Public Works Department Reorganization June 2016 Copyright 2014
City of Dubuque Consent Items # 30.
ITEM TITLE: Public Works Department Reorganization
SUMMARY: City Manager recommending approval of the elimination of
the current Street/Sewer Maintenance Supervisor position
and the creation of the position of Assistant Public Works
Director. It is further recommended that a Field Supervisor
position be created to assist the Assistant Public Works
Director with on-site management of field operations.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Public Works Department Proposed Reorganization- City Manager Memo
MVM Memo
Department Reorganization Request Staff Memo
Assistant Public Works Director Job Diecripton Supporting Documentation
Public Works Department Chart Supporting Documentation
Public Works Department Field Supervisor Supporting Documentation
THE CITY OF Dubuque
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Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Public Works Department Proposed Reorganization
DATE: June 13, 2016
Public Works Director John Klostermann recommends City Council approval of the
elimination of the current Street/Sewer Maintenance Supervisor position and the
creation of the position of Assistant Public Works Director. It is further recommended
that a Field Supervisor position be created to assist the Assistant Public Works Director
with on-site management of field operations. John Klostermann proposes the staffing
changes to prepare the Public Works Department for long duration emergency
operations and future department management needs.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
John Klostermann, Public Works Director
Dubuque
THE CSTY OF kjtW
LjdibAmaricaCflY
Masterpiece on the Mississippi 2009.2012.2013
TO: Michael C. Van Milligen, City Manager f
FROM: John Klostermann, Public Works Director
SUBJECT: Public Works Department Proposed Reorganization
DATE: June 7, 2016 u
INTRODUCTION
In this memorandum, I'll review for you budget impacts and funding options for a y
proposed staffing reorganization of the Public Works Department.
BACKGROUND
Former Public Works Director Don Vogt retired on April 29, 2016. Under Don's
leadership, the department has been able to provide a high level of service while
meeting the administrative needs of the department. As I move into the public works
director's position, I propose the following staffing changes to prepare the department
for long duration emergency operations and future department management needs.
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DISCUSSION E
I recommend the elimination of the current street/sewer maintenance supervisor
position and the creation of the position of assistant public works director. I am also
recommending that a field supervisor position is created to assist the assistant public
works director with on-site management of field operations.
I have worked with Personnel Manager Randy Peck to identify the responsibilities which
would be assigned to the assistant public works director position, and we agree that the
salary for the position should be set at GE-38.
While the current salary grade of the street/sewer maintenance supervisor position is
grade GE 37, the position is funded in Fiscal Year 2017 at salary step F ($87,092+5%
longevity). The pay range for the proposed assistant public works director position
(GE-38) is $70,291 at step A and $91 ,889 at step F. For the purpose of this budget
proposal, I will use step C of the salary scale for the assistant public works director
position with no annual increases to the step scale. Similar to the public works director
position, the position would be funded from the general fund, road use tax fund, sanitary
sewer fund, storm sewer fund, landfill fund, garage fund, and solid waste fund.
Below is the impact on future budgets if the assistant public works director position is
approved.
Street/Sewer Maintenance Assistant Public Works Budget Impact
Supervisor position Director position
Salary Grade GE-37 Salary Grade — GE 38
FY 2017 Step F $91 ,442 FY2017 Step C $78,158 Estimated savings FY 2017
(includes 5% longevity) $13,284 (based on FY 2017
budget)
FY2018 Step F $91,442 FY2018 Step D $82,066 Estimated savings in FY
2018 $9,376 (based on FY
2017 wage plan
FY2019 Step F $91 ,442 FY2019 Step E $86,169 Estimated savings in FY
2019 $5,273 (based on FY
2017 wage plan)
FY2020 Step F $91,442 FY2020 Step F $90,478 Estimated cost savings in
FY2020 $964 (based on FY
2017 wage plan)
Budget Impact FY2017-FY2020
Estimated Cost Savings $28,897
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I am estimating that the creation of the assistant public works director position at a
salary grade of GE-38, with a starting salary of $78,158 (step C), will save the
department an estimated $13,284 in FY 2017 and $28,897 over the next four years.
