Loading...
Request for Consideration of Project and Facilities ManagerCity of Dubuque City Council Meeting Action Items # 6. Copyrighted December 20, 2021 ITEM TITLE: Request for Consideration of Project and Facilities Manager SUMMARY: City Manager recommending City Council consideration of the addition of a Project and Facilities Manager for the Leisure Services Department that would directly report to the Leisure Services Manager. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Request for Consideration of Project and Facilities Manager-MVM Memo Staff memo LS Project Listing 12-21 Job Description Draft Type City Manager Memo Staff Memo Supporting Documentation 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: Request for Consideration of Project and Facilities Manager DATE: December 16, 2021 Dubuque All -America City IN 2007.2012.2013 2017*2019 Leisure Services Manager Marie Ware requests City Council consideration of the addition of a Project and Facilities Manager for the Leisure Services Department that would directly report to the Leisure Services Manager. It would be anticipated that the earliest hiring would result in only four months in FY 22. The position would be budgeted in FY 23 and beyond if approved. If the position started on March 1, 2022, and ran through June 30, 2022, the budget would be $35,732 for recurring costs. The initial purchase of a tablet, computer and software and smart phone would be $5,676. The initial non -recurring costs of ads and hiring expense, photo, office furniture, radio and Mitel phone setup is $10,648. This totals $52,056 for four months and all initial and initial non -recurring purchases. Due to openings in positions and the positions being frozen in FY21, savings have been identified for the FY22 costs. For FY 23 through FY 27 and beyond a project management fee could be added to the CIP budget currently being planned to present to the Council in March of 2022. The Project and Facilities Manager would charge their time to the projects within the CIP as is done in the Engineering Department. This would be $125,662 of recurring costs in FY 23. The Leisure Services Department currently has over $10 million in over 110 capital projects of which 33 are directly led by Leisure Services Manager Marie Ware. Recently Leisure Services sat down and mapped out the capital projects which is attached to this memo and outlines the project lead. There are 21 projects that are funded by America Rescue Plan Act that must be completed in a timeframe. There are 10 projects that are bond funded and must be completed in a timeframe. There are three projects that are CDBG that must be completed in a timeframe. Throughout the chart you will see council goal project, major projects and management in progress all related to City Council goals and priorities. There are four projects that are related to grants that have timelines. This is not the complete list however shows the priorities that must be completed. I concur with the recommendation and respectfully request Mayor and City Council approval. v Micliael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Marie L. Ware, Leisure Services Manager THE CITY OF DUB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Marie L. Ware, Leisure Services Manager SUBJECT: Request for Consideration of Project and Facilities Manager DATE: December 15, 2021 I I k I:to] III-P& I leiZ Dubuque All•Merica Cil� w1Kw.ucrvr.i rxa,n 2007-2012.2013 2017*2019 The purpose of this memorandum is to request consideration of the addition of a Project and Facilities Manager to the Leisure Services Department. BACKGROUND The Leisure Services Manager has direct responsibility and day to day work for the Grand River Center and Five Flags Civic Center. This includes work with two management companies throughout the year to oversee their operations based on the agreements. Responsibilities include budgeting, all capital improvements planning and implementation from start of project to finish and major repairs for each of these facilities. The Grand River Center was opened in 2003 and is approaching 20 years old and is requiring more time spent on capital improvements related to HVAC, MEP and more. Five Flags needs significant upgrades and replacements in the coming years. These tasks are taking significant amounts of time and has been difficult to keep up with them and/or completing in a timely manner. This work includes putting together RFP's, bid specifications, and completing all bid procedures and contract work. Whenever issues come up at these facilities as the Manager, I am the first call and response. There has been additional work with Five Flags as we have done the studies regarding the current facilities and potential future. Upcoming, the Council will consider next steps for Five Flags. No matter their decision there will be additional work required. Since 2010 the Leisure Services Department was given responsibility for AmeriCorps (it came from Housing Department). That was done in the first months of my hiring. We have grown and changed the program dramatically since then. We are focused on reading based on community need. We understand how critical the work is to