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4.4 SR 10-19-2020Request for Action To Item Number Mayor and Ci T Council 4.4 Agenda Section Meeting Date Prepared by Consent October 19, 2020 Justin Femrite, P.E., Public Works Director Item Description Reviewed by Engineering Division Organizational Chart and Cal Portner, City Administrator Reviewed by Position Description Updates Action Requested Approve, by motion, the following: 1. The revised position descriptions and organizational structure for Engineering Division. 2. Move Brandon Wisner into the Engineering Project Manager position effective May 3, 2020. 3. Move Ryan Sandhoefner into the Engineer 1 position effective May 3, 2020. Background/Discussion As discussed at the May 18, 2020, City Council meeting, we have reworked the position description of our Stormwater Coordinator and Engineering Technician II to better align with our long-term vision for the division which includes cross training and succession planning. The positions are proposed to be replaced with Engineering Project Manager and Engineer I positions respectively. In addition, the vacant Assistant City Engineer position is proposed to be replaced with a Senior Engineering Project Manager description, which at this time, will remain vacant as many of those duties have been absorbed through the action to hire a consultant project manager on May 18. Approval of the Senior Engineering Project Manager position description as this time would complete the full level of changes, we desire to implement. The engineering project manager pay grade is not listed on the attachment. We need further clarification regarding the scoring of the position which will not be available until the date of this meeting. The Council will be informed of the paygrade at that time. Financial Impact The changes proposed with these updates will be budget neutral. The approval will carry backpay for the duties our staff has performed in these roles since the Assistant City Engineer's departure on May 1, 2020. Mission/Policy/Goal To meet changing needs. Attachments ■ Engineering Organization Chart ■ Senior Engineering Project Manager Position Description ■ Engineering Project Manager Position Description ■ Engineer 1 Position Description The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires pi ospei ly. M TUREJ Updated.• August 2020 Senior Engineering Project Manager Engineering Project Manager Engineer 1 Seasonal Intern Director/Chief Engineer Street and Park Maintenance Superintendent Customer Service Representives (2) Street Foreman Maintenance Operator II (8) Seasonals Park Foreman Maintenance Operator II (6) Seasonals tz- Waste Water Chief Building Operator Maintenance Supervisor inBuilding Lead Operator . Maintenance Assistant -11 Fleet Maintenance Maintenance () ■ Operators (4) ■ 2 Technician Custodial Maintenance IN (4) Seasonals ` Seasonals City City of Elk River of Elk Senior Engineering Project Manager River Position Description Department/Division: Immediate Supervisor: Public Works/Engineering Public Works Director/Chief Engineer Pay Grade: FLSA Status: Last Updated: (date) 4E Exempt 10/2020 Positions Supervised: Engineering Project Manager, Engineer 1 & Outside Consultants Position Summary The Senior Engineering Project Manager manages the day-to-day operations of the engineering division. Reviews and oversees functions of new and redevelopment projects and oversees work on consultant designed and in-house designed public works projects; assures that all public infrastructure improvements conform to applicable engineering standards, ordinance requirements and policy guidelines. Responsible for assuring delivery of all reporting staffs projects and programs. Responds to citizen concerns Essential Functions Provides professional engineering services in the planning, design, and management of improvement projects. A. Designs and reviews plans for all city infrastructure projects to ensure design criteria are met and in accordance with city standards. B. Provides plan review, coordination, and management of private development projects. C. Provides design, plan review, coordination, management, and construction oversight on all city infrastructure projects. D. Coordinates and, at times, performs inspections on private and public projects. E. Coordinates and attends bid openings and preconstruction meetings. F. Reviews development agreements to assure completion of improvements conducted by private developers is in accordance with city requirements. G. Manages all aspects of the Municipal State Aid system. H. Manages the city's Bridge Safety Program. I. Remains up to date on all specifications, regulations, codes, construction practices and generally accepted engineering standards. J. Coordinates and oversees application of all local, state, and federal ordinances, codes, rules, and regulations and ensures all reporting requirements are met. K. Facilitates and negotiates contracts and agreements with vendors and consultants for the benefit of the city. L. Reviews preliminary and final plats, commercial site plans, preliminary utility plans, grading plans, constructions plans, drawings, and specifications submitted by consultants, engineers and developer to determine whether they conform to city comprehensive plans, guidelines, policies, ordinances, and engineering standards. M. Maintains and updates information on city mapping system and asset database. N. Produces maps, charts, and drawings to support other departments. O. Works with building safety division on grading permits, building permit review, etc. Page 1 2. Directs and supervises division operations to achieve goals within available resources. A. Manages performance and expectations of direct reports and performs annual employee performance evaluations. B. Studies and standardizes procedures to improve efficiency and effectiveness of operations. C. Delegates work assignments. 