The second position requested is the creation of a Public Works Field Supervisor
position. Personnel Manager Randy Peck and I agree that the salary for this position
should be grade GE-31, which is equal to similar positions in other departments,
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including the Airport Operations Specialist, Engineering Assistant II, and Water
Distribution Foreman positions. This position would be a civil service position and
would qualify for overtime compensation.
For the purpose of this budget proposal, I would propose that a current street
maintenance foreman is promoted and that one foreman position in the street
maintenance activity is eliminated. j
I would also assume that the base salary cost of the proposed position (Step F $63,127)
would be increased by $15,000 due to overtime costs.
2
Street Maintenance Public Works Budget Impact
Foreman Field Supervisor
Salary Grade GD-11 Salary Grade — GE 31
Currently funded in FY17 Based on FY17 Budget
Public Works Budget Estimate
FY 2017 Step F $26.63 hr. FY2017 Step C $30.35 hr. FY 2017 - $7,737 annual
$55,390 + $15,000 OT $63,127 + $15,00 OT increase based on FY 2017
$70,390 (estimate does not $78,127 (estimate does not budget
include longevity) include longevity) j
One Street Maintenance One Public Works Field Increased budget funding
Foreman position would be Supervisor position would needed in FY 2017 to
eliminated be created support this change is
$7,737
The proposed Public Works Field Supervisor position would be funded 100% by road
use tax funds. The estimated additional cost to the department for this position in
FY2017, using the scenario described above, is $7,737.
BUDGET IMPACT
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Creation of an Assistant Creation of a Public Works Net budget savings if
Public Works Director Field Supervisor implemented as
position Salary Grade — GE 31 recommended
Salary Grade — GE 38
Cost savings in FY 2017 Additional cost in FY 2017 Cost Savings in FY 2017
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$13,284 $7,737 $5,547
Based on the budget scenarios listed above I am estimating a budget savings of $5,547
in personnel costs in the Public Works Department in FY 2017.
ACTION STEP
I am requesting that you approve the Public Works Department's revised organizational
structure as recommended.
Cc: Randy Peck, Personnel Manager
Jennifer Larson, Budget Director
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ASSISTANT PUBLIC WORKS DIRECTOR
GENERAL STATEMENT OF DUTIES: Under the general direction of the Public Works I
Director, assists in managing the activities of the Public Works Department. Performs
related work as required.
DISTINGUISHING FEATURES OF THE CLASS: This position is responsible technical
and administrative work in assisting in planning, directing and coordinating the activities
of the Public Works Department. The employee in this class exercises discretion and
independent judgment. Assignments and general direction are received from the Public
Works Director. Work is reviewed by the Public Works Director through reports,
conferences and results achieved. The Assistant Public Works Director is part of the
City Managers Leadership Team and acts as the department manager in the manager's
absence.
EXAMPLES OF WORK (ILLUSTRATIVE ONLY):
ESSENTIAL: Plans supervise and inspect the work of employees engaged in street,
sewer, traffic signal, street lighting, riverfront maintenance.and snow, ice and flood
control activitiesand reviews and analyzes methods, equipment used and performance
to find ways of increasing effectiveness, improving results or effecting economies in
operations and maintenance activities maintains good public relations through
courteous and prompt attention to complaints and inquiries and by directing the public to
the appropriate department; assists in the development of long-range plans and work
plans for the management of the Public Works Department and its associated activities;
assists in the development of the budget (operating and capital) for the Public Works
Department; conducts and coordinates employee training and promotes instruction in
safety and improved work procedures and methods; analyzes and interprets cost
reports, work records and operating procedures; assists in the preparation of operating
reports; participates in Leadership Team meetings; attends conferences and other
educational meetings and reviews professional literature to keep current on public
works issues; assists in the selection, evaluation and review of employee performance;
prepares technical specifications for a variety of purchases.
