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5.2. ERMUSR 09-09-2014 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: Elk River Municipal Utilities Commission Wage and Benefits Committee: John Dietz—Chair John Dietz—Chair Al Nadeau—Vice Chair Troy Adams—General Manager Daryl Thompson—Trustee Mark Fuchs—Electric Superintendent Theresa Slominski—Office and Finance Manager MEETING DATE: AGENDA ITEM NUMBER: September 9, 2014 5.2 SUBJECT: Wage and Benefit Committee Update—Proposed Position Changes BACKGROUND: On August 11th the Wage and Benefits Committee met to review personnel projections relating to planned organizational growth. The Committee also discussed anticipated changes to positions relating to the National Information Solutions Cooperative (NISC) software conversion. A number of the changes discussed are expected to happen after the Customer Care and Billing (CC&B)module of the software go live in February 2015. There were also a number of changes that could be required immediately that relate to the Accounting and Business Solutions (ABS) module that went live in August. The Committee had consensus on the need for these discussed changes and gave direction to management to further analyze the specific details of the changes and the expected changes to labor costs. The Committee gave consensus to bring back the position changes with details and costs to the Commission for consideration. DISCUSSION: Of the changes discussed,three changes have recently developed as critical and time sensitive: Billing Specialist The first is the Billing Specialist position which has been vacant since mid-June. This position is responsible for the preparation of the monthly billing statements, processing of automatic bank pay files, and other customer service and general offices duties. With the NISC CC&B conversion scheduled to go live in February 2015, the majority of this position's duties go away. Because of these major changes, the position was not filled after it became vacant in June. All of this position's duties have been absorbed by the Customer Service Manager and other office personnel as the CC&B module is implemented. Temporary accounting staff has been brought in to the office for supplemental assistant with the conversion and have helped to complete some of the displaced job duties relating to the shift in work load. Even though the job duties for the Billing Specialist are going away in 2015, the need for the position does not. There will be significant need for additional accounting support. The Committee discussed backfilling the vacancy for this position in 2015 with an accountant. This accountant would then fill an additional and absolutely critical role of backing up the Purchasing r0111EREI 11 r<,W . -1-1:1 Page 1 of 3 NATURE Reliable Public Power Provider P O W E R E D T o S v E 28 Specialist and the Accounts Payable/Payroll Specialist. During the ABS module software conversion it has become evident that these two specialist positions need to have a backup. Both of these specialist positions would benefit from having someone with accounting or finance experience, and this would apply for the backup as well. The logic behind not filling the vacant Billing Specialist position was that there would not be sufficient time to train in a new person while implementing the software conversion. We also wanted to wait and see how the job duties might change due to the software conversion. It has become critical that we back fill the vacant position now with an accountant to assist during the software implementation and provide much needed backup for the Purchasing Specialist and the Accounts Payable/Payroll Specialist. After the implementation,this accountant position will transition into more routine duties while continuing to provide the essential backup coverage. The Billing Specialist position is at Pay Grade 3 of the Office Group of the ERMU Pay Plan and the Accountant position is at Pay Grade 6. With an October hire, there would be a differential from the current budgeted labor costs of approximately$3,900 not considering benefits. By not immediately backfilling the vacated Billing Specialist position, there has been a labor savings through mid-September of approximately$12,500 not including benefits. Inventory/Maintenance Person The second critical position change is the Inventory/Maintenance Person position. This position performs and assists with inventory duties, performs building maintenance and custodial duties for the Field Services Buildings, and assists with other field and office staff general duties. With the changes related to the implementation of the ABS module, the inventory system has evolved significantly. This position has assisted the Purchasing Specialist with physical duties relating to inventory. There is a critical need to change this role to provide additional oversight for inventory from the field. This change would also involve providing a layer of backup