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10.4. SR 05-07-2018Request for Action To Item Number Mayor and City Council 10.4 Agenda Section Meeting Date Prepared by Work Session May 7, 2018 Cal Portner, City Administrator Item Description Reviewed by Street and Park Maintenance Reorganization Reviewed by Action Requested Receive information and provide direction. Background/Discussion Following the retirement of the street maintenance superintendent in December of 2017, the Council was advised of the city administrator's desire to appoint the parks maintenance superintendent as interim superintendent for both divisions. The administrator sought to find if a combined maintenance division would yield greater efficiencies in deployment of staffing and assets and improve service. Both divisions have had an infusion of new personnel due to retirements and resignations allowing for new ideas, increased enthusiasm, and desires or professional growth. This discussion will outline a proposed reorganization to save money, increase service levels, improve efficiency, and allow for better utilization of personnel and equipment. Financial Impact If supported by Council consensus, job descriptions would be further developed and approved by formal motion at a later date. The organizational plan would also be formally adopted and would include anticipated annual savings. Attachments ■ DRAFT Foreman Job Description ■ DRAFT Public Works Job Description ■ DRAFT Organizational Chart The Elk River Vision A PehoMing community Pitb revolutionary and spirited resourcefulness, exceptional P,` 01 W E H E 8 6 T service, and community engagement that encourages and inspires prosperity INAMIRE1 City of Elk River Division Foreman Position Description Department/Division: Immediate Supervisor: Public Works Public Works Superintendent Pay Grade: FLSA Status: Last Updated: (date) TBD Exempt 3.26.18 Positions Supervised: Field staff, art -time and seasonal employees. Position Summary The Division Foremen manage and direct the work of division employees in addition to handling a variety of associated administrative duties. Participates in field work as required and operates light and heavy equipment Essential Functions 1. Performs division duties in addition to other assignments as directed by the Public Works Superintendent. A. Assist Superintendent with development of weekly job lists; delegate and oversee daily work order assignments and equipment needs. B. Works closely with administration and staff on division activities and special events. C. Notifies Superintendent of employee performance or safety issues; maintain log throughout the year to assist the Superintendent with employee evaluations. D. Develop specifications and gather quotes for small contracts. E. Oversee work performed by contractors and inform Superintendent of status/issues. F. Assist with division materials and equipment purchasing decisions. G. Participates in the selection, oversight and maintains relationships with vendors and contractors. H. Provide technical advice for the preparation of bid specifications. I. Maintain accurate records (timekeeping, project costs, equipment lists, supply inventory, etc.) J. Participate in developing and implementing improved work processes or procedures. K. Serves as division representative in absence of the Superintendent. 2. Supervise Park/Street maintenance activities: A. Provides daily supervision over division maintenance personnel and project activity. Parks: Maintenance of beaches, grounds, trails, recreational, athletic/other park facilities, lots and equipment. Streets: Pavement management, snow and ice removal; right of way maintenance, concrete surfaces, inspect/maintain storm drain systems, compost site, street signs, and traffic control signage. B. Ensure crews have the appropriate manpower and resources to successfully perform their job. C. Conduct site inspections to ensure compliance with approved plans, codes and ordinances. D. Assist crews in the field as needed to successfully complete work assignments. E. Enforce safety policies and procedures; coordinates the cross -training program. 3. Public Relations A. Work cooperatively with city departments and other governmental agencies (county, state, federal). B. Receive, investigate, respond to, or recommend corrective action to public complaints. C. Support the relationship between the City of Elk River and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and city staff; D. Promotes city goals and priorities, and complies with all city policies and procedures. 4. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Responsible for staff to maintain a neat, clean, and safe work environment. D. Participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of principles, practices, and techniques in the construction, maintenance, and/or the repair of parks, playfields, trails, beaches and grounds; and in the maintenance and repair of streets, retaining walls, concrete structures and storm drains. ❑ Knowledge of mechanical systems or turf management, horticulture and forestry. ❑ Skill to communicate effectively, both orally and in writing. ❑ Ability to lift heavy objects (up to 50 pounds), walk and stand for long periods, and to perform strenuous physical labor under adverse environmental conditions. ❑ Ability to perform light mechanical repair and welding. ❑ Ability to prioritize workload and manage multiple activities simultaneously ❑ Ability to operate heavy and light motorized maintenance equipment. ❑ Ability to develop and maintain collaborative working relationships with a wide variety of park and transportation related groups. ❑ Ability to remain up to date on professional knowledge and skills. ❑ Ability to effectively supervise, direct, and motivate employees. ❑ Remain knowledgeable in new developments and innovations specific to the division. ❑ Ability to effectively maintain data using Ulti Pro, GIS, Cartegraph and Precise. ❑ Ability to effectively utilize Code Red Notification System in absence of Superintendent. ❑ Ability to manage inventory and order parts and supplies. ❑ Ability to effectively use computers, electronic aids and radios in daily communications. ❑ Ability to effectively direct the work of others. Minimum Qualifications ❑ High school diploma or equivalent. ❑ Five (5) years of increasingly responsible experience in Street or Park Maintenance and 2 years of lead or supervisory experience. ❑ Possess a valid Minnesota Class A CDL driver's license and have a good driving record. ❑ Demonstrated ability to proficiently use computers (MS Office Suite), radios, etc. ❑ Demonstrated ability to proficiently operate light and heavy equipment. ❑ Ability to respond to after hour emergency calls. Preferred Qualifications Page 2 Division Foreman 1.16.2018 ❑ Public Works Certification, Certified Playground Safety Inspector, Herbicide Applicators