Public Works Staffing Request - Project and Facilities ManagerCity of Dubuque
City Council
CONSENT ITEMS # 19.
Copyrighted
January 21, 2025
ITEM TITLE: Public Works Staffing Request - Project and Facilities
Manager
SUMMARY: City Manager recommending City Council approval of a full-
time Project and Facilities Manager (G-18) increasing the
Public Works personnel complement by +1.00 FTE, or 2080
hours.
SUGGUESTED Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Department Memo - Public Works Staffing Request
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THE CITY OF
DUBE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Public Works Staffing Request— Project & Facilities Manager
DATE: January 16, 2025
Dubuque
AI WIN av
2007-2012.2013
2017*2019
Public Works Director Arielle Swift is recommending City Council approval of a full-time
Project and Facilities Manager (G-18) increasing the Public Works personnel
complement by +1.00 FTE, or 2080 hours.
The Public Works Department has been strategically restructuring based on workload
and capacity. With a strategic priority for infrastructure maintenance, projects related to
deferred maintenance, new grants awarded, contract management, and on -going
accreditation management, the need for a new position was identified. These time -
intensive tasks currently fall to the Public Works Director and take valuable time away
from training supervisors, performance evaluations, leadership development, policy
creation and maintenance, safety initiatives, strategic planning, and innovative
approaches to ongoing operations.
After working with Human Resources to conduct a compensation and classification
analysis based on departmental needs of knowledge, skills, and abilities, Talent
Acquisition Diversity Coordinator determined a Project and Facilities Manager (G-18),
would best serve the department needs.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Arielle Swift, Public Works Director
Jenny Larson, Chief Financial Officer
Laura Bendorf, Budget Manager
Page 248 of 740
THE CITY OF
DUB Q TE
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Arielle Swift, Public Works Director
SUBJECT: Public Works Staffing Request — Project & Facilities Manager
Dubuque
All -America CIV
NAIU.WLLLT%;II-N1u-
2007.2012.2013
2017+2019
DATE: January 13, 2024
INTRODUCTION
The purpose of this memorandum is to request approval to add a full-time Public Works Project &
Facilities Manager.
BACKGROUND
The Public Works Department has been strategically restructuring based on workload and capacity.
With a strategic priority for infrastructure maintenance, projects related to deferred maintenance, new
grants awarded, contract management, and on -going accreditation management, the need for a new
position was identified. These time -intensive tasks currently fall to the Public Works Director and take
valuable time away from training supervisors, performance evaluations, leadership development, policy
creation and maintenance, safety initiatives, strategic planning, and innovative approaches to ongoing
operations.
DISCUSSION
After working with Human Resources to conduct a compensation and classification analysis based on
departmental needs of knowledge, skills, and abilities, Talent Acquisition Diversity Coordinator
determined a Project and Facilities Manager (G-18), would best serve our needs. This would increase
Public Works' personnel complement by +1.00 full-time equivalent (FTE), or 2080 hours.
The net cost of this staffing change request is as follows:
Requested Fiscal Year 2025 Change $ Change FTE Chg.
Addition of Full -Time Project and Facilities Manager G-18 (— 4 months*) +$38,549 +1.00
Addition for hardware and software +$4,110
Addition for Office Preperation +$13,000
Road Use Tax — FY2025 previously delayed equipment ($22,453)
Salt Ops — FY2025 cash balance ($483)
Solid Waste — FY2025 ($7, 710)
Fleet Ops — FY2025 equipment purchase excess ($6, 882)
Landfill — FY2025 vacancy savings ($12,164)
General — FY2025 unbudgeted income from Banking Services ($5,967)
FY2025 Net Chancre (S -) +1.00
*Assumes a start date of March 17, 2025
BUDGETIMPACT
Page 249 of 740
This position would be budgeted to general fund but would be recharged through the Public Works
administration overhead rate. Future overhead rates would shift to ensure only the initial six funds are
allocated the increase in expense. This position would not be recharged to storm or sanitary funds due
to Engineering Department managing these fund -specific projects.
Current rate structure for the department administration overhead (OH) rate and proposed future rate
structure:
Fund
Landfill
Current OH
Rate
14.24%
Future•
_ ,
14.76%
Sanitary
6.34%
4.44%
Storm
3.07%
2.66%
General
10.09%
10.72%
Road Use
45.38%
40.34%
Solid Waste
12.70%
13.85%
Salt Ops
0.92%
0.87%
Garage
7.27%
12.37%
Overall impact of adding the full-time Facilities and Project Manager ($129,463) position with recurring
data and software costs ($720) are recharged as listed below by fund:
Fund
Landfill
$ Change
$ 28,451
Salt
1,130
General
13,955
Road Use
52,517
Solid Waste
18,033
Garage
16,097
$ 130,183
This request supports healthy and safe neighborhoods, connected community, sustainability, and
fiscally responsible, high-performance government.
RECOMMENDATION
I respectfully recommend approval of a full-time Project and Facilities Manager (G-18) increasing the
Public Works personnel complement by +1.00 FTE, or 2080 hours.
CC: Jennifer Larson, Finance and Budget Director
Laura Bendorf, Budget Manager
AS/aes
2
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