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5.4. SR 06-11-2007 Item # 5.4. MEMORANDUM TO: Mayor & City Council FROM: Lori Johnson, City Administrator DATE: June 11,2007 SUBJECT: Public Works Director A draft position description and pay range for the public works director position were sent to the Council last month as part of an update on the public works director discussion previously held at a Council worksession. The position description and pay range have been reviewed and approved by the Personnel Committee in preparation for Council review. At Monday's meeting I am looking for direction from the City Council on how to proceed with filling this position. The first step in the process to fill this position is to approve the position description and pay range. The description was developed based on the approved organizational structure of the city and the duties that the director would fulfill to direct those divisions. In addition, position descriptions from several other cities were used as a guide when developing this description. The Council should review the description of duties and responsibilities and the education and experience requirements to make sure they accurately reflect what you expect from the public works director. Second, the typical process to fill a department head position is to advertise the position in the paper, on-line, and in association publications, interview applicants, and select an applicant to hire. City engineer Terry Maurer has prepared a proposal to serve as public works director through a consulting contract with BDM. His proposal is attached for your review. Based on the discussion about this position at the earlier worksession, at least one Council member requested that the position be advertised following our standard hiring procedures. In conclusion, at Monday's meeting the Council should provide input to staff on the position description so that it may be formally adopted. Additionally, the Council should discuss whether the desire is to deviate from the standard hiring practice in filling this position given the proposal by Mr. Maurer. Once the Council makes that decision, the process can begin to get this position filled. City of Elk River Public Works Director Position Description City of EI ~ River- Department: Immediate Supervisor: Public Works Ci Administrator Pay Grade: FLSA Status: Last Updated: (date) 16 $82,960 - $97,600 for 200 Exem t 'b.. 04/07 Positions Supervised:.";;'" Street Su erintendent, Chief Wastewater 0 erator, Ci En' e.'!l!'~uildin Maintenance Su ervtsor """ Position Summali}f,' "!Ib, "' ."" ":: "dl::,"'jl; '''; Provide complex administrative, leadership, supef'!l"ory;:u\\J1 professi6~,}Vork in leading and managing the streets, fleet maintenan~e, fa~Hitl~s ~~d grqunds, wastewl~,~~atment, and en ee:gn 'Ii VISIons. - ',' H. . 'iiiiL jl;""T 'Q111Il!";1" 'i, E . q!;, q'HlL ssential Functlons,mli" '"E. 1. Directs and supervises departmeti~p~~~ns to achi~.(,l~Irea1s within available resources. A. Trams, develops, and motni,,\es S~fI!.,,"'Ii' .,,,, B. Performs timely annual perfol!jnatj#~~s of all ~~joyees supervised. C. Evaluates,flllUUIm!;!; performanb~ibn a foifflltilwdiwf6rmal basis and creates job performlJiOce iniplllm~ment Plans,~s appropriat~Hi: ,,''';;<'', -",I' ,\ .'0" Assist!i~I~~I~cting '!fffining to devellpJ;' staff. .,." Studies andi~dar<ltlw.s procedures ~ iniprove efficiency and effectiveness of . . '::ij1, _i!!,ll;!;" "''';' itjeratlons. "IiI'H'.' ",ii@.. ,,,,, 'Ill s 1!j"iUliiM... Ijjj,,~. -;;"jeT]".,:, ,': F. ".OBj; 6 ~~:work aY~ents::';H::!lllit;\;f 2. ,"I~~ordinates an~ii~~~ses'~jll~nnit1;:~~Sign, construction, and maintenance of all street, .1. ~'iwater, and was(~*nter syst~mUfuprovements for the city. Pro~~~~l1mdershiP andi~lltctio~'in the development of public works related short and long ~~ge P~~~I~~~;~Jll! and prepares data for studies, reports, and recommendations. B. Coordir\.\l.I!l~mi,partment activities with other departments and agencies as needed. C. Conducts,~'1icy analysis to meet needs efficiently and effectively. D. E. 3. 4. Oversees and leads activities of street, fleet maintenance, facilities and grounds, engineering, and wastewater treatment. 5. Coordinates and oversees application of all local, state, and federal ordinances, codes, rules, and regulations for all public works divisions. 6. Direct the development and implementation of effective and efficient policies and procedures for all public works divisions. Page 1 7. Participates as a member of tbe City Administrator's management team by providing information and support to otber departments on a broad range of issues. 8. Prepares annual reports for public works, and oversees and ensures reporting requirements for all divisions are met. 9. Attends city council and planning commission meetings, and meetings witb otber governmental agencies and public groups. Makes presentations and works witb various committees. Serves as staff liaison to various committees, boards, and commissions. 