HomeMy WebLinkAbout6.D. Personnel Requests A I General Business 6. D.
POW.&MA
SHAKOI-IF,E
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Lori Hensen,Deputy City Clerk
DATE: 10/23/2013
SUBJECT: Personnel Requests(F)
Action Sought
Attachments: personnel
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2014 Budget Discussion
October 23,d 2013 Worksession
Personnel Requests and Adjustments
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The 2014 budget contains requests for adjustments to existing positions,as well as requests for several
new positions. One discussion point that has been considered during departmental budget reviews is
preparing the City and the various departments for the transitions that may occur as senior employees
near retirement.The City, like many other organizations, need to plan for the replacement of
experienced employees. This may include adjustments to the structure of a department,and changes
for employee positions as the roles and responsibilities of departments change.
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REQUESTED CHANGES TO EXISITNG POSITIONS
Department Description 2014 Cost
Police Promote existing Records Technician to Records Specialist $2,600
Administration Make existing Communications Coordinator full-time $33,600 f
Finance Upgrade existing Accountant to Accounting Manager $6,340 E
Public Works Promote 2 temporary leads to Foreman $10,000
Public Works Make 2 temporary leads into permanent leads $5,000
Engineering Upgrade 1 existing Eng Tech IV to Project Coordinator $6,100
TOTAL $63,640
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REQUESTED NEW POSITIONS
Department Start Date Description 2014 Cost
Administration 3-1-2104 Management Intern $34,500
Administration 3-1-2014 Facilities Worker $55,500
Public Works 5-1-2014 Maintenance Operator—Streets $42,500
Public Works 5-1-2014 Maintenance Operator-Parks $42,500
Engineering 5-1-2014 Graduate Engineer $51,500
Parks, Rec&NR 6-1-2014 [Summer Intern in Natural Resources $6,500
TOTAL $233,000
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The budget impact specific to these adjustments and additions will increase the 2014 budget,over
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the 2013 budget, by approximately$296,640.
Attached is the workpaper that staff has used in reviewing these requested budget issues.The City
Administrator has discussed these requests in detail with the affected departmental staff in j
determining the inclusion of these positions and changes in the 2014 budget process.
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Also attached is a memo from Bruce Loney, detailing the request for new positions and adjustments
to existing positions.As this memo and related information indicate,the work flow that has been I
undertaken in the recently updated Capital Plan, recent park expansions,and scheduled economic
development projects have pushed the Public Works/Engineering division to a staffing level that will
not meet the future expectations.
Bruce Loney will be available on Wednesday to discuss and review these requests with Council.
It should be noted that the Parks, Recreation, and Natural Resources Director has requested an
intern.
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• As discussed in earlier Budget discussions the PERA rates for Coordinated members have not
increased for 2014; however the Police& Fire pension amounts have increased per
legislative adjustment of 2013,which go into effect Jan. 1, 2014.
• Health insurance rates for benefit eligible employees reflect the 0%rate increase that has
been quoted to the City,for 2014 coverage.
As other insurance rates are received by City staff,these amounts will be adjusted on the total cost
of employee benefits,to reflect actual rates,versus estimated rates that were loaded in August.
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CITY OF SHAKOPEE
Memorandum I
TO: Mayor, City Council and Mark McNeill, City Administrator {
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FROM: Bruce Loney,Public Works Director I
SUBJECT: Public Works Organization Structure t
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DATE: October 21, 2013 !
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For the 2014 Budget, I am proposing to make several changes in the Public Works
Organizational Chart to meet the needs for 2014 and to line up with potential future structure in
the Public Works Department. These changes are necessary to manage the growth of recent
years and anticipated growth in future years. For a description of the schedule and projected
projects,please refer to recent Capital Improvement Programs(CIP)and the 2014-2018 CIP.
Attached is an alternative labeled "Alternative No. 6" and is the recommended Department
Structure being proposed in the 2014 budget. Also attached is the current structure for the Public
Works department.
