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.