assist children in learning to read which allows them to read to learn. The AmeriCorps program has expanded to work in the area of summer and teen programming in the last three years and grown the formula grant that funds it. This work includes outside partners. This work has seen great progress with the teen and tween programming growth at the Multicultural Family Center (MFC) and summer teen programming from the Recreation Division partnered with the MFC. A volunteer generation grant is a third major AmeriCorps area added in the last year. The work with volunteers is expanding now too as you are aware. The AmeriCorps program is federal and state grant funded. The Multicultural Family Center had just opened when I began in 2010 at its current location. The MFC is a successful partnership with the Multicultural Family Center non- profit Board. The MFC has grown in programming and partnerships in that 10 years and has led to the expansion by almost 2/3 more space. The expansion of the facility leads to additional programming and more opportunities for partnerships. The Center is a unique aspect for a Leisure Services (Parks and Recreation Department) and has a strong partnership with Recreation and AmeriCorps in our department. The Port of Dubuque Marina was added and is now another welcome center for boaters and persons at the Port of Dubuque. Parks have expanded with high profile areas being added including the Historic Millwork District, Bee Branch and the growing industrial parks and maintenance that provides great spaces for employees of all these businesses. Trail assets and mileage has increased. The building and managing of new partnerships has become more time intensive and yet the rewards seen in the achievements of what we can do together are great. These partnerships have included Miracle League of Dubuque, E.B. Lyons partnership, Integrated Pest Management Program, Pet Friendly Community, Kids in Dubuque Skate (KIDS) Skate Park project, pickleball project, Campaign for Grade Level Reading which resulted in two All -America City awards, Grant Wood Loop regional park planning and implementation and more. And now there is an ice arena. DISCUSSION I am blessed with an amazing team including Parks Division Manager Steve Fehsal, Recreation Division Manager Dan Kroger, and AmeriCorps Director Heather Satterly with the current opening of the MFC Director. They each work independently and have advanced their division greatly during their tenure with the Leisure Services team. The work in all four areas has expanded by their efforts. This team has grown the Department and service areas to our citizens. Our budget presentation each year outlines the high level of work that each is doing to achieve the City Council's goals and priorities. They each manage partnerships with a variety of entities and participate in city initiatives. They are each are over capacity currently. My work has been to lead many of the partnerships above. For these numerous partnership projects that means putting together the nuts and bolts of the partnerships, agreements, leases, research and more. Once the partnership is set, many times they are handed off to my team for implementation. For example, I worked with Miracle League through the processes to find a location, put together agreements and leases, CAT grant application and the kickoff of the capital project. The project was then handed off to Recreation Division Manager Dan Kroger and Park Division Manager Steve Fehsal for the construction phase and Dan coordinates with his team on programming implementation once complete. The skate park was done in a similar manner with Park Division Manager Steve Fehsal working through the construction phase and maintenance once built. The addition of the Mystique Community Ice Center to our assets to manage as a department has and will continue to take significant time resources. This will be the case whether it is managed by the City or another method. In the previous agreement with DICE the City role had extremely limited responsibilities and with the building becoming an asset of the city additional facility and project management skills are needed. The number of projects, partnerships and initiatives is critical to the quality of life in our community. We as a city and a department continue to evolve and work to meet City Council goals and priorities. Coming out of the pandemic citizens and employers are hungry for increased quality of life, amenities and many of those falls under Leisure Services. As a department we have currently over $10 million in over 110 capital projects of which 33 are directly ones I would be the lead. Recently we sat down and mapped out our capital projects which is attached to this memo and outlines the project lead. There are 21 projects at are funded by America Rescue Plan Act that must be completed in a timeframe. There are 10 projects that are bond funded and must be completed in a timeframe. There are three projects that are CDBG that must be completed in a timeframe. Throughout the chart you will see council goal project, major projects and management in progress all related to City Council goals and priorities. There are four