First Transit Contract Corrected_...,~
THE CITY OF ~ -
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-~ w.-~ ~- M E M O RAN D U M
January 30, 2007
TO: Michael Van Milligen, City Manager
FROM: David J. Heiar, Economic Development Director
SUBJECT: First Transit Contract Amendment
INTRODUCTION
With the December 30th retirement of Transportation Clerk Connie Booth, there is a
current void in the staffing at the central office for KeyLine. Connie served the City well
for 27 years and she will be missed. This staff position has been responsible for
National Transit Database (NTD) reporting, payroll, FTA and IDOT grant management,
fund requisition, and the tracking of operations expenses, and requires an individual
skilled in the administration of these programs.
DISCUSSION
Transit Division Manager, Jon Rodocker, Personnel Director Randy Peck, and I have
discussed the need to refine the duties of the Transportation Clerk and other KeyLine
office staff. With the replacement Jon wants to further First Transits goal of building a
versatile management team with a person with the appropriate supervisory and
technical skills. At present, Jon is the only First Transit employee on our staff. The
vacancy presents an opportunity to expand our management oversight of the KeyLine
system with First Transit. The City is just beginning to realize some of the benefits of
hiring a management firm that is skilled in transit supervision and administration.
Since this item was withdrawn from the January 16, 2007 Council agenda, Jon
Rodocker, Randy Peck, and I have had an opportunity to meet with Dave Baker,
President of Teamsters Local 421, to discuss this vacancy. The previous position was
included in the collective bargaining unit. Mr. Baker would like to retain a position that
can be part of the bargaining unit. Although I respect his concern, this vacancy provides
the City with an opportunity to revise this job description to meet our current needs. The
newly described duties for this position will be more of a confidential account clerk
which is exempt from the bargaining unit. This person would in affect be an assistant to
the Transit Manager and part of the Transit Management Team. Knowing that the
current Assistant Director, Karen Sisler, is of retirement age, makes this new position
even more critical of the operation of KeyLine.
First Transit has submitted a contract amendment to expand the management team to
two persons in Dubuque. Attached is a letter from Dennis Jensen the area manager for
First Transit explaining the contract amendment and rationale for including this position
as part of the City's contract. The cost for this amendment is $53,000 per year, which is
what the City would pay if the City hired someone at the 1St step on the current pay
scale (including benefits). In addition, First Transit would be able to fill this position
immediately, whereas the City would need approximately two or three months to recruit,
advertise, and fill the position. I am also concerned that the local pool of applicants may
have limited experience in transit management.
RECOMMENDATION
I recommend that the City Council amend the First Transit contract for KeyLine Transit
Management Services to include two management positions in Dubuque.
ACTION STEP
The action step is for the City Council to approve the attached resolution.
F:\USERS\DHeiar\Transit\Council Memos\Modifying the current contract with First Transit.doc
RESOLUTION NO.
A RESOLUTION APPROVING THE SECOND AMENDMENT TO THE MANAGEMENT
AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND FIRST TRANSIT,
INC.
Whereas, the City of Dubuque has identified the need for a transit management
company; and
Whereas, the City of Dubuque and First Transit, Inc. entered into a management
agreement on April 3, 2006; and
Whereas, a current staffing vacancy exists at KeyLine Transit.
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA;
Section 1. That the second amendment to the First Transit management
agreement (dated April 3, 2006) be approved to expand the Dubuque management
team by adding a transportation clerk for an additional monthly fee of $4,416.67.
Passed, approved and adopted this 5thday of February, 2007.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
F:\USERS\DHeiar\TransitlResolution approving amendment 2 to DA.doc
CONFIDENTIAL ACCOUNT CLERK
DEPARTMENT: Transit
GENERAL STATEMENTS OF DUTIES: Under supervision, applies routine bookkeeping principles
to the maintenance of accounting, payroll and fiscal records and administering of grants; performs
related work as required.
DISTINGUISHING FEATURES OF THE CLASS: Performs specialized work involving the
independent application of bookkeeping principles to the administration of grants and to the
maintenance of accounting, fiscal and payroll records. Employees in this class work with clearly
established accounting systems and procedures. Work is reviewed by technical supervisors
through verification of financial records and statements and through periodic audits.
EXAMPLES OF WORK (ILLUSTRATIVE ONLY):
ESSENTIAL: Performs routine posting, elementary bookkeeping, cost accounting, payroll and
related duties; administers state and federal grants; enters information into the computer; maintains
journals and subsidiary ledger accounts, billings and accounts receivables, purchase orders,
invoices, vouchers and checks; operates a calculator, computer, copier and related office
equipment; prepares information packets for the Transit Board members and records minutes of
Board meetings; provides information as requested; prepares bank deposits and reconciles
account; prepares payroll; maintains files; prepares statistical data and reports; interacts with
customers and the general public in person, by telephone and through mail and/or a-mail
correspondence; responds to customer inquiries in a courteous and prompt manner; assists with
annual audit workpapers.
KNOWLEDGE, SKILLS AND ABILITIES:
ESSENTIAL: Knowledge of bookkeeping principles and procedures; knowledge of modern office
practices, procedures, systems and equipment; knowledge of basic municipal accounting and
payroll procedures and principles; ability to apply accounting principles to the maintenance of fiscal,
accounting and payroll records and to state and federal grants; ability to perform detailed work
involving written and numeric data and to make arithmetic calculations rapidly and accurately; ability
to type from copy at the rate of 30 words per minute; ability to rapidly enter data into a computer;
ability to understand and cany out complex oral and written instructions; ability to establish and
maintain effective working relationships with employees and the public; ability to communicate
clearly, both orally and in writing; ability to meet the public courteously and to obtain and give
information; demonstrated ability to follow a management style that is input oriented and values
problem solving and the development of partnerships; desire to be part of an organization that
values service, people, integrity, responsibility, innovation and teamwork; skill in the operation of a
calculator, typewriter, computer and other office equipment; skill in the use of word processing and
spreadsheet software applications.
ACCEPTABLE EXPERIENCE AND TRAINING: Some experience in bookkeeping, accounting,
payroll and related clerical work and graduation from high school or its equivalent, supplemented by
college level course work in accounting; or any equivalent combination of experience and training
which provides the essential knowledge, skills and abilities.
6/29/06