8.3. SR 05-18-2009REQUEST FOR ACTION
To Item Number
Ci Council 8.3.
Agenda Section Meeting Date Prepared by
Administration Ma 18, 2009 Lori ohnson, Ci Administrator
Item Description Reviewed by
Consider Public Works Director Position
Reviewed by
Action Requested
1. Consider six month extension of Agreement for Public Works Director Services Between the City of
Elk River and BDM Consulting Engineers.
2. Authorize recruitment process to fill public works director position.
Background/Discussion
In June 2007 the City Council approved a position description and pay grade for the public works
director position with the intent of hiring an on staff public works director. For several reasons, the City
Council instead decided to contract with BDM Consulting Engineers for public works director services
on a short term basis instead of filling the position. The City entered into a two year contract that expires
on July 9, 2009. Although this arrangement has sufficed for the last two years, it has been the City's intent
to fill this position with an employee.
As you know, the recruitment process for a fire chief is currently under way. Given that timing, I am
requesting that the Council consider extending the current contract with BDM for six months through
January 9, 2010. BDM has agreed to this request for a six month extension. This would give staff
adequate time to complete the recruitment process and have a public works director in place in January.
Financial Impact
The exact financial impact is not known at this time. The financial impact will vary based on the rate of
pay at which the public works director would start, the number of hours of BDM services the city
receives, and the amount charged for services outside of the Agreement. Based on a productive hours
calculation, it is likely to be less than the current BDM contract.
Attachments
^ Public Works Director Position Description
^ Agreement for Public Works Director Services between the City of Elk River and BDM
Consulting Engineers
ACtlon Motion by Second by Vote
Follow Up
S:\Council\Lori\2009\Public Works director extension of contract 05 18 09.doc
' ~ '' City of Elk River
1~ _ _ _ Public Works Director
fiver Position Description
Department: Immediate Supervisor:
Public Works City Administrator
Pay Grade: FLSA Status: Last Updated: (date)
16 Exem t 04/07
Positions Supervised:
Street Su erintendent, Chief Wastewater O erator, Cite En ~ eer, Buildin Maintenance Su ervisor
Position Summary
Provide complex administrative, leadership, supervisory, and professional work in leading and
managing the streets, fleet maintenance, facilities and grounds, wastewater treatment, and
en ~ eerie divisions.
Essential Functions
1. Directs and supervises department operations to achieve goals within available resources.
A. Trains, develops, and motivates staff.
B. Performs timely annual performance reviews of all employees supervised.
C. Evaluates employee performance on a formal and informal basis and creates job
performance improvement plans as appropriate.
D. Assists in selecting training to develop staff.
E. Studies and standardizes procedures to improve efficiency and effectiveness of
operations.
F. Delegates work assignments.
2. Coordinates and supervises the planning, design, construction, and maintenance of all street,
storm water, and wastewater system improvements for the city.
Provides leadership and direction in the development of public works related short and long
range plans and projects.
A. Gathers, interprets, and prepares data for studies, reports, and recommendations.
B. Coordinates department activities with other departments and agencies as needed.
C. Conducts policy analysis to meet needs efficiently and effectively.
4. Oversees and leads activities of street, fleet maintenance, facilities and grounds,
engineering, and wastewater treatment.
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.
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Participates as a member of the Ciry Administrator's management team by providing
information and support to other 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.
Attends city council and planning commission meetings, and meetings with other
governmental agencies and public groups. Makes presentations and works with various
committees. Serves as staff liaison to various committees, boards, and commissions.
10. Prepares, submits, and administers annual departmental budget and capital improvement
plan including the controls necessary to ensure budgetary compliance.
A. Responsible for staff support to monitor revenues and expenditures to assure sound
fiscal control.
B. Assures effective and efficient use of budgeted funds, personnel, materials, facilities,
and time.
11. 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 and public works principles, practices, and
methods as applicable to a municipal setting.
