
0:00:11
08:00
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44.4%
0:00:17
0:01:57
0:00:22 1 2
4
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0:00:31
09:00
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28.6%
74.3%
0:00:16
0:01:20
0:00:25 1 1
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0:00:36
10:00
26
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28.6%
71.4%
0:00:19
0:01:20
0:00:17 2 2
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0:00:33
11:00 '
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15.4%
92.3%
0:00:43
0:01:55
0:00:06 1
0:00:06
12:00 '
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8.6%
94.3%
0:00:22
0:01:10
0:00:11 1
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0:00:17
13:00
38
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36
17.5%
90.0%
0:00:24
0:01:24
0:00:13 2 1
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0:00:23
14:00
20
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95.2%
0:00:24
0:01:15
0:00:11 1
0:00:11
15:00
8
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0:00:01
0:00:34
0:00:05 1
0:00:05
16:00
9
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0:00:01
0:00:21
17:00
1
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0:00:01
0:00:35
18:00
19:00 ,
20:00
21:00
22:00
23:00
6/21/22 6:00:07 AM Page 1 http://ximasoftware.com
Inbound Call Performance
=ROM
W3
Total Presented Calls
Total Answered Calls
Mon, Jun 27, 2022 12:00 AM -
Mon, Jun 27, 2022 11:59 PM
% Answered
27.2%
% Abandoned
75.5%
Avg Abandoned Wait
0:00:05
Avg Call Duration
0:01:40
Avg Speed of Answer
0:00:12
Max Longest Wait
0:00:29
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100.0%
0:00:00
0:00:41
05:00 -
06:00
6
6
0.0%
100.0%
0:00:00
0:00:53
07:00
17
8
10
44.4%
55.6%
0:00:10
0:01:41
0:00:10
4
4
0:00:13
08:00 '
30
14
16
50.0%
53.3%
0:00:05
0:01:46
0:00:11
6
6
2
0:00:29
09:00
42
13
34
31.9%
72.3%
0:00:08
0:01:44
0:00:12
7
3
3
0:00:24
10:00
26
11
15
42.3%
57.7%
0:00:06
0:02:16
0:00:13
3
5
3
0:00:28
11:00
32
9
25
32.4%
73.5%
0:00:10
0:02:10
0:00:13
3
3
3
0:00:24
12:00
33
5
31
19.4%
86.1 %
0:00:06
0:01:37
0:00:15
1
2
2
0:00:22
13:00
27
6
21
22.2%
77.8%
0:00:07
0:01:09
0:00:10
5
1
0:00:26
14:00
35
7
32
20.5%
82.1 %
0:00:01
0:02:10
0:00:08
4
3
0:00:13
15:00
21
27
0.0%
100.0%
0:00:01
0:00:37
16:00
5
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100.0%
0:00:01
0:00:28
17:00
1
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0:00:01
0:00:41
18:00
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0:00:00
0:00:52
20:00M=
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6/28/22 6:00:10 AM Page 1 http://ximasoftware.com
Inbound Call Performance
=MRIIIIIIIIIII
MW
Total Presented Calls
Total Answered Calls
Tue, Jul 5, 2022 12:00 AM
Tue, Jul 5, 2022 11:59 PM
-
% Answered
44.1 %
% Abandoned
58.1 %
Avg Abandoned Wait
0:00:05
Avg Call Duration
0:02:08
Avg Speed of Answer
0:00:09
Max Longest Wait
0:00:25
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0:00:56
07:00
4
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100.0%
0.0%
0:06:18
0:00:09 3
1
0:00:22
08:00
17
12
5
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29.4%
0:00:04
0:02:23
0:00:08 10 2
0:00:13
09:00
24
11
13
