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9.1 SR 04-18-2022Request for Action To Item Number Ma Tor and CinT Council 9.1 Agenda Section Meeting Date Prepared by Work Session April 18, 2022 Justin Femrite, P.E., Public Works Director Item Description Reviewed by Facilit�r Maintenance Organizational Structure Cal Pormer, Cit�- Administrator Reviewed by Action Requested Discuss current and proposed management structure of the Facilities Maintenance Division within the Public Works Department. Background/Discussion Since transferring the FacilityT Maintenance Division to public works in Januar�T of 2019, we have continuall�T evaluated the operational efficiencies and management responsibilities. Before beginning solicitation for an additional maintenance technician, budgeted foY a June staYt, we desire to make some modifications to the management structure of the Facility Maintenance Division. We are proposing changes to the superintendent position and an assistant position. The proposed job descriptions are attached. Several factors including `vorkload, succession planning, redundancyT of knowledge, and employTee support have led to the requested modification, which is shown in the attached division structure organization chart. Financial Impact There �vill be a financial impact associated with modifications to the structure as proposed. The resulting numbers �vill be fullyT known when the position descriptions would come back for final approval. Mission/Policy/Goal Meet changing needs - Agile Attachments Public Works Organizational Chart (E�sting and Proposed) Draft Job Descriptions The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo er �I'1 ���� Up�iited.• August 2020 � Senior Engineering Project Manager Engineering Project Manager Engineer 1 Seasonallntern Director/Chief Engineer Street and Park Maintenance Superintendent Customer Service Representives (2) Street Foreman Park Foreman �aintenance Operator II ��) Seasonals �aintenance Operator II �$) Seasonals Fleet Maintenance (3) Waste Water Chief Operator Lead Operator Operators (5) Seasonals Building Maintenance Supervisor Building Maintenance Assistant Maintenance Technician Custodial (5) Seasonals � Senior Engineering Project Manager Engineering Proj Manager Engineer 1 Seasonallntern Director/Chief Engineer Street and Park Maintenance Superintendent Customer Service Representives (2) Street Foreman Park Foreman �iamtenance Operator II ��) Seasonals naintenance Operator II l$) Seasonals Fleet Maintenance (3) Waste Water Chief Operator Lead Operator Operators (5) Seasonals Facilities Maintenance Superintendent Assistant Facilities Maintenance Superintendent Custodial (5) �iamtenance Technician Seasonals �+�� City of Elk River ' ' Assistant Facilities ��r Maintenance Superintendent A ��i�}nr�} Position Description Department/Division: Immediate Supervisor: Public WoYks���Facilities Maintenance Facilities� Maintenance � � Su eriiitendent Pay Grade: FLSA Status: Last Updated: (date) T�TTBD ��-Exem t ���2022 Positions Supervised: Position Summary The �ssistant Facilities Maintenance Su�erintendentR"�'a�~�'`'����,~�~�~�� �:���~��,~perfoYms building system operarion, routine maintenance and repair in and around cityT facilities; su�er�rises � - custodians and assists with building cleaning and exterior grounds maintenance. ����cts in the absence of Facilities �laintenance Su�erintendei7t�g Essential Functions . � .. . . �� � ' _ b �� �� > > � � � � � ��ti.,,.. �. �t.,...:�„i ,.�„�.,. � . . . . . . b.� . . . .. . . . � � . .. �. . . .� . . . . . - - ll�iflf � _ !f !11l�Pfl� 1. Su�et-��ises custodial em�lo�-ees and coorclinates and monitors cleaizing contractors. �1. Manages the work �eYformance and �rovides woYk direction and schedules foY custodians. B. PerfoYms timel�r annual �erformance reviews of all em�lovees su�ervised. G Contracts with cleanii�g com�anies and oveYsees their woYk. D. Maintains cleaning ec�ui�ment (vacuums, buffers�olishers, etc.� E. �Zaintains �Yoduct inventor�� of towels, toilet tissue, soa�s, light bulbs, and otheY necessary su�plies. 2. s�ssists in monitoring the functioning of electrical�lumbing, heating, air conditioning, and other mechanical s�rstems. 11. O�erates seasonal controls for citt� buildins�s i.e. heating and ai� conditionin� B. Performs maintenance on all heating, ventilating� and air conditioning�HVAC) units. G Chan�es filters, cleans coils, and condensers in HVAC units for cinr buildin�s as Page 1 1pplicable. Re�orts �roblems to su�ervisor immediatel� D. Tests and sef-�rices cliesel �owered, standb,�generators. �3. Performs routine interior and exterior maintenance and repair services. A. Paints areas that have been worn, damaged or repaired. B. Performs minor plumbing repairs and installations. C. Performs minor electrical repair. D. Maintains all lighting including fluorescent, emergencyT, e�t and outside lights & timers. E. Performs minor carpentr�T. F. Performs other general minor repairs. G. Pro�=ides cleanv�� and janitorial duties as needed or assi�ned. � . - ., ., . ., � _. � .. . . ` , , . > > 4. Performs light dutyT grounds maintenance. A. Clears sno`v from parking lots, side`valks, and entrance areas of cityT facilities. B. Assists in coordinating and performing summer turf and landscaping maintenance and upkeep. 