KNOWLEDGE, SKILLS, AND ABILITIES:
ESSENTIAL: Considerable knowledge of the principles and practices of public works
operations or local government administration; skill in the use of word processing,
spreadsheet, electronic presentation and proprietary software utilized by the Public
Works Department; considerable knowledge of: organizational and management
practices as they apply to the analysis and evaluation of programs, policies and
operational needs; considerable knowledge of the materials, methods and practices
used in street, sewer, traffic signal, traffic sign and street lighting system maintenance,
flood, snow and ice control and street cleaning operations; considerable knowledge of
the safety requirements related to the maintenance of streets, sewers, traffic signals,
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traffic signs, street lighting systems, flood, snow and ice control and street cleaning
operations; considerable knowledge of modern record keeping and cost accounting
methods and practices; considerable knowledge of recent developments and trends,
current literature and sources of information related to Public Works operations;
considerable knowledge of alternative service level (modified zero base) budgeting
systems and performance-based evaluation systems; considerable knowledge of
organizational development concepts, techniques and philosophies; considerable
knowledge of the maintenance of a gravity flow sanitary sewer collection system and
storm sewer system; considerable knowledge of the types and uses of light and heavy
construction and related equipment used in the various activities of the Public Works
Department; considerable knowledge of the occupational hazards and necessary safety
precautions applicable to the activities of the department; considerable knowledge of
state and federal regulations governing a sanitary sewer system and the other activities
of the department; considerable knowledge of the methods and techniques used in
preparing a multi-year capital improvement program budget; ability to make decisions,
recognizing established practices and to use resourcefulness and tact in solving
problems; ability to determine long-range needs and to plan and organize work for the
accomplishment of objectives; ability to prepare material and labor cost estimates;
ability to perform a variety of tasks without close supervision; ability to supervise and
coordinate the activities of employees; ability to prepare clear, concise and accurate
reports; ability to establish and maintain effective working relationships with employees,
city, state and federal officials, representatives of other agencies and the general public;
ability to interpret programs and policies to public and private groups and to the general
public; ability to communicate clearly, both orally and in writing; ability to provide strong
leadership to the department, challenge traditional ways of doing things and implement
new and innovative ways of accomplishing department objectives; ability to work nights,
holidays and weekends as needed during snow and ice control operations or other
emergency operations; demonstrated ability to follow a manage philosophy that is input
oriented and values problem solving and development of partnerships; demonstrated
ability to work effectively as a team; desire to be part of an organization that values
service, people, integrity and responsibility, innovation and teamwork.
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ACCEPTABLE EXPERIENCE AND TRAINING: Considerable supervisory experience
in public works maintenance and operations activities; graduation from an accredited j
four-year college or university with major coursework in business administration, public
administration or related field; or any equivalent combination of experience and training
which provides the essential knowledge, skills and abilities.
SPECIAL REQUIREMENT: Possession of or the ability to obtain and maintain a valid
Iowa Driver's License.
04/19/16
Proposed
City of Dubuque
PUBLIC WORKS DEPARTMENT
Organizational Chart
1 Public Works Director (GE-41)
1 Accountant Clerk II
1 Secretary
.50 Part-Time Clerical
1 Assistant Public Works Director (GE-38)
1 1 Resource Management 1 Equipment
1 Field Supervisor (GE-31) Coordinator & Maintenance
Supervisor Supervisor
GE-35 GE-35
Street Maintenance Floodwall/ Street Lighting/ Refuse Collection/ Municipal Garage
Street Signs & Sewer Maintenance Signal Maintenance Recycling 2.0 Lead Mechanic
Markings 2.47 Foremen 1.821raffic Signal Techs II 1.00 Lead San. Driver 7.0 Mechanics
0.17 Traffic Signal Techs II 0.88 Equip. Operators II 0.02 Equip. Operators 17.00 Sanitation Drivers 2.0 Stock Clerks
3.48 Foremen 0.02 Maintenance Workers 1.00 Sanitation Laborer 0.15 Part-time Custodian
6.01 Equipment Operators II 4.51 Equip. Operators 1 0.67 Seasonal San. Driver
1.16 Maintenance Workers 0.40 Truck Drivers 0.08 Part-time Custodian
4.96 Equipment Operators 1 0.13 Seasonal Laborers
10.60 Truck Drivers 1 Solid Waste Agency
0.42 Asst. Horticulturalist Administrator
0.38 Part-time Custodian GE-36
1.78 Seasonal Laborers
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1 Solid Waste Agency Facility Supervisor (GE-35)
Riverfront Management/
Port of Dubuque Maint. Landfill/Composting/HHMRCC
0.82 Maintenance Worker
0.01 Traffic Signal Techs 11 6.00 Equipment Operators II
0.58 Equip. Operators 2.00 Scale Operators
1.23 Seasonal Laborer 075 Mechanic
0.75 Seasonal Equip. Operator
PUBLIC WORKS FIELD SUPERVISOR
GENERAL STATEMENT OF DUTIES: Plans and supervises the activities of the street
and sewer maintenance operations; performs related work as required.