50.0%
54.2%
0:00:06
0:02:38
0:00:08 8 2
1
0:00:22
10:00
18
11
8
61.1 %
44.4%
0:00:11
0:02:08
0:00:08 9
2
0:00:25
11:00
23
6
20
26.9%
76.9%
0:00:12
0:01:53
0:00:08 5
1
0:00:17
12:00
26
11
15
42.3%
57.7%
0:00:02
0:02:03
0:00:11 4 5
2
0:00:22
13:00
22
12
11
52.2%
47.8%
0:00:02
0:02:02
0:00:08 9 2
1
0:00:17
14:00
11
9
2
81.8%
18.2%
0:00:27
0:02:56
0:00:09 6 2
1
0:00:22
15:00
14
17
0.0%
100.0%
0:00:01
0:00:37
16:00
6
7
14.3%
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0:00:00
0:02:33
17:00�
1
1
0.0%
100.0%
0:00:00
0:00:31
18:00
1
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0:00:01
0:00:45
19:00
1
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0:00:00
0:01:18
20:00M=
21:00
W2:00
7/6/22 6:00:12 AM Page 1 http://ximasoftware.com
Inbound Call Performance
MW
Total
Presented
Calls
Total Answered Calls
Wed, Jul 6, 2022 12:00 AM -
Wed, Jul 6, 2022 11:59 PM
% Answered
46.7%
% Abandoned
54.5%
Avg Abandoned
Wait
0:00:04
Avg Call Duration
0:02:16
Avg
Speed of Answer
0:00:10
Max Longest Wait
0:00:32
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03:00
04:00
05:00
06:00
07:00
16
8
8
50.0%
50.0%
0:00:00
0:01:40
0:00:06
7
1
0:00:15
08:00 -
16
13
3
81.2%
18.8%
0:00:06
0:02:36
0:00:10
6
5
2
0:00:21
09:00
19
11
8
57.9%
42.1 %
0:00:05
0:03:09
0:00:12
5
5
1
0:00:32
10:00
13
10
3
76.9%
23.1 %
0:00:06
0:03:09
0:00:09
5
5
0:00:15
11:00
19
9
13
40.9%
59.1 %
0:00:06
0:02:10
0:00:07
7
2
0:00:12
12:00
15
9
7
56.2%
43.8%
0:00:04
0:03:47
0:00:10
5
3
1
0:00:16
13:00
12
5
10
40.0%
66.7%
0:00:07
0:02:25
0:00:11
2
2
1
0:00:21
14:00
20
11
9
55.0%
45.0%
0:00:07
0:02:25
0:00:10
6
3
2
0:00:22
15:00
13
17
5.9%
100.0%
0:00:01
0:00:33
16:00
7
11
0.0%
100.0%
0:00:00
0:00:31
17:00
1
1
0.0%
100.0%
0:00:01
0:00:10
18:00
19:00
20:00
1
1
0.0%
100.0%
0:00:00
0:00:08
21:00
JJ2:00
7/7/22 6:00:09 AM Page 1 http://ximasoftware.com
Inbound Call Performance
MW
Total Presented Calls
Total Answered Calls
Mon, Jul 11, 2022 12:00 AM -
Mon, Jul 11, 2022 11:59 PM
% Answered
15.7%
% Abandoned
88.4%
Avg Abandoned Wait
0:02:28
Avg Call Duration
0:03:02
Avg Speed of Answer
0:00:15
Max Longest Wait
0:00:35
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06:00
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1
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0:00:00
0:00:17
07:00
11
3
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27.3%
72.7%
0:00:16
0:01:20
0:00:16 1 1
1
0:00:29
08:00 -
21
8
13
42.9%
61.9%
0:00:23
0:01:32
0:00:13 3 1
4
0:00:21
09:00
30
6
25
25.8%
80.6%
0:00:22
0:01:13
0:00:17 3
2
1
0:00:35
10:00
32
2
31
12.1 %
93.9%
0:00:18
0:01:30
0:00:04 2
0:00:07
11:00
36
5
31
16.7%
86.1 %
0:00:20
0:01:31
0:00:15 3
2
0:00:29
12:00
20
1
22
4.3%
95.7%
0:18:48
0:16:26
0:00:10 1
0:00:10
13:00
22
2
20
13.6%
90.9%
0:04:47
0:05:00
0:00:22 1
1
0:00:34
14:00
25
1
25
7.7%
96.2%
0:00:21
0:01:10
0:00:14 1
0:00:14
15:00
13
18
11.1 %
100.0%
0:00:02
0:00:56
16:00
14
15
0.0%
100.0%
0:00:01
0:00:24
17:00
2
2
0.0%
100.0%
0:00:00
0:00:15
18:00
3
3
0.0%
100.0%
0:00:00
0:00:44
19:00
20:00M=
21:00 M
jv:00
7/12/22 6:00:09 AM Page 1 http://ximasoftware.com
Inbound Call Performance
Total
Presented
CallsEFFM
Total Answered Calls
73
Tue, Jul 12, 2022 12:00 AM -
Tue, Jul 12, 2022 11:59 PM
% Answered
Fr 36.0%