projects that are related to grants that have timelines. This is not the complete list however shows the priorities that must be completed. This documents a need for additional staffing to assist myself as the Leisure Services Manager. Consideration was given to numerous options the right position that would add capacity in the department and to myself as the Manager. Based upon much of what has been summarized above a Project and Facilities Manager best fits the skills and work needed. The draft job description attached outlines the position and what I envision as the work of the position. BUDGETIMPACT This position is requested to be classified at the same level as the current Project Manager position. That is a GE-40 ($84,572-$110,614). The budget to add this position include recurring costs of $124,019 and non -recurring costs of $10,648 plus recurring costs on the replacement schedule for items like computers, iPhone and iPads 3 in the amount of $5,676. The total for the first full year would be $140,343. The position can be housed at the Bunker Hill administrative office. It is requested this position begin recruitment as soon as possible. It would be anticipated that the earliest hiring would result in only four months in FY 21. The position would be budgeted in FY 22 if approved. The position would charge to projects like how the Engineering Department charges project management to specific projects. The project listing provided in this memo has expenses already set and do not include any additional funds for project management that could be used in this FY 22. If the position started on March 1, 2022 and ran through June 30, 2022 the budget would be $35,732 for recurring costs. The initial purchase of a tablet, computer and software and smart phone would be $5,676. The initial non -recurring costs of ads and hiring expense, photo, office furniture, radio and Mitel phone setup is $10,648. This totals $52,056 for four months and all initial and initial non -recurring purchases. Due to openings and the positions being frozen in FY 22 until recently, savings have been identified in the following: 10030430 — Salary, Social Security, IPERS $ 19,195 10030400 — Salary, Social Security, IPERS $32,861 $ 52,056 Health insurance is budgeted in FY 22 for the vacant position in 10030400 and paid for already this year thus would be available for this new hire in FY 22 at no additional cost. The FY 22-26 adopted CIP budget for Leisure Services includes the following totals for CIP's. PARKS - FY 22 FY 23 FY 24 FY 25 FY 26 $795,342 $1,076,000 $1,184,112 $1,074,000 $633,615 16 Projects 14 15 24 9 REC - FY 22 FY 23 FY 24 FY 25 FY 26 $905,143 $285,000 $380,000 $242,170 $345,000 11 Projects 2 4 3 3 CIVIC CENTER - FY 22 FY 23 FY 24 FY 25 FY 26 $170,000 $0 $6,000,000 $0 $865,900 2 Projects 0 1 0 8 GRAND RIVER CTR-FY 22 FY 23 FY 24 FY 25 FY 26 $121,000 $485,000 $343,000 $998,000 $520,000 3 Projects 4 4 14 5 For FY 23 through FY 27 and beyond a project management fee could be plussed up into the CIP budget currently being planned to present to the Council in March of 2022. The Project and Facilities Manager would charge their time to the projects within the CIP for that FY like how engineering handles it. As seen from the chart above the number of projects and total dollar amount of capital improvements changes each year. 12 With this approval we would plus up capital improvements in FY 23-27 during our budgeting process we are currently in to cover the entire cost of the position each year. This would be $125,662 of recurring costs in FY 23. All the one-time costs outlined above would be completed in FY 21 and the initial purchase of a tablet, computer and software and smart phone would be completed in FY 21 and would be placed on the equipment replacement schedule. ACTION REQUESTED I respectfully request consideration of the addition of a new staff position Project and Facilities Manager to the Leisure Services Department that would directly report to the Leisure Services Manager. cc: Shelley Stickfort, Human Resource Director Jennifer Larson, Budget and Finance Director 5 LS PROJECTS LISTING FY 22 CIP NUMBER TYPE TITLE AMOUNT OF TOTAL AMOUNT PROJECT LEAD NOTE CP, CMIP (CP: Council Top, CMIP: Council Mgmt in Progress) 2288 ARPA Eagle Valley Park $277,730 Marie CMIP 1582 ARPA Westbrook Park $214,000 Marie 2738 ARPA English Ridge Park $214,000 Marie 2021-2023 Major Project 2290 ARPA Flora Park: Resuface Tennis Courts $50,000 Steve ask Jon D. 1243 ARPA Jefferson Park Retaining Wall $332,000 Marie 2459 ARPA Eagle Point Park Retaining Wall $75,000 $90,805 Steve 1055 ARPA Parks Retaining Wall $34,576 $74,332 Steve 1575 ARPA Eagle Point Park Building and Structure Assessment $75,000 Marie 2021-2023 High Priority 1594 ARPA Eagle Point Park Restroom Renovation $50,000 $70,000 Steve 1130 ARPA Park Maintenance $100,000 Steve 2099 ARPA Parks Maintenance Headquarters Storage Area $85,000 Steve 1937 ARPA Parks Irrigation to Planters/Beds $80,000 Steve 2708 ARPA Parks Electronic locks $25,000 $48,866 Steve 1158 ARPA Parks Renovate Water Systems $55,405 $67,810 Steve 1005 ARPA Parks Natural Resources Plan $60,000 Steve 2021-2023 Mgmt Progress (Pollinator) 