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4.3. SR 05-21-2018 EGty1� ,.,�� Request for Action River To Item Number Mayor and City Council 4.3 Agenda Section Meeting Date Prepared by Consent May 21, 2018 Cal Portner, City Administrator Item Description Reviewed by Park and Street Maintenance Division Lauren Wipper, HR Representative Reorganization Reviewed by Action Requested Approve,by motion, the proposed reorganization of the street and park maintenance divisions and the job descriptions for street and park superintendent and division foreman. 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 of professional growth. On May 7, 2018, the Council was presented the proposed organizational realignment and the Council expressed a consensus to move forward. Financial Impact Eliminating the street superintendent position and lead designations, adjusting the street and park superintendent salary commensurate with the city compensation plan and the addition of two supervisory foreman is expected to decrease the 2018 budget expenditure. Attachments ■ Foreman Job Description ■ Public Works Job Description ■ Organizational Chart The Elk River Vision A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By service, and community engagement that encourages and inspires prosperity INAMIRE1 City of Elk River City of Division Foreman � k 1 0 - .iver d Position Description Department/Division: Immediate Supervisor: CODD or Parks and Recreation/Street and Park Street and Park Superintendent Maintenance Pay Grade: FLSA Status: Last Updated: (date) 8 Exempt New 5/2018 Positions Supervised: Street Maintenance Operators, Park Maintenance Workers,part-time and seasonal employees within assigned division. Position Summary The Division Foreman manages, directs the work of, and supervises division employees in addition to handling a variety of associated administrative duties. May also participate in field work as required and operate light and heavy equipment Essential Functions 1. Performs division duties in addition to other assignments as directed by the Public Works Superintendent. A. Coordinates with Superintendent to develop weekly job lists; delegates and oversees daily work order assignments and equipment needs. B. Works closely with administration and staff on division activities and special events. A. Notifies Superintendent of employee performance or safety issues. B. Performs timely annual performance reviews of all employees supervised. C. Develops specifications and gathers quotes for small contracts. D. Oversees work performed by contractors and informs Superintendent of status/issues. E. Assists with division materials and equipment purchasing decisions. F. Participates in the selection, oversight and maintains relationships with vendors and contractors. G. Provides technical advice for the preparation of bid specifications. H. Maintains accurate records (timekeeping,project costs, equipment lists, supply inventory, etc.) I. Participates in developing and implementing improved work processes or procedures J. Serves as division representative in absence of the Superintendent. K. Ensures division employees maintain a neat, clean, and safe work environment. 2. Supervises division maintenance activities. A. Provides daily supervision of division maintenance personnel and project activity. 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, concrete surfaces,inspect/maintain storm drain systems, compost site, street signs, and traffic control signage. B. Ensures crews have the appropriate manpower and resources to successfully perform their tasks. C. Conducts site inspections to ensure compliance with approved plans, codes and ordinances. D. Assists crews in the field as needed to successfully complete work assignments. E. Enforces safety policies and procedures; coordinates the cross-training program. 3. Ensures the division maintains a positive image. A. Works cooperatively with city departments and other governmental agencies (county, state, federal). B. Receives,investigates and responds to, or recommends corrective action to public complaints. C. Supports 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. 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. ❑ Remain knowledgeable in new developments and innovations specific to the division. ❑ 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. ❑ Ability to effectively maintain data using UltiPro, 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. Minimum Qualifications ❑ High school diploma or equivalent. ❑ Three (3) years of work experience in street or park maintenance and two (2) years of related education or five (5) years of increasingly responsible experience in street or park maintenance. ❑ Two (2) years of lead or supervisory experience. ❑ Must possess a valid Minnesota Class A CDL driver's license or the ability to obtain within 6 months and have a good driving record. ❑ Demonstrated ability to proficiently use computers (MS Office Suite),radios, etc. Page 2 Division Foreman 1.16.2018 ❑ Demonstrated ability to proficiently operate light and heavy equipment. ❑ Ability to respond to after hour emergency calls. ❑ Tree Inspector Certification or the ability to obtain within 6 months. ❑ Park division only—Playground Safety Inspector or ability to obtain within 1 year. Preferred Qualifications ❑ Public Works Certification,Herbicide Applicators License, Certified Pool Operator License, welding experience. ❑ Possess an AB Operators License for Fuel Island Systems (MPCA). Page 3 Division Foreman 1.16.2018 City of Elk River City of Street and Park Superintendent Elk River Positi Description Department: Immediate Supervisor: Parks and Recreation and Community Parks and Recreation and Community Operations and Development Operations and Development Directors Pay Grade: FLSA Status: Last Updated: (date) 12 Exempt New 5/2018 Positions Supervised: Park and Street Division Foremen,Maintenance Mechanic, Office Assistant Position Summary The Street and Park Superintendent performs supervisory functions related to the maintenance of arks, trails, park facilities, streets, city lots, sidewalks, storm sewers, and city equipment. Essential Functions 1. Performs supervision and management activities. A. Plans, assigns, and exercises supervision over employees engaged in a wide variety of maintenance and operating tasks. B. Ensures Foremen adequately supervise maintenance and construction activities in their respective areas. C. 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. D. Plans and recommends goals,policies,programs, and procedures related to park and street maintenance and equipment services requirements. E. Analyzes division budgets and makes adjustments as required to prepare final budget estimates; defines general rules, regulations, and policies regulating budget administration. F. Participates in the selection,placement, training, development, safety, discipline, and appraisal of division employees. G. Conducts and attends meetings and conferences to discuss current work challenges, policy changes, safety requirements, and other pertinent matters. H. Evaluates effectiveness and recommends improvements to division programs. I. Assists the Directors in formulating short and long-term strategies for the acquisition and development of land for park projects. J. Implements and directs the adopted Park Improvement and Street Maintenance plans; selects and manages consultants and other vendor contracts. K. Oversees activities undertaken by volunteers and ensures all safety requirements are followed. L. Aggressively seeks, develops,implements, and manages grants for the development of facilities. M. Completes various required reports and maintain records. N. Establishes standards for maintenance based on adopted budgets and utilizes the most current methods,including environmentally sensitive alternatives. O. Prepares and recommends design, specifications, and alternatives for Park/Street landscape construction activities. P. Reviews plans submitted by city staff and contractors. Page 1 2. Supervises Equipment Services division. 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. D. Serves on the Fleet Committee representing Parks, Streets, and Equipment Services. 3. Performs budget activities. A. Prepares, submits, and administers the annual budgets for the Street Maintenance, Equipment Services, and Park Maintenance Divisions. B. Monitors and controls expenditures for the Street Maintenance,Equipment Services, and Park Maintenance Divisions. 4. 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. 5. 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. 6. 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. ❑ 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 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. Minimum Qualifications ❑ Bachelor's Degree in a related field such as Environmental Science,Engineering, Biology, Management, and etcetera. ❑ Five years of work experience in public works or a similar discipline. ❑ Three years of supervisory experience. Page 2 Sheet and Park Superintendent ❑ Demonstrated project management experience. ❑ Demonstrated employee management and development experience. ❑ Valid driver's license and good driving record. ❑ Valid Class B Commercial Driver's License or ability to obtain in 6 months. Preferred Qualifications ❑ Municipal work experience. ❑ Public Works Certification. ❑ Technical training in Public Works Administration. ❑ Experience in developing parks and trails. ❑ Supervisory experience of a division or department with numerous employees and varied job tasks. ❑ 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 Sheet and Park Superintendent Street and Park Maintenance Division July 1, 2018 Street and Park Superintendent Street Foreman Street Maintenance Operator II Seasonal Worker Park Foreman Park Maintenance Oprator Seasonal Worker Equipment Services Office Assistant