% Abandoned
67.1 %
Avg Abandoned
Wait
0:01:11
Avg Call Duration
0:02:19
Avg
Speed of Answer
0:00:10
Max Longest Wait
0:00:29
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0:00:59
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06:00
07:00
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0:00:00
0:02:21
0:00:08
5
1
0:00:11
08:00
21
13
12
56.0%
48.0%
0:00:03
0:02:15
0:00:09
7
6
0:00:13
09:00
21
11
10
57.1 %
47.6%
0:00:05
0:02:07
0:00:09
7
3
1
0:00:17
10:00
23
9
16
40.0%
64.0%
0:00:04
0:02:04
0:00:09
7
2
0:00:13
11:00
18
10
8
55.6%
44.4%
0:00:05
0:02:06
0:00:12
3
5
2
0:00:25
12:00
27
9
20
31.0%
69.0%
0:00:01
0:02:07
0:00:13
3
4
2
0:00:29
13:00
30
10
21
36.4%
63.6%
0:08:22
0:06:25
0:00:11
4
5
1
0:00:24
14:00
38
5
34
15.4%
87.2%
0:00:05
0:00:42
0:00:11
1
4
0:00:12
15:00
18
20
15.0%
100.0%
0:00:01
0:00:49
16:00
3
4
0.0%
100.0%
0:00:01
0:00:23
17:00
1
1
0.0%
100.0%
0:00:00
0:01:06
18:00
19:00
2
2
0.0%
100.0%
0:00:00
0:00:17
20:00M=
21:00
jV:00
2
2
0.0%
100.0%
0:00:00
0:00:07
7/13/22 6:00:13 AM Page 1 http://ximasoftware.com
Inbound Call Performance
=RPM
Total Presented Calls
Total Answered Calls
37
Thu, Jul 14, 2022 12:00 AM -
Thu, Jul 14, 2022 11:59 PM
% Answered
25.8%
% Abandoned
76.7%
Avg Abandoned Wait
0:00:08
Avg Call Duration
0:01:06
Avg Speed of Answer
0:00:08
Max Longest Wait
0:00:13
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06:00 '
1
1
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100.0%
0:00:00
0:00:09
07:00
7
2
6
25.0%
75.0%
0:00:01
0:00:57
0:00:07 2
0:00:08
08:00
17
7
11
44.4%
61.1 %
0:00:11
0:01:14
0:00:06 6 1
0:00:10
09:00
28
4
24
14.3%
85.7%
0:00:08
0:00:51
0:00:07 3 1
0:00:10
10:00
23
9
18
33.3%
66.7%
0:00:08
0:01:02
0:00:09 5 4
0:00:13
11:00
13
5
9
42.9%
64.3%
0:00:12
0:01:51
0:00:09 2 3
0:00:12
12:00
10
2
10
33.3%
83.3%
0:00:12
0:01:44
0:00:08 1 1
0:00:12
13:00
25
5
20
20.0%
80.0%
0:00:10
0:00:47
0:00:08 3 2
0:00:11
14:00
6
3
4
42.9%
57.1 %
0:00:12
0:02:16
0:00:10 2 1
0:00:13
15:00
9
13
0.0%
100.0%
0:00:01
0:00:43
16:00
4
6
0.0%
100.0%
0:00:00
0:00:21
17:00
18:00
19:00
20:00M=
21:00 M
jv:00
7/15/22 6:00:09 AM Page 1 http://ximasoftware.com
Inbound Call Performance
=MOM
Total Presented Calls
Total Answered Calls
Fri, Jul 15, 2022 12:00 AM
Fri, Jul 15, 2022 11:59 PM
-
% Answered
34.2%
% Abandoned
70.9%
Avg Abandoned Wait
0:00:05
Avg Call Duration
0:01:27
Avg Speed of Answer
0:00:10
Max Longest Wait
0:00:18
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06:00
1
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0.0%
100.0%
0:00:00
0:00:16
07:00
3
1
4
20.0%
80.0%
0:00:09
0:01:20
0:00:12 1
0:00:12
08:00 -
12
6
6
50.0%
50.0%
0:00:12
0:01:09
0:00:10 4 2
0:00:15
09:00
10
4
7
36.4%
63.6%
0:00:01
0:02:13
0:00:08 2 2
0:00:14
10:00
16
8
10
50.0%
55.6%
0:00:10
0:01:35
0:00:09 4 3
1
0:00:18
11:00
15
6
9
53.3%
60.0%
0:00:05
0:01:49
0:00:14 1 3
2
0:00:16
12:00
15
2
13
33.3%
86.7%
0:00:03
0:01:45
0:00:09 1 1
0:00:14
13:00
10
3
8
27.3%
72.7%
0:00:08
0:01:59
0:00:09 2 1
0:00:10
14:00
11
4
7
36.4%
63.6%
0:00:08
0:01:08
0:00:09 3 1
0:00:11
15:00
7
7
0.0%
100.0%
0:00:00
0:00:30
16:00
10
10
0.0%
100.0%
0:00:00
0:00:26
17:00
18:00
19:00
1
1
0.0%
100.0%
0:00:01
0:01:11
20:00
21:00
22:00
23:00
7/16/22 6:00:12 AM Page 1 http://ximasoftware.com