3. Attends City Council meetings and meetings with other governmental agencies and public groups. Composes reports, makes presentations and works with various committees and commissions. 4. Prepares, submits, and administers annual Engineering Division budget and capital improvement plan including the controls necessary to ensure budgetary compliance. A. Monitors revenues and expenditures to assure sound fiscal control. B. Assures effective and efficient use of budgeted funds, personnel, materials, facilities, and time. C. Prepares grant requests and other applications for project funding as they become available. D. Prepares assessment roles and leads the administration of the assessment process when the Minnesota Statute 429 process is used to fund public improvements. 5. Maintains communication plan to inform residents and staff of ongoing projects. A. Develops communication strategy and coordinates meetings and material regarding various improvement protects. B. Provides information to residents during initial survey and other information gathering work. C. Provides engineering -related content for various communication outlets as requested by other departments. 6. Serves as division liaison and project manager to other departments for services on design and construction of infrastructure projects. A. Provides oversight of all components of design team selection, and design phase plan preparation. B. Provides guidance for the selection of construction contracting methods and execution of contracts. C. Serves as the city's representative to negotiate project change orders and construction related issues throughout a project. D. Ensures final project closeout and turnover. 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 ❑ Thorough applied knowledge of civil engineering principles, practices, and methods as applicable to a municipal setting. ❑ Thorough applied knowledge of policies, laws, and regulations affecting department activities. ❑ Thorough applied knowledge of Minnesota Statute 429 special assessment laws. ❑ Thorough knowledge of public financing techniques for infrastructure including grants, loans, state and federal aids. Page 2 AA at2 Proposed Senior Engineering Project Manager ❑ Knowledge of building construction principles and concepts. ❑ Knowledge of traffic engineering. ❑ Ability to negotiate effectively. ❑ Ability to think in a creative and strategic manner to develop alternative program proposals designed to achieve results consistent with community goals. ❑ Ability to communicate effectively orally and to write clearly, concisely, and legibly. ❑ Ability to make presentations to a variety of audiences. ❑ Ability to analyze technical and statistical information and to prepare and present technical oral and written reports. ❑ Ability to prepare written grant applications and administer grants. ❑ Ability to maintain effective working relationships. ❑ Ability to use Microsoft -based computer software or similar. ❑ Demonstrated leadership abilities. ❑ Ability to move about on construction work sites and under adverse field conditions. Minimum Qualifications ❑ Bachelor's degree in civil engineering from an accredited college or university with a Registered Professional Engineering license in the state of Minnesota or registered Professional Engineer in another state and eligible to be registered in Minnesota within six months of hire; or a Master's of Science degree in Project Management from an accredited college or university. ❑ Five years extensive experience of a progressively responsible nature in municipal engineering and project management. ❑ Three years supervisory experience (internal or external staf�. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Additional government engineering and/or project management experience. 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 AA at2 Proposed Senior Engineering Project Manager City City of Elk River 00� of Elk Engineering Project Manager River Position Description Department/Division: Immediate Supervisor: Public Works /Engineering Senior Engineering Project Manager Pay Grade: FLSA Status: Last Updated: Exempt 10/2020 Positions Supervised: Outside Consultants Position Summary The Engineering Project Manager plans, manages, supervises, and coordinates activities and operations of assigned engineering projects and the city's Stormwater Management Program. Consults with state officials regarding interpretation of rules governing water pollution prevention, wetland protection, and floodplain management. Responds to citizen concerns. Essential Functions Under the direction of the