10. Prepares, submits, and administers annual departmental budgt!tand capital improvement plan including tbe controls necessary to ensure budgetary c'?RW'liIittfe. A. Responsible for staff support to monitor revenue~ ~d expehditures to assure sound fiscal control.,'i""iN!' ~~~'::eeffective and efficient use Ofb~1~~,~'fund~:IUmf,~nnel, materials, facilities, ".dl; >'i;ll; '!iii\l, 1!ll1l r~-- B. 11. Performs otber essential job duties'.lii!' A. Regular and timely work attendab'c~!lb B. Follows all safety procedures. ";:;"1 C. Participates in safety tr~g. III :;i; ,!II!h" 11il'1 Required Knowledge, Skills, andiMlltM:s '11::,1: Q Thorough applied knowledge of ci;ite~"~tlffffiand publicii~Rs principles, practices, and metbods as applicagil;.fl?,a municipal Sl\t\i'1~' '. HIli,;:: . ,I!i . Q Th?m.ugh appli~ltdlloo.~,.,!,~ of polic1es;!/~ws, and H!~bns affecting department actiV1ties. .1I!ljIlL1oo " ~;:ii' Q Thomugh krlbw ~ ?fPu'~~financing t~ll~~q~~s f~r infrastructure including grants, loans, state and fedelUhllids,....,,,,,,., '" ," Q Kn~~lft~ft11lft~gine~~~~d'tU~~~~~s~gtion principles and c?ncepts. . Q l\fljj)we ge '~~,.]P..hiC~F',tiOi:l''Sl!~s and how to use tbem ill tbe operation of a " liblic works dep.ent. .pm ~m~ w::~:: ~~ ~~d;~~~':,~'!tt~:s :a:~~:~;:'J;g. Q Abili 'ItR!~egotiate effe~ely. . Q Ability U\llfimervise a coriltilex set of department functions. Q Ability to ~ in a creat#/b and strategic manner in order to develop alternative pmgram pr~~osals desjlffllm,~~,~!l1Ueve.resu1ts consistent witb community goals. . Q Ability to commliij~fite effectively orally and to wnte clearly, conc1sely, and legtbly. Q Ability to make p~~entations to a variety of audiences. Q Ability to analyze technical and statistical information and to prepare and present technical oral and written reports. Q Ability to prepare written grant applications. Q Ability to maintain effective working relationships. Q Ability to use Microsoft based computer software. Q Ability to write and administer grants. Q Demonsttated leadership abilities. Q Ability to move about on construction work sites and under adverse field conditions. ']1"" .1' d:' il); W Page 2 Minimum Qualifications D Bachelor's degree in civil engineering or closely related field. D Seven years extensive experience of a progressively responsible nature in public works activities. D Experience as a department or division head for a community of 15,000 or larger. [J Five years supervisory experience. D Valid driver's license. Preferred Qualifications [J Registered professional engineer in the state of Minnesota. Page 3 MEMORANDUM TO: Lori Johnson, City Administrator FROM: Terry Maurer, City Engineer .~ DATE: June 4, 2007 SUBJECT: Public Works Director Position As I have indicated in conversation with you, I am very interested in being considered for the position of Public Works Director. As you are aware, I have worked for the City of Elk River for 29 years, starting in the fall of 1978. I have a Bachelor of Science degree in Civil Engineering from the University of Minnesota and a Masters in Business Administration from the College of St. Thomas. I am a registered Professional Civil Engineer in the State of Minnesota (Registration No. 15316). Starting in 2004, I have been a full-time contract employee of the City of Elk River, officing only in city hall. Prior to that, I maintained regular office hours and worked out of city hall approximately 3 \6 days a week. At one point in my career, I was a part-owner in the consulting engineering firm providing service to the City of Elk River. I sold that interest in 1997 to Howard R. Green Company. In 2006 when Howard R. Green Company changed their focus away from providing municipal engineering services, I joined the firm of BDM Consulting Engineers. My decision to join BDM was predicated upon the fact that Bill Chang, who has done all work at the Elk River Wastewater Treatment Plant over the last 10 - 12 years, was leader of the BDM Wastewater team. BDM allowed me to bring my entire staff of field personnel to their firm while maintaining the field office that has been part of our service to Elk River forthe past 12 years. I am not an owner in BDM, nor do I have any management or marketing responsibilities. My only responsibility is to the City of Elk River. For the past four-plus years I have worked as a peer with Gary Leirmoe at the Wastewater Treatment Plant. I have helped guide him through the decision-making process of three upgrades at the treatment plant, with the current one still in the design stage. I have also worked with Gary and his staff to develop the lift station protocol, which to date, has eliminated any of the backup problems which occurred occasionally in the past. I have also worked closely with Gary on financial issues such as maintaining