for the Billing Specialist. Currently this position performs the general maintenance and custodial duties for all of the Field Services Buildings. In order to add additional inventory responsibilities to this position, the maintenance and custodial duties will need to be shifted elsewhere. The custodial duties for the Utilities' Office Building are contracted with the City of Elk River. This contractual relationship has worked very well. Management has held discussions the City Finance Director about the possibility of expanding the contracted custodial duties to include the Field Services Buildings. These discussions are ongoing, but it is extremely likely that the City and Utilities will find mutually beneficial solution for a reasonable cost. If it is not possible, ERMU would look at other custodial contract options. The proposed changes to this position would result in a change in the job position points and would result in a shift from Pay Grade 5 of the Field Group of the ERMU Pay Plan to Pay Grade 6. This proposed change would result in an approximate $1,500 increase for the balance of 2014 not including benefits. Bore Rig Operator/Groundsworker The third critical position change discussed was the Bore Rig Operator/Groundsworker position. This position is part of a two person team that performs the operation of the bore rig machinery and related equipment. Originally this position was filled by lineworkers while the new construction had decreased. When the workload increased, the position was filled by one of POWERED Page 2 of 3 INATURE1 Reliable Public Power Provider P OwERED T O S ERVE 29 ERMU's two locators. In early 2014, this locator who was also filling the Bore Rig Operator duties was promoted into a new Meter Technician position. The vacant Bore Rig Operator position was filled in May of 2014. The ABS module implementation's changes in inventory and work order process have created a shift of work to the field staff, in particular the previously mentioned Inventory/Maintenance position. This has also resulted in an increase of work for the Electric Superintendent. With the turnaround in the economy, the Electric Superintendent has also been overwhelmed with job planning. In addition to the job planning there has been a need to assist the Billing Specialist with bidding, quoting, and ordering of materials. To assist with this shift in work load, the new Bore Rig Operator/Groundsworker has stepped up and assisted by planning jobs, ordering materials,permitting jobs, communicating with customers, coordinating with other crews and departments, and providing bore rig crew leadership. This crew leadership includes providing work direction, safety tailgate discussions, and taking responsibility for the projects, crew, and equipment. These were responsibilities and duties that Management had not ever considered being included in this position,but have now found the Utilities in a position where these contributions are critically needed and are proposing making them a permanent part of the position. This position is currently at Pay Grade 6 of the Field Group of the ERMU Pay Plan. The increased responsibility for the proposed changes to this position would result in an increase in position points that would put this position into Step 4 of Pay Grade 8. This proposed change would result in an approximate $1,900 increase in labor cost for the balance of 2014. This position was budgeted for all of 2014 but not filled until mid-May. This delay in filling this position resulted in a savings of approximately$22,400 not including benefits. FINANCIAL IMPACT: The 2014 increased cost in labor to make all three proposed changes would be approximately $7,300. The 2014 labor savings already realized related to these positions has been approximately$35,000. ACTION REQUESTED: Staff recommends: approving the replacement of the Billing Specialist with an Accountant; approving the change for the Inventory/Maintenance Person to become the proposed Inventory Person; and approving the change for the Bore Rig Operator/Groundsworker to become the proposed Lead Bore Rig Operator. ATTACHMENTS: • ERMU Accountant Position Description—9/5/2014 • ERMU Billing Specialist Position Description—9/26/2013 • Proposed ERMU Inventory Person Position Description—9/3/2014 • ERMU Inventory/Maintenance Person Position Description—9/12/2013 • Proposed ERMU Lead Bore Rig Operator Position Description—9/4/2014 • ERMU Bore Rig Operator/Groundsworker Position Description—4/14/2014 POWERED Dr Page 3 of 3 NATURE Reliable Public Power Provider P O W E R E D T o S E R V E 30 LL4- Elk River Accountant Municipal Utilities Position Description Department: Immediate Supervisor: Office Finance & Office Manager Pay Group: Office FLSA Status: Last Updated: Pay Grade: 6 Non-Exempt 9/5/2014 Positions Supervised: N/A Position Summary Prepare and analyze financial information. Provide analysis of financial and business data. Provide support for other departments as needed. Essential Functions 1. Prepare and analyze financial information. A. Prepare monthly and annual financial statements. B. Assist with General Ledger posting and reconciliation, including investment and bonding activities. C. Prepare monthly bank reconciliation. D. Assist with year-end independent audit. E. Assist in maintaining and verifying accurate and timely financial records. F. Record and monitor fixed assets and related depreciation. G. Monitor records and submit annual reports for abandoned property. 