Senior Engineering Project Manager, serves as project manager for assigned projects. A. Designs and reviews plans for city infrastructure projects to ensure design criteria are met and in accordance with city standards. B. Provides plan review, coordination, and management of private development projects. C. Provides design, plan review, coordination, management, and construction oversight on city infrastructure projects. D. Coordinates and, at times, performs inspections on private and public projects. E. Coordinates and attends bid openings and preconstruction meetings. F. Reviews development agreements to assure completion of improvements conducted by private developers is in accordance with city requirements. G. Remains up to date on all specifications, regulations, codes, construction practices and generally -accepted engineering standards. H. Coordinates and oversees application of all local, state, and federal ordinances, codes, rules, and regulations and ensures all reporting requirements are met. I. Reviews preliminary and final plats, commercial site plans, preliminary utility plans, grading plans, constructions plans, drawings, and specifications submitted by consultants, engineers and developer to determine whether they conform to city comprehensive plans, guidelines, policies, ordinances, and engineering standards. J. Maintains and updates information on city mapping system and asset database. K. Produces maps, charts, and drawings to support other departments. L. Works with building safety division on grading permits, building permit review, etc. 2. Serves as project manager to other departments for services on design and construction of assigned infrastructure projects. A. Provides oversight of all components of design team selection, and design phase plan preparation. B. Provides guidance for the selection of construction contracting methods and execution of Page 1 contracts. C. Serves as the cities representative to negotiate project change orders and construction related issues throughout a project. D. Ensures final project closeout and turnover. 3. Manages the City's MS4 Permit and the Stormwater Management Plan (SWMP). A. Plans, organizes, and coordinates daily stormwater program activities including but not limited to maintenance operations, design review, investigation, inspection, and water quality programs related to public and private stormwater systems. B. Conducts public meetings and prepares educational materials and programs in accordance with NPDES requirements. C. Coordinates staff training for practices and compliance as required, including knowledge and implementation of BMPs. D. Develops and manages all education programs relating to stormwater pollution prevention and proper selection and use of BMPs. E. Manages erosion control compliance; completes and directs field reviews. Develops and manages activities to assure compliance with all regulations associated with any current or future governing Total Maximum Daily Loads (TMDL's) in the city. F. Reviews drainage calculations and development plans for compliance with stormwater management ordinances. G. Completes annual report on city's Phase II MS4 Permit and presents at City Council or other public meetings. Ensures report is submitted to the Minnesota Pollution Control Agency (MPCA) by the established deadline. H. Develops, tracks, and maintains all program data to prepare annual stormwater budget. I. Represents the city in meetings involving other municipal and county governments and state and federal agencies; serves as liaison with federal, state, and other agencies with respect to regulations and programs involving water pollution and stormwater and flooding issues. J. Attends and participates in associated professional group meetings; stays abreast of new trends and innovations in the field of stormwater and environmental programs. 4. Completes stormwater management designs and reviews. A. Reviews all proposed property developments (new and redeveloped), and plans for compliance with applicable stormwater management ordinances and NPDES permit requirements. B. Provides design, review, and oversight of stormwater capital projects from concept to completion. C. Develops capital project priorities under direction of city engineer; provides technical expertise and responds to complex questions; resolves conflicts and interprets various codes and ordinances; develops and revises procedures as needed. D. Attends Technical Evaluation Panel (TEP) meetings to ensure all local stormwater ordinances are followed. E. Prepares council briefings, state reports, and grant applications on all program activities. 5. Prepares, submits, and administers annual Stormwater Budget and Capital Improvement Plan including the controls necessary to ensure budgetary compliance. A. Monitors revenues and expenditures to assure sound fiscal control. B. Assures effective and efficient use of budgeted funds, personnel, materials, facilities, and time. C. Prepares grant requests and other applications for project funding as they become available. D. Prepares assessment roles and leads the administration of the assessment process when the Engineering Project Manager Page 2 Minnesota Statute 429 process is used to fund public improvements. 