2737 ARPA Pets in Parks Signage, Drink Fountains $20,000 $40,000 Steve 1588 ARPA Plan Hwy 20 Roses $6,379 Steve 2883 ARPA MFC Tuckpoint $23,000 Steve Sampson Brown various ARPA Grand River Center Improv $333,000 Marie various ARPA Five Flags Safety Related Improv $141,720 Marie 1446 ARPA Flora/Sutton Pool Heaters $17,913 $35,826 Dan 2378 BOND Five Flags Arena Roof $288,332 Marie 2379 BOND Five Flags Arena Light Fixtures $175,098 Marie 2741 BOND Five Flags Arena Chairs Platform $48,349 Marie 2292 BOND Comiskey Park Playground $107,858 $583,596 Marie/Steve CMIP 1151 BOND Comiskey Siding $2,068.87 $12,067 Marie/Steve CMIP 2828 BOND Jackson Park Amenities $310,888 Steve 1767 BOND Flora Park Restroom $58,886 1 ISteve ask Jon D. 2742 BOND MFC Renovation $73,829 1 1 Marie LS PROJECTS LISTING FY 22 2590 BOND Grand River Center Energy Efficent $178,047 $257,089 Marie CMIP 1742 BOND Town Clock - Rehabiliation $81,695 Steve 1574 CDBG Avon Park Playground $93,901 Steve 2021-2023 Major 1544 CDBG Comiskey - New Entry $27,847 Marie/Steve Project 2021-2023 Major 1578 CDBG Comiskey - Park Amenity $66,089 $199,089 Marie/Steve Project 2021-2023 Major 2372 CDBG Comiskey - Alarm $10,000 Marie/Steve Project 2021-2023 Major 2825 CDBG Comiskey - Re -Image $70,489 Marie/Steve Project 2891 CDBG Low/Mod Park $81,449 Marie/Steve Council - 1530 MIP Bunker Irrigation $259,356 Dan Council - Grand River Center - Market Study 2892 MIP Assessment $65,000 Marie Council - Grand River Center - Mgmt and 2893 MIP Ops Assessment $35,000 Marie Council - EAB - Tree Removal and 2830 MIP Replacement $214,036 Steve Council Goal 2886 - TOP Deferred Maintenance Assessment $90,000 Marie Council Goal 2887 - TOP QOL Needs Assessment $40,000 Marie 2021-2023 Major 1105 Grants Comiskey - Landscape $66,832 Marie/Steve Project 2021-2023 Major 2739 Grants Comiskey - Lighting $80,000 Marie/Steve Project Grants New REAP Four Mounds Purchase Marie/Steve 2637 Grants ITC Grant $60,746 Marie 1212 Grants Ham House Paint $68,038 Marie/Steve 1882 Grants Ham House Museum Drainage $136,305 Marie/Steve 2826 Grants Ham House Ext Landscape $90,834 Marie/Steve $107,858 2021-2023 Major 2292 In -Progress Comiskey - Playground (bond) $583,596 Marie/Steve Project 2021-2023 Major 1151 In -Progress Comiskey Siding $2,068.87 $12,067 Marie/Steve Project 2021-2023 Major 1544 In -Progress Comiskey - New Entry $27,847 Marie/Steve Project 2021-2023 Major 1578 In -Progress Comiskey - Park Amenity $66,089 $199,089 Marie/Steve Project 2021-2023 Major 2372 In -Progress Comiskey - Alarm $10,000 Marie/Steve Project 2021-2023 Major 2825 In -Progress Comiskey - Re -Image $70,489 Marie/Steve Project 2021-2023 Major 1105 In -Progress Comiskey - Landscape $66,832 Marie/Steve Project 2021-2023 Major 2739 In -Progress Comiskey - Lighting $80,000 Marie/Steve Project LS PROJECTS LISTING FY 22 100304100 Parks Operating Comiskey - Amenities and Cameras $40,000 Marie/Steve 2021-2023 Major Project 2890 Mystique Ice Center Settling Remediation $348,678+ Marie 2782 In -Progress Jackson Park Restroom $243,347 Steve 2828 Parks Jackson $225,000 Steve 1450 Parks Murphy $156,500 Steve 2880 Parks Murphy - Water System Renovation $10,000 Steve 2827 Parks Eagle Point Park - Replace Water Lines $100,000 Steve 1677 Parks Eagle Point Park - Stone $56,323 Steve 1453 Parks Eagle Point Park - Replace Walkway $85,000 Steve 1683 Parks Eagle Point Park - Log Cabin Restoration $71,000 Steve 2120 Rec Flora Pool Resurfacing $60,000 Dan 2832 Rec Bunker Hill Basement $15,000 Dan 1058 Rec Bunker Hill Remodel $30,000 Dan 2888 EB Lyons Slope Stabilization $49,500 Marie 2583 Civic Center Roof AC $117,358 Marie 2881 Civic Center AC $100,000 Marie 2831 Civic Center Bijou Tile $50,000 Marie 2882 Civic Center Theater Carpet $70,000 Marie $6,953,050 PROJECT AND FACILITIES MANAGER GENERAL STATEMENT OF DUTIES: Leads and manages capital projects, facility maintenance projects as well as lease and agreement administration for the Leisure Services Department divisions, programs and service areas including, but not limited to, parks, trails, recreation, Multicultural Family Center, Civic Center and Conference Center; performs related work as required. DISTINGUISHING FEATURES OF THE CLASS: This class involves responsibility for leading, directing, coordinating, planning and managing capital construction projects and facilities maintenance. The employee in this class reports to the Leisure Services Manager and leads the Department's capital projects and facilities maintenance and management. Work and performance are reviewed and evaluated by the Leisure Services Manager and is assessed though reports, conferences, and results achieved. The Project and Facilities Manager must exercise leadership, initiative and a high level of judgment and discretion. EXAMPLES OF WORK (ILLUSTRATIVE ONLY): ESSENTIAL: CAPITAL PROJECT MANAGEMENT: • Manage the inception, planning, estimation, budgeting, proposals process, bidding, contracts process, permitting, designing, acquisition, renovation and/or construction through post go live phases for Leisure Services facilities and infrastructure including, but not limited to, recreation facilities and amenities, buildings and structures, parks, linear