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PUBLIC WORKS OPERATIONS
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In the Public Works operation side of the Public Works Department, staff has utilized temporary
leads since 2009 and has not hired any full time staff since 2007. The City has experienced
growth in the last couple of years and the job duties have increased which warrant the additional
maintenance operator staff. I am attaching information from our GIS system outlining the
additional facilities and the maintenance hours expected from those facilities in the park, street, i
sanitary and storm division areas. Also attached is an estimate of increased hours needed to
maintain various activities in the street,park and storm area to a level that the public has come to
expect. In several of these areas there are increase duties, such as I" Avenue flags and banners,
and additional sign and storm regulations.
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For 2014, it is being proposed to add two full time operators and three more seasonals. With the r
additional personnel and the need to have additional supervisory assistance for our supervisors,
we are proposing to add a Street Foreman andUtility Foreman positions, "(We will work to find
a gender-neutral title)" and make the Mechanic and the Park Lead permanent.. The additional
cost for the two Foremen from the current Temporary Lead status is approximately$5,000 each
per year,with some of that cost being out of the utility funds.The Mechanic Lead and the Park E
Maintenance Leads each would be an increased cost of approximately$2,500 per year. Also
being proposed is to start the Maintenance Operators May 1,2014; therefore, the impact to the
budget would be at 67%of a full time person. We estimate that additional cost to be around i
$42,500 per position,including benefits. I
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PUBLIC WORKS—ENGINEERING DIVISION
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In the Engineering Division changes, the work load has significantly increased in the last couple
of years. The year 2013 has been extremely busy, and 2014 is already shaping up to be busier
than 2013. Staff has seen an increase in the public improvement projects, as well as private
development, private roads, County highways, State highways, Metropolitan Council and I
Shakopee Mdewakanton Sioux Community projects. All of these projects take significant staff
time as well as coordination with all the other entities previously mentioned. It is being proposed i
to add an entry level position to assist in project design and inspection, as well as assistance in
storm water and transportation areas of the engineering division.
By having an entry level position, it will free up our higher level positions to do higher level i
work (and not the entry level work). In addition, I am proposing to create project coordinator
position, which is needed to assist in the coordination of the work in the field and design in
assisting the Assistant City Engineer in carrying out the necessary work. The City had this
position designation several years ago, but it was eliminated due to budget reasons. A current
Engineering Teclmician IV would be promoted to fill the Project Coordinator position.
The cost of a Graduate Engineer, to start May 1, 2014, is estimated about $51,500 a year. The
additional cost for a Project Coordinator is estimated to be around $6,100 a year. Much of these
costs would be recouped through project funding.The alternative to not adding these positions is
to use more consultant time, as the work level is there, as the associated costs. It is important to
note that work load levels are approaching levels experienced prior to 2006; at that time
Engineering had an additional 3.5 employees. i
In summary, what is being proposed is to add one employee position, and make some structural
changes. Shakopee's population is now more than 38,000 and growing. These changes in the
Engineering Division are warranted.
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The proposed organizational structure changes are needed and necessary for us to maintain the
level of service in a growing community. It also looks at the fixture, where there are several
retirements.. There will be a need to look at additional changes in the structure.
I believe these changes meet the need for today, tomorrow and ultimately the fixture. If you have
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any questions in regards to this memo or the changes, feel free to contact me. I
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PUBLIC WORKS DEPARTMENT
SUIINIARY OF COSTS 2014 BUDGET PERSONNEL
PUBLIC WORKS
Maintenance Operator(Street) 542,500 includes benefits(8mo)
Maintenance Operator(Park) 542,500 includes benefits(8mo)
Lead to Street Foreman $5,000
Lead to Utility Foreman $5,000
Permanent Mechanic Lead $2,500
Permanent Park Lead $2,500
$100,000
Affects Utility Funds
ENGINEERING DIVISION
Graduate Engineer S51,500 includes benefits(8mo)
Eng. Tech, 1V to Project Coordinator $6,100
557,600
Salaries coUld be recouped with project funding
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4n,
ice Loney,
Public Works Director
ENOR 2013-PROJECTS('OORESPOM)ENCE.PC BLICUORGSORGANIZA11O NS1 KL"CTL'RE
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2014 Preliminary Budget-Revenues,Expenditures and Requested Initiatives
Note; 2014 is based on the presented budgets,the same budget has been used for 2015 taking into account the actual full year of wages
for the personnel budget initiatives and how those will affect future budgets.