2. Provide analysis of financial and business data. A. Analyze financial processes and procedures to improve the accuracy and efficiency of financial systems. B. Participate in the annual budget preparation with the Finance and Office Manager. C. Assist with analysis of appropriate rates and fees to support long term goals of the utility. 3. Provide support for other departments as needed. A. Assist other departments with the collection and disbursement of funds including the proper coding of General Ledger accounts for payroll and expenses. B. Assist other departments with the physical monitoring and recordkeeping of inventory. C. Assist other departments with various inquiries of financial data and budgets for proper understanding of utility function and needs. D. Function as backup for the Purchasing Specialist and Accounts Payable Payroll Specialist. Page 1 31 4. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in ongoing safety training. D. Provide other general office duties and back-up coverage as assigned. Required Knowledge, Skills, and Abilities • Knowledge of accounting processes and rules and regulations. • Ability to efficiently use accounting software. • Ability to effectively interact with supervisors, other employees, and customers. • Ability to communicate effectively. • Ability to interact with customers in a courteous and efficient manner. • Ability to efficiently use computer, word processing and spreadsheet software,phone, copier, and other standard office equipment. Minimum Qualifications • Bachelor's Degree with a major in Accounting or Finance • Five years of accounting experience Preferred Qualifications • Previous experience with utility accounting and/or billing functions. • Previous experience with fixed asset records and depreciation. • Familiar with fund accounting and/or GASB rules and regulations. This Position Description is not intended to be all-inclusive. It is within Elk River Municipal Utilities' discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Accountant Page 2 9/5/2014 32 Elk River — Billing Specialist Municipal Utilities Position Description Department: Immediate Supervisor: Office Finance and Office Manager Pay Group: Office FLSA Status: Last Updated: Pay Grade: 3 Non-Exempt 9/26/2013 Positions Supervised: N/A Position Summary Prepare monthly billing statements. Process Automatic Bank Pay files. Perform customer service and general office duties. Provide support for office staff, management and field workers. Essential Functions 1. Prepare monthly billing statements. A. Set up all new residential and commercial accounts. B. Prepare billing statements. C. Print, stuff, and mail statements, inserts, and special mailings. D. Prepare postage report. 2. Process Automatic Bank Pay files. A. Set up new automatic bank pay customers. B. Process any changes and/or cancellations. C. Pre-note all new, changed, or cancelled accounts. D. Prepare and send the monthly bank file. 3. Perform customer service duties. A. Answer phones and assist or redirect calls to the appropriate persons. B. Greet and assist walk-in customers at counter. C. Open, sort, and distribute mail. D. Process or redirect incoming customer email or website generated inquiries. 4. Provide support and back-up for other specialists, and support for management and field workers. A. Support process for credit and collections, accounts payable and accounts receivable, and purchasing. B. Provide support for management and field workers as needed. 5. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. Page 1 33 C. Participates in safety training. Required Knowledge, Skills, and Abilities • Knowledge of billing and bill stuffing processes, software, and equipment. • Ability to effectively interact with supervisors, other employees, and customers. • Ability to communicate effectively. • Ability to interact with customers in a courteous and efficient manner. • Ability to efficiently use computer, word processing and spreadsheet software,phone copier, and other standard office equipment. Minimum Qualifications • High School degree or equivalent. • Two years of billing and customer service experience. • Valid driver's license. Preferred Qualifications • College or vocational training. This Position Description is not intended to be all-inclusive. It is within Elk River Municipal Utilities' discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Billing Specialist Page 2 9/26/2013 34 