6. Performs other essential job duties. A. Follows all safety procedures. B. Participates in required technical and safety training. C. Regular and timely work attendance. Required Knowledge, Skills, and Abilities ❑ Demonstrates an advanced understanding of the federal, state, and local laws, ordinances and programs on public infrastructure and stormwater management. ❑ Demonstrates an ability to effectively communicate information with agencies and the public. ❑ Ability to follow complex oral and written instructions. Demonstrates a proficiency in writing, speaking, and listening to effectively communicate a variety of situations to varied audiences. ❑ Ability to establish and maintain effective working relationships with city staff, advisory bodies, other government agencies, and the public. ❑ Ability to prepare and manage multiple work programs in an efficient and productive manner. ❑ Demonstrates an ability to review construction sites, conduct investigations, develop corrective actions, and monitor implementation to determine if desired results are achieved. ❑ Ability to work independently and assume responsibilities with minimal direct supervision. ❑ Ability to navigate project areas and uneven terrain to complete essential duties. Minimum Qualifications ❑ Bachelor's degree in Civil Engineering, Environmental Engineering, Water Resource Management, or closely related field. ❑ Three years of experience working in the engineering field. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Valid Fundamentals of Engineering (FE) license through the Minnesota Board of Architecture, Engineering, Land Surveying, Landscape Architecture, Geoscience, and Interior Design. ❑ Additional years of experience and/or additional relevant certifications. ❑ Additional related education. ❑ Emphasized college stormwater curriculum. ❑ Certified Professional in Erosion and Sediment Control. 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. Engineering Project Manager Page 3 City of Elk River Engineer 1 Position Description Department/Division: Immediate Supervisor: Public Works /Engineering Senior En ineering Project Manager Pay Grade: FLSA Status: Last Updated: (date) 7E Non -Exempt 10/2020 Positions Supervised: N/A Position Summary The Engineer 1 performs work relating to city engineering matters, including assistance in the preparation of plans and specifications, construction inspection and administration. This position also assists in the upkeep of the city's asset management system and the GIS mapping system. This position may also assist in the review of development plans and the coordination of engineering recordkeeping, including electronic GIS and AutoCAD records. Responds to citizen concerns. Essential Functions 1. Assists with preparation of feasibility reports, plans and specifications for public improvements A. Prepares exhibits. B. Prepares quantity take -offs for construction projects. C. Prepares permit applications. D. Uses AutoCAD to prepare plan sheets. 2. Performs construction inspection activities on improvement projects involving public infrastructure. A. Ensures that construction is in accordance with plans and specifications. B. Compiles and formulates necessary work progress reports. C. Communicates effectively with affected residents. D. Communicates city engineer's directions to contractors. E. Keeps records for payment and record drawings. 3. Performs GIS Data Collection, Asset Rating, and Mapping. A. Updates city maps using ArcGIS. B. Gives input on data collection processes. C. Posts process collected data and updates citywide system. D. Performs annual road rating of the city streets. E. Performs annual rating of ponds and wetlands. F. Performs routine updates of asset management system, based on ratings and maintenance projects completed. G. Completes annual State Aid system updates and reporting Page 1 4. Assists with Cities Municipal Separate Storm Sewer (MS4) Permit. A. Partners with Engineering Project Manager on all reporting and data collection. B. Conducts field inspection to assure compliance of projects with MS4 requirements. 5. 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 ❑ Ability to interpret plans and specifications. ❑ Ability to remain up to date on professional knowledge and skills. ❑ Ability to work independently and assume responsibilities with minimal direction and supervision. ❑ Ability to effectively communicate both orally and in writing. Minimum Qualifications ❑ Valid driver's license and good driving record. ❑ Two-year Civil Engineering Technology Degree (or closely related degree) and five (5) years of experience in related field; or, Four-year Bachelor of Civil Engineering Degree with Registration as a Professional Engineer or Engineer -In -Training through the state of Minnesota or in another state and eligible to be registered in Minnesota within six months of hire. Preferred Qualifications ❑ Erosion Control Inspector/Installer & Erosion Control Design. ❑ MnDOT Certifications in Aggregate Production, Bituminous Street, Concrete Field, and Grading and Base. ❑ Microsoft Word and Excel experience. ❑ AutoCAD training and experience. ❑ ArcMAP or ArcGIS software training and experience. 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 2 Engineer 1