8.4. SR 01-17-2012REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 8.4
AGENDA SECTION MEETING DATE PREPARED BY
General Business January 17, 2012 Lauren Wipper, Human Resources
Re resentative
ITEM DESCRIPTION REVIEWED By
Street Maintenance Division Cal Portner, Ci Administrator
REVIEWED BY
ACTION REQUESTED
Approve interim pay adjustment for street superintendent assignment.
Approve street projects specialist position description and Mr. Hals filling that position.
Approve eliminating the assistant street superintendent position.
BACKGROUND/DISCUSSION
At last week's work session, Council gave staff direction to determine the appropriate timeline for the
transition of street superintendent duties from Phil Hals to Mark Thompson. An interim pay increase for
Mark Thompson is to be based on the timing of the transition of duties. The city's past practice is a 10%
increase for interim positions.
In addition, we propose two fizrther changes that appropriately correspond with the current division
structure changes.
• Place Mr. Hals into a new position entitled street projects specialist. This position reports to the
city administrator and would perform the duties as the attached position description details.
When Mr. Hals retires in 2013, this position will be eliminated.
• Eliminate the assistant street superintendent position. The division will be best served utilizing a
superintendent and lead maintenance operator, eliminating the need for the assistant position.
Interim Pay Adjustment
Phil Hals began a phased retirement on February 28, 2011. At that time, he continued to provide a
significant amount of direction to Mr. Thompson and the street maintenance division. It is difficult to
ascertain the degree of division management at any particular time during the process. Acknowledging
that the timelines are arbitrary and the transition was gradual, we have utilized a number of events to
distinguish pay changes, including budget work, street plowing/maintenance seasons, public works facility
planning and personnel/policy issues.
March - A ri12011 Bud etin eriod be ' s, end of winter lowin season 0%
May Budget continues, pavement management projects begin, 33%
PW facili tannin
June Mr. Thompson takes larger role in the budget and directing 50%
dail street o erations
i llf E R E II f Y
A'U'K
July Department structure overview by Mr. Hals in early July,
Thomson assumes more control 75%
Au st thro h December Winter re aration be ' s. 100%
With the schedule above, we recommend the retroactive pay adjustment for Mr. Thompson as he serves
as interim street superintendent. Mr. Thompson, as assistant street superintendent, was paid at the top of
pay grade 11. The recommended 10% increase is based on the top of pay grade 11. The percentages
above are the percentage of the total increase amount.
FINANCIAL IMPACT
The 2011 costs for the above recommended pay adjustment is $4,900 which includes pay, FICA, and
PERA. The 2011 amount will be booked to the division from the 2011 budget. The 2012 costs are
estimated to be $9,000. 'T'hese costs would come from the savings recognized from Mr. Hals phased
retirement, however are not budgeted in 2012. They will either be absorbed by the department budget or
be taken from the City Council Contingency line item.
ATTACHMENTS
^ Street Projects Specialist Position Description
Action Motion by Second by Vote
Follow Up
'~'' City of Elk River
of
lk -~-~ Street Projects Specialist
River Position Description
Department: Immediate Supervisor:
Public Works Ci Administrator
Pay Grade: FLSA Status: Last Updated: (date)
Exem t 1 /2012
Positions Supervised:
N/A
Position Summary
Responsible for completion of projects as assigned by the City Administrator. Provide management
assistance and backup to the interim Street Superintendent.
Essential Functions
Complete projects as assigned by the City Administrator.
A. In coordination with the City Engineer, manage organization of street improvement
and sealcoat projects. Develop a 10 year sealcoat program.
B. Complete the sign reflectivity and replacement program.
C. Assist in the coordination of the public works building expansion project.
D. Assist in the 2013 budget process.
E. Update division policies.
F. Complete other projects as assigned.
2. Provide management assistance and backup to interun Street Superintendent.
A. Be available to collaborate as requested by the interim Street Superintendent.
B. Assume the duties of the interim Street Superintendent during his planned absence
of three or more consecutive days.
C. At your availability, assume the duties of the interim Street Superintendent during
any unplanned absence.
3. Performs other essential job duties.
A. Communicate and coordinate work schedule with the interim Street Superintendent.
B. Maintain adherence to the requirements of the PERA Phased Retirement Program.
C. Follow all safety procedures.
D. Participate in safety training.
This Position Description is not intended to be all-inclusive. Iris lvithin the Cite of Ell: River's discretion
to assign additional duties and responsibilities or remove duties and responsibilities at anv time.
This Position Description does not constitute a Contract of Employment.
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