a Sewer Availability Charge (SAC) fee large enough to provide money for future treatment plant expansions. I have also had a similar relationship with Phil Hals and Mark Thompson of the Street Department. I work closely with them on issues such as annual sealcoat programs, assessable overlay projects, and miscellaneous street, signing and traffic-related issues. I have had detailed discussions with Gary Leirmoe, Phil Hals and Mark Thompson about my interest in the Public Works Director position. They all expressed support for me continuing on in my role and expanding it to the responsibility of a Public Works Director. Attached are memos from Gary and Phil expressing their support for me in that role. In my discussions with them, we talked about issues that would be important to work on, should I be given the opportunity to serve as Public Works Director. With the Wastewater Treatment Plant, some of the important current issues beyond getting to know the operation and the day-to-day practices of the employees, other key issues would include: . FOG (fat, oil and grease) policy · Completing a user rate study to ensure that the users are funding the day-to-day operation of the sewer system · Maintaining financing viability through the SAC charges for future expansion of the Wastewater Treatment Plant, beyond the current capacity . Plan for the elimination of sludge handling . Working with the City Council to establish a policy for future utility extensions into the gravel mining area Likewise, with Phil and Mark, a similar discussion was had regarding key issues of immediate concern beyond getting to know the employees and the day-to-day operations. These key issues include the following: . Completion of a fleet management policy . Re-initiating a Public Works Master Plan for full build-out of the city and then working with the Finance Director regarding potential phases of expansion of the Public Works facilities . Working with Phil and Mark to develop a succession planning strategy, given that Phil has likely less than 3 years left to work. From a fInancial standpoint, I believe that you indicated to the City Council at a previous meeting that the hiring of a Public Works Director would cost approximately $115,000 for salary and benefIts. The city's current retainer agreement for my work at City Hall is just under $105,000 annual1y. In addition to that fee, there are several overhead items that the City is not responsible for. The City does not provide any transportation for engineering use. I provide my own cell phone for business use. The City does not provide for membership in the City Engineers' Association and the Minnesota Public Works Association, or attendance at the organization conferences. In addition, any other training such as they FOG Training I recently attended in St. Louis was paid for by BDM. If I were to be allowed to fill the role of Public Works Director, I would propose that the current structure of the retainer contract stay as is through the next two years (2008 - 2009). That is at approximately $105,000 annually. I believe that this will give you a reasonable time to assess my ability to perform this job. In addition, I would see no additional staff needed S:\Engineer\2007 memos\Public Works Director.doc other than those that are currently planned for. There are two engineering technicians in the budget. We recently interviewed for one of those positions and pending a background check, are prepared to make an offer of employment. Once that first position is filled, I would envision the second position being filled as quickly as possible, so that by the end of 2007 we would have a full complement of city-employed engineering technicians. As you are aware, John Anderson is my assistant through BDM. John's time is almost entirely billed to city projects and/or developer type work; therefore, there is no impact on the general fund budget. If I were to fill the role of Public Works Director, I would see John being able to maintain the current work load with no additional support staff. Staff provided through BDM to assist John and myself are on a project-by-project basis. Currently, with two street reconstruction projects going on, the consultant pool is at a high point. It is anticipated that next year will be an off year for construction, and the results being the consultant pool being cut back to the minimum required, based on completion of city projects and projected developer work. I would ask for an opportunity to discuss this proposal further with you and the City Council at a mutually convenient time. Should you have any questions regarding this proposal, please contact me. S:\Engineer\2007 memos\Public Works Director.doc Having a Public Works Director would be a big step forward For the City of Elk River and it is my opinion, that Terry Has already been functioning as a Public Works Director For a long time.