Elk River Inventory Person Municipal Utilities Position Description Department: Immediate Supervisor: Electric Electric Superintendent Pay Group: Field FLSA Status: Last Updated: Pay Grade: 6 Non-Exempt 9/3/2014 Positions Supervised: N/A Position Summary Perform and assist with inventory duties. Assist field and office staff with general duties. Essential Functions 1. Perform and assist with inventory duties. A. Perform parts and materials duties including receiving, shipping, loading, unloading, storing, and delivery. B. Assist with organization and record keeping of physical inventory. C. Oversee annual inventory count. D. Oversee vehicle inventory counts. E. Monitory supply levels and replenish as necessary. F. Compile bid documents for larger projects and send out requests for bids. G. Send out quote requests for various purchasing needs. H. Assist with invoicing preparation for services and materials. 2. Assist field and office staff with general duties. A. Perform general duties to support management. B. Perform roadside construction flagging duties. 3. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. D. Assist with snow removal for ERMU facilities. E. Performs other duties as assigned. Required Knowledge, Skills, and Abilities • Ability to efficiently operate construction type equipment. • Ability to make decisions within policy and position parameters. • Ability to effectively interact with supervisors, other employees, and customers. • Ability to communicate effectively. • Ability to interact with customers in a courteous and efficient manner. Page 1 35 • Ability to efficiently use computer, word processing and spreadsheet software,phone, copier, and other standard office equipment. • Physical ability to perform job duties. Minimum Qualifications • High School degree or equivalent. • Three years applicable experience. • Possess a valid Minnesota driver's license with the ability to obtain and maintain a Minnesota Class A license within 1 year. Preferred Qualifications • College or vocational training. • Previous electric utility experience This Position Description is not intended to be all-inclusive. It is within Elk River Municipal Utilities' discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Inventory Person Page 2 9/3/2014 36 Elk Riv*--, Inventory/Maintenance Person Municipal Utilities Position Description Department: Immediate Supervisor: Electric Electric Superintendent Pay Group: Field FLSA Status: Last Updated: Pay Grade: 5 Non-Exempt 9/12/2013 Positions Supervised: N/A Position Summary Perform and assist with inventory duties. Perform building maintenance and custodial duties. Assist field and office staff with general duties. Essential Functions 1. Perform and assist with inventory duties. A. Perform parts and materials duties including receiving, shipping, loading, unloading, storing, and delivery. B. Assist with organization and record keeping of physical inventory. 2. Perform building maintenance and custodial duties. A. Perform general building and grounds maintenance at utilities' facilities including power plant, substations, and water production facilities. B. Perform lawn mowing and trimming at utilities' facilities. C. Clean buildings, floors,bathrooms, garages, and utilities' grounds. D. Assist with snow removal for utilities' facilities. 3. Assist field and office staff with general duties. A. Perform general duties to support management. B. Perform roadside construction flagging duties. C. Assist office with bill processing duties. 4. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. D. Performs other duties as assigned. Required Knowledge, Skills, and Abilities • Ability to efficiently operate construction type equipment. • Ability to make decisions within policy and position parameters. • Ability to effectively interact with supervisors, other employees, and customers. • Ability to communicate effectively. Page 1 37 • Ability to interact with customers in a courteous and efficient manner. • Ability to efficiently use computer, word processing and spreadsheet software,phone, copier, and other standard office equipment. • Physical ability to perform job duties. Minimum Qualifications • High School degree or equivalent. • Possess a valid Minnesota driver's license with the ability to obtain and maintain a Minnesota Class A license within 1 year. Preferred Qualifications • College or vocational training. • Previous electric utility experience This Position Description is not intended to be all-inclusive. It is within Elk River Municipal Utilities' discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Inventory/Maintenance Person Page 2 9/12/2013 38 Elk River Lead Bore Rig Operator Municipal Utilities Position Description Department: Immediate Supervisor: Electric Electric Superintendent Pay Group: Field FLSA Status: Last Updated: Pay Grade: 8 Non-Exempt 9/4/2014 Positions Supervised: N/A Position Summary Oversee bore rig crew planning and provide work