Revenues: 2013 2014 2015 j
Property Taxes $ 14,579,000 $ 15,262,000 $ 15,262,000
Tax Increments
Special Assessments
11,000 10,400 10,400
Licenses and Permits 1,316,700 1,267,000 1,267,000
Intergovernmental 755,500 938,200 938,200
Charges for Services 3,851,150 4,090,375 4,090,375
Fines and Forfeitures 425,000 375,000 375,000 i
Miscellaneous 315,500 320,300 320,300
Total Current Revenues 21,253,550 22,263,275. 22263,275
Other Financing Sources: , t
Transfers In from Enterprise Funds 150,000 150,000 150,000 I
Total Other Financing Sources 150,000 150,000 150,000
Total Reveques -- � s '- I(
22,413,275 5 22,413,275
Expenditures:
General Government $ 3,378,765 $ 3,831,530 $ 3,831,530
Public Safety 9,913,889 10,327,753 10,327,753
Public Works 2,883,328 3,010,270 3,010,270
Park and Recreation 4,084,730 4,206,932 4,206,932
Unallocated 225,000 235,000 235,000
Interest
Capital Outlay 1,700 1 700
Tottil CnrrenkEzpenditures 20,485;712 21,613,185 21,613,185
Other Financing Uses Initiatives to be Discussed:
Transfers Out-EDA(2190)(Fagade program) 150,000 150,000 150,000
Transfers Out-EDA(2190)(Position and Operations) 150,000 180,000 180,000
Transfers Out 2006A Debt Service Fund 60,000 -
Transfers Out Capital Prgect Fund(402 1)per 5 year CIP 500,000 750,000 1,000,000
Total Other Financitt$Soutxta 860,000 1,080,000 3,330,000
Total ExpenditWress 8elndiY Iilttdset Initiativea 21,345,712 22,693,185 22,943,185 i
Budget Initiatives:
Position/Project 2013 2014 Cost 2015 Cost
New Positions:
Management Intern(Div:12-Admin) 34,500 41,152 E
Facilities Worker(Div: 18-Facilities)
55,500 66,201
Graduate Engineer(Div:41-Engineering) - 51,500 76,724
Maintenance Operator-Street(Div:42-Street) 42,500 63,316 i
Maintenance Operator-Park(Div:46-Park) - 42,500 63,316 i
Natural Resource Seasonal Intern(Div:66-Natural Res.) 6,500 6,500
Position Changes:
Change Communication Coordinator to FT(Div:12-Admin) 33,600 33,600
Upgrade Accountant to Accounting Manager(Div: 15-Finance) 6,340 6,340
Promote Record Tech.to Record Specialist(Div:31-Police) 2,600 2,600
Promote Eng.Tech IV to Project Coordinator(Div:41-Engineering) 6,100 6,100
Change Temporary to Permanent Lead-Utility(Div:71-Sewer) - 2,500 2,500
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Change Temporary to Permanent Lead-Street(Div:42-Street) - 2,500 2,500
Upgrade Maint.Lead to Utility Foreman(Div:71-Sewer) - 5,000 5,000
Upgrade Maint.Lead to Street Foreman(Div:42-Street) - 5,000 5,000
Total Budget lnitiatives
. 296 640 380 850
%of 2013 Levy 0.4% -3.7% -5.8%
Debt Service Payments Recommended to be Levied
2004B GO Building Referendum 175,000
2006 A Improvement Bond 343,959
Total Debt Service Pay'entsi Recommended 518,959
* Council will need to address other additional debt service levies currently not included in the 2014 budget.
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