^ Thorough applied knowledge of policies, laws, and regulations affecting department
activities.
^ Thorough knowledge of public financing techniques for infrastructure including grants,
loans, state and federal aids.
^ Knowledge of engineering and building construction principles and concepts.
^ Knowledge of geographic information systems and how to use them in the operation of a
public works department.
^ Knowledge of landscape architecture and traffic engineering.
^ Knowledge of the principles and practices of civil engineering.
^ Ability to negotiate effectively.
^ Ability to supervise a complex set of department functions.
^ Ability to think in a creative and strategic manner in order to develop alternative program
proposals designed to achieve results consistent with community goals.
^ Abiliry to communicate effectively orally and to write clearly, concisely, and legibly.
^ Abiliry 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.
^ Abiliry to maintain effective working relationships.
^ Abiliry to use Microsoft based computer software.
^ Ability to write and administer grants.
^ Demonstrated leadership abilities.
^ Abiliry to move about on construction work sites and under adverse field conditions.
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Minimum Qualifications
^ Bachelor's degree in civil engineering or closer related field.
^ Seven pears extensive experience of a progressively responsible nature in public works
activities.
^ Experience as a department or division head for a community of 1.5,000 or larger.
^ Five years supervisory experience.
^ Valid driver's license.
Preferred Qualifications
^ Registered professional engineer in the state of Minnesota.
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This Positit~n Description does not constitute a Contract of En~plo~-ment.
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Y
AGREEMENT FOR PUBLIC WORKS DIRECTOR SERVICES
BETWEEN THE CITY OF ELK RIVER AND
BDM CONSULTING ENGINEERS
THIS AGREEMENT, effective the 10th day of July, 2007, by and between the
C[TY OF ELK RIVER, a Minnesota municipal corporation ("City"? and BDM Consulting
Engineers and Surveyors, a Minnesota LLP ("BDM ") .
NOW, THEREFORE, in consideration of the mutual undertakings herein, the
parties hereto agree as follows:
1. SERVICES AND RELATIONSHIP.
A. BDM shall furnish and perform municipal public works director
services to the City. The services provided shall include all of the Essential Functions
listed on the attached City of Elk River Public Works Director Position Description
("Position Description") and other duties as assigned by the City Council and City
Administrator.
B. The services provided pursuant to this Agreement shall be
performed in a manner and at a level of competence which is consistent with the
qualifications set forth in the Position Description and the City's standards and
requirements that apply to a City Department Head position.
C. BDM shall assign its employee Terry Maurer to work exclusively
and on a full time basis on this assignment.
D. BDM shall be engaged as an independent contractor to the City
and Mr. Maurer shall be a BDM employee, not a City employee.
E. Mr. Maurer will work under the direction of the City
Administrator.
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$300,000.00 per claim with a $900,000.00 aggregate limit.
6. CANCELLATION.
The Agreement may be canceled by either the City or BDM with or
without cause upon ninety (90) days written notice. This Agreement may be
canceled immediately by City, or upon such notice as City deems appropriate, if City
determines that BDM has failed to .comply with any term of this Agreement.
7. SUBCONTRACTING ASSIGMENT. Mr. Maurer's services are the
essence of this Agreement and BDM shall not subcontract for the performance of any
of the services contemplated by Section 1 of this Agreement without the prior
written approval of the City and subject to such conditions, provisions, and approval
as the City may deem necessary.
8. Additional Services. BDM shall, in addition to Mr. Maurer's services,
provide additional services as approved by and for the fees approved by the City
Administrator or City Council.
9. COMMUNICATION PLAN AND PERFORMANCE REVIEW. Mr. Maurer
agrees that he will meet upon request with the City Administrator and City Council to
discuss public works issues. Mr. Maurer agrees to meet at least annually with the Elk
River City Administrator or such other persons designated by the City Council to
review the performance of his work under this Agreement.
10. Conflicts of interest.
A. BDM shall not work for or represent any developers on projects in
the City of Elk River.
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