direction for crew; Assist with project planning, materials planning, permitting, and customer communications; Perform operation of bore rig machinery and related equipment; placement of underground facilities to project drawings and installation specifications; locate utilities via hand digging, vac-tron, mini excavator, or other equipment; restoration and other groundswork. Essential Functions 1. Responsible for providing work direction for assigned bore rig crew. A. Responsible for planning work load schedule for assigned projects and to communicate relevant information to Line Foreperson and Electric Superintendent. B. Responsible for crew record keeping, daily timesheets, material inventory sheets, truck log, tailgate sessions, etc. C. Responsible for assisting and training bore rig crew. D. Responsible for the operation of any assigned vehicles,tools, and equipment. E. Assist in project planning,materials planning,permitting, and customer communications related to bore rig projects. 2. Perform operation of bore rig machinery and related equipment A. Placement of underground facilities per project drawings and installation specifications. B. Locate utilities via hand digging, vac-tron, mini excavator, or other equipment. C. Proficiently operate bore rig and head locates. D. Perform restoration of work sites. E. Perform pneumatic pushes. 3. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participation in safety training. D. Participation in industry training. Page 1 39 E. Assist with flagging and road closures. F. Perform snow removal for ERMU facilities. G. Assist with tree trimming and brush removal. H. Assist line crews and/or other departments as needed. Required Knowledge, Skills, and Abilities • Ability to efficiently operate machinery and equipment. • Ability to make decisions within policy and position parameters. • Ability to effectively interact with supervisors, other employees, and customers. • Ability to communicate effectively. • Ability to interact with customers in a courteous and efficient manner. • Ability to engage in physical labor. • Ability to frequently lift 50 lbs. • Ability to read construction documents, drawings, maps, and specifications. Minimum Qualifications • High School degree or equivalent. • Five years applicable experience. • Possess a valid Minnesota driver's license with the ability to obtain and maintain a Minnesota Class A license within 1 year. Preferred Qualifications • Familiarity with heavy construction equipment. • Previous locating experience This Position Description is not intended to be all-inclusive. It is within Elk River Municipal Utilities' discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Lead Bore Rig Operator Page 2 9/3/2014 40 Elk River __ Bore Rig Operator/Groundsworker Municipal Utilities Position Description Department: Immediate Supervisor: Electric Electric Superintendent Pay Group: Field FLSA Status: Last Updated: Pay Grade: 6 Non-Exempt 4/14/2014 Positions Supervised: N/A Position Summary Perform operation of bore rig machinery and related equipment; placement of underground facilities to project drawings and installation specifications; locate utilities via hand digging, vac- tron, mini excavator, or other equipment; restoration and other groundswork. Essential Functions 1. Perform operation of bore rig machinery and related equipment A. Placement of underground facilities per project drawings and installation specifications. B. Locate utilities via hand digging, vac-tron, mini excavator, or other equipment. C. Proficiently operate bore rig and head locates. D. Perform restoration of work sites. E. Perform pneumatic pushes. 2. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participation in safety training. D. Participation in industry training. E. Assist with flagging and road closures. F. Perform snow removal for ERMU facilities. G. Assist with tree trimming and brush removal. H. Assist line crews and/or other departments as needed. Required Knowledge, Skills, and Abilities • Ability to efficiently operate machinery and equipment. • Ability to make decisions within policy and position parameters. • Ability to effectively interact with supervisors, other employees, and customers. • Ability to communicate effectively. • Ability to interact with customers in a courteous and efficient manner. • Ability to engage in physical labor. • Ability to frequently lift 50 lbs. Page 1 41 • Ability to read construction documents, drawings, maps, and specifications. Minimum Qualifications • High School degree or equivalent. • Must be able to obtain a Minnesota Class A license within one year. Preferred Qualifications • Five years of experience. • Familiarity with heavy construction equipment. • Previous locating experience This Position Description is not intended to be all-inclusive. It is within Elk River Municipal Utilities' p p discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Bore Rig Operator/Groundsworker Page 2 4/14/2014 42