trails, Civic Center, Conference Center, parking lots and all of their associated utility systems • Lead and manage project teams that involve in-house staff, various city departments, consultants, and other stakeholders • Conceptualize, manage and plan scope, schedule, and budget for complex projects ensuring project goals are accomplished FACILITY MAINTENANCE AND MANAGEMENT: • Plan, budget and coordinate the repair or replacement of major building system components including HVAC, MEP, building envelope and site elements • Assess need, schedule and budget replacement of major building system components for Leisure Services parks and facilities • Ensure scheduled, periodic operations and maintenance work gets completed as planned and periodic inspections of facilities performed • Use enterprise -wide work orders and asset management software systems • Manage various aspects of Leisure Service facilities LEASE, AGREEMENT AND CONTRACT ADMINISTRATION: • Draft, bid, negotiate, manage and administer agreements and contracts for capital projects, major maintenance work and projects, leases and use agreements, grants, operations improvements and partnerships HIGH PERFORMING GOVERNMENT: • Assist in driving department transformation to deliver innovative solutions and challenge traditional ways; implement new and innovative ways of accomplishing Department objectives • Work with highly skilled, diverse team to research, recommend and use latest methods, equipment and/or technology to address challenges, effectiveness and/or cost saving • Research, analyze, design and/or implement best practices to achieve department and city goals • Develop and monitor performance measures; contribute to data driven organization COMMUNICATION: • Excellent collaboration and communication skills engaging and working with stakeholders and partners, regulatory agencies, elected officials, citizens and various city departments producing outcomes; resulting in the highest levels of customer service • Contribute to and/or write grants; prepare long range plans, reports and presentations • Foster collaborative relationships and partnership building GENERAL: • Apply sustainability, equity, diversity and inclusion principles to assigned work • Prepare multi -year capital improvement and annual operating budgets • Participate in Leadership Team and other City -level teams • Exercise initiative, independence and high level of judgement and discretion • Demonstrated ability to follow a management philosophy that is input oriented and values problem solving and development of partnerships • Demonstrated ability to work effectively as a member of the team • Desire to be part of an organization that values service, people, integrity, responsibility, innovation and teamwork ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES: • Principles and practices of capital projects and construction management; • Current methods and techniques relating to the design, construction and maintenance of facilities and infrastructure; • Current developments in the field of construction management; • Construction plans and specifications development and interpretation; resourceful and tactful problem solving; • Demonstrated ability to plan and organize work based upon multiple projects and priorities; • Forecast long-range needs for expansion and construction; • Complete projects on time and within budget; zoning, engineering, ADA and other requirements as prescribed by City code and state and federal laws; • Effective working relationships with employees, City officials, representatives of other agencies, contractors and the general public; • Innovation; • Detail -oriented leader; • Information analysis; • Sound judgment in making decisions; • Computer skills and enterprise -wide work orders, asset management and 365 software use; • Alternative service level (modified zero based) budgeting systems and performance - based evaluation systems; • Effective communication both orally and in writing; • Excellent interpersonal skills; • Perform a variety of tasks without close supervision; • Courteous and professional treatment of customers; • Occupational hazards and safety precautions related to the construction and inspection of capital projects; • Record -keeping methods and practices; • Methods and techniques of preparing a multi -year capital improvement program; • Plan approval from various jurisdictions. ACCEPTABLE EXPERIENCE AND TRAINING: • Extensive (10 or more years) capital improvement project management and facilities management experience; • Graduation from an accredited college or university with a Bachelor's degree or major coursework in civil engineering, construction engineering technology, construction management, operations management and supervision, facilities or business management; or public or business administration; or any equivalent combination of experience and training which provides and demonstrates the acquisition of the essential knowledge, skills and abilities. ADDITIONAL REQUIREMENTS: Possession of and ability to maintain a valid driver's license. FLSA: Exempt The City of Dubuque is an equal opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.