5. PerfoYms other essential job duties. A. Regular and timely work attendance. B. Follo`vs all safetyT procedures. C. PaYticipates in safetyr tYaining ai�d �ro�rides satet�r trau�ing tor staff.: �D. Maisitav�s SDS records for a�plicable �roducts. E. Coordinates and performs set-ups for meetings (tables, chairs, etc.). �F. Assists u� de�relo�u�g and managin� the facilities mav7tenance bud� G. l�ssists the emergenc�r management director with maintenance on earl�r warning sirens. Required Knowledge, Skills, and Abilities �Iuiotivled�e of and e��eriei�ce in the �ractices�rocedures ec�ui�ment, chemicals and materials used in building maintenance � _, _ � ��, � , �1.,..,.:�,.1 „] ...,.ti,,..:,.1 ,,,] . , t_..:1,7:..,.... � � � � ' . ❑ Knowledge of basic maintenance work (including carpentryT, diesel powered standb�T generators, plumbing, electrical and heating s�Tstems). ❑ Kno`vledge of basic computer functions and computerized climatic control sy stem. ❑ Skilled in the safe operation of hand and po`ver tools and building maintenance equipment. Requires the abilityr to weaY and use all safetyr equipment as necessaryr. ❑ Skilled in the s�fe o�eratioi� of motorized ec�ui�ment. ❑ AbilityT to work independently and prioritize duties. Page 2 i9.1 at? Pro�osed �ssistant Facilities �I�2inten�lce Su�erintendentdoci •_ � ❑ AbilityT to establish and maintain effective working relationships with coworkers, vendors and the public. ❑ AbilityT to read, understand, and follow written and oral instructions, including safetyT rules. ❑ AbilityT to comprehend, calculate, problems solve, and consult relevant sources and manuals. ❑ AbilityT to lift and carry heavyT objects, climb, crawl, stand, bend, reach, and manipulate objects and equipment requiring manual dexterit�r as needed to perform duties. ❑ AbilityT to perform strenuous ph�Tsical labor under adverse environmental conditions. ❑ AbilityT to supervise employ ees. ❑ AbilityT to lift 50 pounds. Minimum Qualifications ❑ High school diploma or equivalent. ❑ Valid driveY's license u�d �ood dri�ru�g record. ❑ State of 1�linnesota Special Boiler's license or abilityT to obtain �vithin 60 da�Ts of hire. - m! !'1,,,,,. R,.:1,�..�,. 1:,_,...,.,, � „l�:l:��_ ��. ,.1��,,:., _ _:�1.:.. 1 � �1.,, �.i �3i�� ❑ Basic computer skills. ❑ B��Three years of building maintenance and cle�aning experience. ❑ One �rear of su�er�risor�� ex�erience direct su�ervision, team/shitt lead, or directing arid o�-erseein� work assignments to other staffl. Preferred Qualifications ❑ Class B Commercial Driver's License. - � ❑ CuYYent State of Minnesota �*'���BoileY's license abo�re mirvmum rec�uired. ❑ Computer based Hti' �C control syTstem experience. ❑ Supervisor�T experience abo�-e minimum rec�uired. ❑ Building O�erator Certification BOC) or com�letion of �ost-secondar�program in a related field. This Position Description is not intended to be all-inclusive. It is within the CityT of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at anyT time. This Position Description does nc���er�'stitute a Contract of Employment. �� ver Department/Division: Public WoYks�R"����Facilities Maintenance Pay Grade: 6E Positions Supervised: City of Elk River ' ' Facilities Maintenance ' Superintendent Position Description Immediate Supervisor: Public Works Director FLSA Status: Last Updated: (date) ��2022 R":'�':��b �` r�:.,`�.,�.,�� Assistant Facilities �Iainten�u�ce Su�eruitendent, �Iaintenance Technician{s�, LaboreY{�, �� a��~� n���� °:�.�~�~~Seasonal Staff Position Summary The _ � � b � � � � � � � - � Facilities ��Tainten�u�ce Su�eru�tendent supervises buildin facilit�T systems operation, maintenance, repair� and contractual service agreements; performs maintenance activities in and around city facilities; performs maintenance and repair of tacilit��� systems; manages building and exterior grounds maintenance activities. Trains and mentors l�ssistant Facilities �Zav�tenance Su�erintendent in all tunctions of the Su�eruitendent osition. Essential Functions Monitors the functioning of electrical, plumbing, heating, air conditioning, and other mechanical systems. A. Operates seasonal controls for cityT buildings, i.e. heating and air conditioning. B. Develops and executes maintenance program on all heating, ventilating, and air conditioning (HVAC) units. C. Changes filters, cleans coils and condensers in HVAC units for cittT buildings as applicable. -Reports problems to supervisor immediatelyT. D. Tests and services diesel po�vered, standbyT generators. E. Coordinates `vith contractors to provide service and perform repairs. F. Maintains records of operation, maintenance, and repair of building syTstems. 