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DISTINGUISHING FEATURES OF THE CLASS: Work involves responsibility for
planning, organizing, assigning and reviewing the work of skilled and semi-skilled
employees involved in the maintenance and repair of streets, sewers alleys, traffic
signals, street lights and in snow removal and street cleaning operations. Assignments
and general policies are received from the Assistant Public Works Director. The
employee in this class is expected to exercise discretion and independent judgment in
directing the varied activities of the street and sewer maintenance operations. Work is
reviewed by the Assistant Public Works Director through operating records, inspection
of facilities and adequacy, efficiency and effectiveness of services provided.
EXAMPLES OF WORK (illustrative only): Plans, organizes, supervises and inspects
the work of employees engaged in street, sewer, alley, bridge, curb, sidewalk, traffic
signal, traffic sign and street lighting system repair and maintenance; supervises snow
and ice removal and street cleaning operations; performs snow and ice removal duties
as needed; maintains records and prepares reports; determines, controls and maintains
an inventory of necessary supplies and equipment; reviews specifications and analyzes
bids for the purchase of supplies and equipment; reviews and analyzes methods,
equipment used and performance to find ways of increasing efficiency and
effectiveness, improving results or affecting economies in operation and maintenance
activities; inspects projects to determine what work is needed and how it can be
accomplished; assists the Assistant Public Works Director in coordinating maintenance
activities with other departments and divisions of the City; conducts in-service training;
evaluates the quality of work of employees and promotes instruction in safety and
improved work procedures and methods; prepares estimates of operating needs and
submits requests for supplies, equipment and materials as needed; reviews budgets,
work programs and technical reports; maintains good public relations through courteous
and prompt attention to complaints and inquiries.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Considerable knowledge of the
materials, methods and practices used in street, sewer, traffic signal, traffic sign and
street lighting system maintenance and in snow removal and street cleaning operations;
considerable knowledge of the safety requirements related to the maintenance of
streets, traffic signals, traffic signs, street lighting systems, snow removal and street
cleaning operations; considerable knowledge of the maintenance of a gravity flow
sanitary sewer collection system and storm sewer system; considerable knowledge of
the types and uses of light and heavy construction and related equipment used in
various activities of the Public Works Department; considerable knowledge of the
occupational hazards and necessary safety precautions applicable to street and sewer
maintenance activities; knowledge of modern record keeping and cost accounting
methods and practices; knowledge of recent developments and trends, current literature
and sources of information related to street, traffic signal, traffic sign and street lighting
system maintenance and snow removal and street cleaning operations; k knowledge of
organizational development concepts, techniques and philosophies; ability to make
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decisions, recognizing established practices and to use resourcefulness and tact in
solving problems; ability to plan, assign, supervise and coordinate the activities of
skilled and semi-skilled employees; ability to determine long range needs and to plan
and organize work for the accomplishment of objectives; ability to establish and
maintain effective working relationships with employees and the general public; ability to
prepare material and labor cost estimates; ability to perform a variety of tasks without
close supervision; ability to communicate clearly, both orally and in writing; ability to
work nights, holidays and weekends as needed during snow and ice control operations
or other emergency operations; demonstrated ability to follow a management
philosophy that is input oriented and values problem solving and development of
partnerships; demonstrated ability to be a team player; desire to be part of an
organization that values service, people, integrity, responsibility, innovation and
teamwork.
ACCEPTABLE EXPERIENCE AND TRAINING: Some supervisory experience in
street and sewer maintenance and related public works operations; possession of a
high school diploma or its equivalent, supplemented by college level course work in civil
engineering, business administration or public administration; or any equivalent
combination of experience and training which provides the essential knowledge, skills
and abilities.
SPECIAL REQUIREMENTS: Possession of, or ability to obtain and maintain a valid
commercial driver's license with air brake and combination endorsements.
05/18/16
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