STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of June 27, 2023
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Addition of Public Works Supervisor Job Description to the City’s Classification Plan RECOMMENDED ACTION:
Staff recommends that Council:
Receive the report on this subject from staff;
Ask any clarifying questions; and
Adopt a resolution approving the addition of a Public Works Supervisor Job Description to the City’s Classification Plan.
BACKGROUND:
The Maintenance & Operations Division of the Public Works Department is currently staffed with a Superintendent and 7 Maintenance Worker I/II positions. The Superintendent manages the Division which is organized into 5 functional areas: Facility Maintenance, Sewer, Streets, Landscaping, and Stormwater. The Superintendent also directly manages and supervises the 7 Maintenance Worker I/II positions.
In 2021 MRG completed a Public Works Department Organizational Review and Analysis. This Report has served as a blueprint for the Department moving forwards. To date recommendations that have been implemented include: the creation of a Public Works Specialist (Inspector) classification by reclassifying a vacant Maintenance Work I/II position; shifting janitorial duties for City buildings from full-time staff to contract services; using the Maintenance Worker I/II as a flexibly staffed classification (meaning qualified Maintenance Worker I’s can progress to a Maintenance Worker II position when they have clearly demonstrated a promotion is warranted); implementation of a standby procedure and rotation that incorporates all qualified maintenance staff; and the implementation of GoGov (the City’s citizen reporting system) which serves as the start of a tracking system, in this case for citizen requests.
The MRG Report also recommends a new Public Works Supervisor classification to address several of the Maintenance & Operations Division’s most pressing needs, including:
An appropriately classified position to assist in the oversight and management of the City’s numerous outside contractors and vendors – Currently there are approximately 2 dozen annual contracts plus numerous one-time contracts throughout the year for specific projects and tasks.
A clear line of authority in the absence of the Superintendent.
A path of succession and promotion within the Division.
A position to assist in the development and implementation of needed system improvements including:
GoGov (the City’s citizen reporting software) - In the first year, Public Works received over 500 requests.
Workload and performance measures.
Establishing timelines for the most common services.
Establishing consistent and well-defined expectations.
Completing performance evaluations on a regular basis.
MRG’s report recommended the following organizational structure:
ANALYSIS:
The new Public Works Supervisor will be filled internally through the promotion of a Maintenance Worker II, which will draw upon the Division’s talent, experience and expertise as well as create the opportunity for an internal advancement. Once the Public Works Supervisor position is filled, which will be a non-exempt, full-time position represented by the Teamsters Local 315 Union, the vacant Maintenance Worker II position will be eliminated.
The Supervisor will oversee 3 employees directly and be flexibly assigned to several of the Division’s 5 functional areas consisting of Parks, Sewer, Streets, Facility, Maintenance, and Stormwater. The actual area of assignment will depend upon the skillset of the individual and needs of the Department and could vary over time. The Superintendent, who has expertise in all 5 functional areas, will continue to be the lead in the remaining areas, supervise the remaining 3 Maintenance Workers and the Supervisor, and manage the Division.
The Public Works Supervisor will have to operate at three functional levels. First, they will have to assist in the management of the Division’s numerous contracts and their area of assignment. Second, they will have to supervise their assigned staff and the Division in the Superintendent’s absence. Lastly, they’ll continue to perform hands-on work on a daily basis and participate in the standby rotation.
Capacity for the Public Works Supervisor position was created through the shifting of janitorial duties for City buildings from full-time staff to contract services. It is estimated this shift in service delivery has freed up 1.5 Full Time Employees (FTEs). With the elimination of the half-time Public Works Engineering Intern needed to offset the cost of the Supervisor position, staff resource levels will remain the same and the overall fiscal impact will be neutral; however, the Public Works Supervisor will be able to operate at a higher level and better meet the Division’s current and future needs. The Department’s new organization structure with these changes is illustrated below:
FISCAL IMPACT:
The elimination of the Maintenance Worker I/II position and half-time Engineering intern position fully offsets the cost. The General Fund will be relieved of $36,000 while the sewer and facility maintenance funds will share this cost at 75% and 25% respectively.
ATTACHMENTS:
Resolution
Exhibit 1 - Public Works Supervisor Job Description
Exhibit 2 - Amended Salary Schedule for FY 2023-24 – Teamsters FT Positions MRG Report – Public Works Organizational Analysis