2. Coorclin2tes and morutors contractors and su�ef-�rises em�lo�-ees. 11. Directs, evaluates, and �rovides woYk direction to Assistant Facilities Maintenance Su�erintendent, Maintenance Technicians, Laborers, seasonal staff, and contracted �-endors. B. PeYforms timel�� annual �erformance reviews of all em�loT�ees su�er�rised. 3. "��-�rOversees interior and exterior maintenance and repair services. �A. EnsuYes �aintin�, mu�or �lumbing, minor electrical re�air, li�hting (including emergenc� e�t, and outside lights and timeYs� minor car�entr� and otheY geneYal minoY re�airs aYe com�leted. � Page 1 . . , , �:�. �r . . ' ;� .. �B. Coordinates with contractors to provide service and perform repairs. (not custodial� . . . �,. , � , 1. , . , - rr„�t�...'�:,,..,. r ,.t_..v,,..,. ,.i ,.�„tt ..a � ..�v„��,.a �� � ., , " , ' . ' ., ., . ., . ' ., . , . ., . 4. "��-�SOversees light dut�r gYounds maintenance. A. ��Ensures snow is cleared from parking lots, sidewalks, and entrance aYeas of cityT facilities. B. Coordinates . summer turf and landscaping maintenance. 5. Oversees Cit�T facilities. A. �' . Monitors ne`v building construction projects and building remodeling. B. �. On call for building emergencyT alarms. C. �2onitors and maii7tains a record of facilit�- ef�er��- consum�tion through the State of ��Iinnesota B-3 Benchmarkin�pro�ram. �D. Detirelo�s and mana�es a facilit�- ca�ital im�ro�rement �roject schedule. 6. Performs other essential job duties. A. Regular and timely work attendance. B. Follo`vs all safety procedures. C. Participates in safetyT training and provides safet�r training for staff. D. �`��SEnsures current ��SDS recoYds are m��t�ied for applicable products. E. De�relons� .. �. � 5 and manages� the �facilities maintenance budget. �.F. 1lssists the emeYgencv management director with maintenance on earl�� warning sirens. Required Knowledge, Skills, and Abilities ❑ Kno`vledge of and experience in the practices, procedures, equipment, chemicals, and materials used in building maintenance. ❑ Kno`vledge of and experience in basic maintenance work (including carpentryT, diesel powered standbyT generators, plumbing, electrical and heating syTstems). ❑ Knowledge of basic computer functions and computerized climatic control syTstem. Page 2 i9.1 at3 Pro�osed Facilities �Iaintenance Superintendent.doci •_ - � b � � ❑ Skilled in the safe operation of hand and poweY tools and building maintenance equipment. Requires the ability to weaY and use all safetyr equipment as necessaryr. ❑ Sl�illed in the safe o�eration of motorized ec�ui�ment. ❑ AbilityT to lift and carry heavyT objects, climb, crawl, stand, bend, reach, and manipulate objects and equipment requiring manual dexterity as needed to perform duties. ❑ AbilityT to perform strenuous ph�rsicallabor under adverse environmental conditions. ❑ AbilityT to work independently and prioritize duties. ❑ AbilityT to establish and maintain effective working relationships with coworkers, vendors, and the public. ❑ AbilityT to read, understand, and follow `vritten and oral instructions, including safetyT rules. ❑ AbilityT to comprehend, calculate, problems solve, and consult relevant sources and manuals. _ _ _ _ _ . - . � _ ,- . .. ❑ AbilityT to supervise employTees. ❑ AbilityT to lift 50 pounds. Minimum Qualifications ❑ High school diploma or equivalent. ❑ Va1id driveY's license and good dri�in� record. ❑ Five yeaYs of experience in building maintenance �u�d commercial H�'11C s�Tstems including com�uter-based s�-stem controls. " r ❑ State of Nlinnesota Special Boiler's License or abilityT to acquire in 60 dayTs of hire. - � rt�! �`1,.,.,. R,.:1,�..�„ r : „L.:1:�_ �r. ,�t��,,:.-. 9 � ._�L.,. ' � Cc�rziii� ❑ Basic computer skills. ❑ Three yeaYs of supervisoryr experience. ❑ Building O�erator Ceftification BOC) or c�ompletion of �.. - -,-post-secondar� program in related field _ - , . - . Preferred Qualifications ❑ Post secondaryT training in building maintenance above minimum required. ❑ Class B Commercial Driver's License. � ❑ Current State of Minnesota �'�`��Boiler's license above minimum rec�uired. ❑ Su�er�risory ex�erience above minimum rec�uired. This Position Description is not intended to be all-inclusive. It is within the CityT of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at anyT time. This Position Description does nc���er�'stitute a Contract of Employment. . . . . � - - -