License, Certified Pool Operator License, Tree Inspector Certificate (or some combination thereof); welding experience. ❑ Possess an AB Operators License for Fuel Island Systems (MPCA) Page 3 Division Foreman 1.16.2018 City of Elk River lk Public Works Superintendent River Position Description Department: Immediate Supervisor: Public Works Parks & COD Directors Pay Grade: FLSA Status: Last Updated: (date) TDB Exempt New 1.18.2018 Positions Supervised: Park and Street Divisions Maintenance Foremen, Mechanics, Office Assistants, Street Maintenance Operator II, Park Maintenance Worker Position Summary The Pubic Works Superintendent performs supervisory functions related to the maintenance of parks, trails, park facilities, streets, city lots, sidewalks, storm sewers, and city equipment. Essential Functions Performs management activities. A. Plan, assign and exercise general supervision through Department Directors over employees engaged in a wide variety of public works' maintenance and operating tasks. B. Studies and directs the development of long-range plans and budgets to ensure projects are managed for the most efficient and economical utilization of resources. C. Plans and recommends goals, policies, programs, and procedures related to park and streets maintenance requirements. D. Analyze division budgets and make adjustments as required to prepare final budget estimates; prescribe general rules, regulations and policies regulating budget administration. E. Participates in the selection, placement, training, development, safety, discipline and appraisal of subordinate employees. F. Conducts and attends meetings and conferences to discuss current work challenges, policy changes, safety requirements and other pertinent matters. G. Evaluates effectiveness and recommends improvements to division programs; assists the Director in formulating short and long-term strategies for the acquisition and development of land for park and street projects. H. Assists with implementing the adopted Park and Street plans, selects and manages consultants and other vendor contracts. I. Oversees activities undertaken by the Volunteer Coordinator and ensures all safety requirements are followed. J. Aggressively seeks, develops and implements grants for the development of facilities. K. Completes various required reports and maintain records. L. Establishes standards for maintenance based on adopted budgets and utilizes the most current methods, including environmentally sensitive alternatives. M. Prepares and recommends design, specifications, and alternatives for Parks/Street landscape construction activities. N. Reviews plans submitted by others, inspects and approves street and landscape construction. Page 1 2. Ensure Foremen's adequately supervise maintenance and construction activities in their respective areas. A. Parks: Installation, construction and maintenance of beaches, grounds, trails, recreational and athletic facilities; and other park facilities, lots and equipment. B. Streets: Pavement management, snow and ice removal; right of way maintenance, inspection and maintenance of storm drain systems, concrete surfaces, street signs, and traffic control signage. C. Supervise cutting and trimming of trees and brush on City property and on road right of way. D. Supervises landscape construction, maintenance and grounds care activities on non - park city properties. 3. Supervises Equipment Services A. Supervises the maintenance and inventory of city vehicles and equipment. B. Monitors and controls expenditures for Equipment Services. C. Supervises miscellaneous equipment and small engine repair as needed. 4. Performs budget activities. A. Prepares, submits and administers the annual budgets for the Street, Equipment Services and Park Divisions. B. Monitors and controls expenditures for the Street, Equipment Services and Park Divisions. 5. Performs personnel activities. A. Initiates selection activities, interviews applicants, and assesses employee performance. B. Performs timely annual performance reviews of all employees supervised. C. Enforces safety policies and procedures. 6. Performs public relations and communications activities. A. Receives and responds to non -routine inquiries and complaints from the public. B. Gives presentations to City Council and volunteer commissions. 7. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures. C. Participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of principles, practices, and techniques in the construction, maintenance, and repair of parks, playfields, trails, beaches and grounds; and in the maintenance and repair of streets and storm sewers. ❑ Knowledge of mechanical systems, turf management, horticulture and forestry. ❑ Skill in conflict resolution and the ability to manage division issues and inter -jurisdictional matters fairly. ❑ Ability to manage several projects at one time and to organize personnel for high levels of productivity. ❑ Ability to communicate effectively, both orally and in writing. ❑ Ability to lift heavy objects, walk and stand for long periods, and to perform strenuous physical labor under adverse environmental conditions. Page 2 x10.4 att2 PW Super PD draft 1.18.18 ❑ Ability to operate heavy and light motorized maintenance equipment. ❑ Ability to develop and maintain collaborative working relationships with a wide variety of park and street related groups. ❑ Ability to organize and guide public policy discussions that apply to parks, trails and street matters. ❑ Ability to remain up to date on professional knowledge and skills. ❑ Ability to effectively supervise, direct, and motivate employees. ❑ Ability to lift 50 pounds. Minimum Qualifications ❑ High school diploma or equivalent. ❑ Two year degree in related field. ❑ Five years of supervisory experience in a public works department or equivalent experience. ❑ Valid Class B Commercial Driver's License Preferred Qualifications ❑ Bachelors Degree in Engineering. BA Biology, BA Environmental Science ❑ Public Works Certification. ❑ Technical training in Public Works Administration. ❑ Seven years progressively responsible experience in developing parks and trails. ❑ Five years supervisory experience of a division or department with numerous employees. ❑ Demonstrated experience working with volunteers, youth associations, or citizen groups. Familiarity with natural resource management, including sensitive ecosystems, comprehensive park and land use planning and the role of public spaces in developing a sense of community. This Position Description is not intended to be all-inclusive. It is within the City of Elk River's 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. Page 3 x10.4 att2 PW Super PD draft 1.18.18 Public Works Superintendent Office Asst's 2 PTE Street Foreman Street MOs ' Seasonals Equip Sery 3 FTE Volunteer Coordinator Park Foreman Park MOs 7 FTE 6 FTE Seasonals