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HomeMy WebLinkAbout15.E.4. Authorize Filling a Facility Maintenance Position CITY OF SHAKOPEE Ij-:E* 'f MEMORANDUM To: Mayor and City Council From: Mark McNeill, City Administrator Mark Themig, Facilities and Recreation Director Meeting Date: February 4, 2003 Subject: Authorization to Fill Facility Maintenance Position INTRODUCTION In the fall of 2002, the death of Charlie Fuller created a vacancy in the Building Maintenance Worker position. This position was responsible for maintenance and operation of a portion of City facilities. Since that time, we have been working to identify ways to improve the maintenance and operation of City buildings. City Council is asked to consider eliminating the vacant Building Maintenance Worker position and creating a Facility Maintenance Lead Worker. BACKGROUND The City has two positions directly responsible for maintaining City buildings: the Building Maintenance Worker (currently vacant) in the City Administrator's Department, and the Facilities Maintenance Worker in the Parks and Recreation Department. Public Works also maintains park buildings and structures. Other City staffs are also involved in building services. For example, the Assistant to the City Administrator oversees the City's cleaning contract, the Facilities and Recreation Director coordinates the City's telephone services, and Fire Department volunteers conduct some of the maintenance on the Fire Department buildings. There are a number of different service agreements for different City buildings. Since the death of Mr. Fuller, we have been evaluating how we operate and maintain buildings. There are several issues with the current structure, including: . Deficiencies in a thorough knowledge of mechanical systems, which results in more contractual fees for building operational problems. . A lack of preventative maintenance plans for City buildings. . A lack of a cross-trained staff and backup in the event of an absence. . The number of people involved in coordinating building services. Also, we feel that it is important to look ahead as the new Library and Police buildings are completed. Even though these new buildings will have new systems and technology, we will need a higher skill level to operate and maintain these mostly computerized HV AC systems. (For example, the Community Center has eight different air-handling units, each with its own set of controls. We currently contract out for the majority of service to these systems, but would rather have the expertise to maintain them in- house. ) DISCUSSION This proposal would upgrade the vacant Building Maintenance Worker to a Facility Maintenance Lead Worker. The Facility Maintenance Lead Worker would have the primarily role in coordinating City building maintenance and operation for all City buildings. In addition, this position would oversee the day-to-day work of the Facility Maintenance Worker in Parks and Recreation. Specific responsibilities are outlined on the proposed position description (Attachment B). By consolidating these functions under one position, we believe that we would provide better coordination of building services, improve the level of preventative maintenance to extend the life building systems, and have back-up in the event of absences. In addition, the upgraded position would require skills and experience for some of the services that we currently contract out, such as knowledge of mechanical systems. In looking at where this position should be housed if approved, we considered three options: (1) the City Adminstrator's Department where the existing Building Maintenance Worker is housed, (2) Public Works, and (3) Parks and Recreation. In working with the respective department heads, Parks and Recreation seemed the most practical because the existing facility maintenance position in Parks and Recreation will allow for cross- training and centralization of all buildings under one department. It also provides for coordination of maintenance at existing facilities, including the Community Center, Ice Arena, Aquatic Park, Schleper Stadium, and the Youth Building. Finally, it provides a conduit for coordinating maintenance of park buildings, which are currently being maintained by Public Works. Finally, we are proposing that we recruit internally to fill this position. We believe that we have individuals on staff in different positions that would be qualified to fill this position. BUDGET IMPACT Salary The current Building Maintenance Worker position is rated at Grade Level 2, $27,405- $34,206. Rod Kelsey, the City's pay consultant, has rated the proposed Facility Maintenance Lead Worker at Grade Level 5, $36,439-$45,574. This is generally equivalent to the Park Maintenance and Street Maintenance Lead Workers, although they are on the Public Works union pay scale. If we fill the proposed Facility Maintenance Lead Worker position with an external candidate at the first ste of Grade Level 5, there would be a bud et im act of $2,266: Position 2003 Bud eted Sala * New Sala * 1m act Building Maintenance $34,711 $0 -$34,711 Worker Facility Maintenance $0 $36,977 +$36,977 Lead Worker Total Sala 1m act - - +$2,266 *This example assumes a total 2003 Pay Adjustment of 3%. The actual pay adjustment may be more or less than this amount, depending on future action by Council. However, if we recruit internally for this position, it is possible that there would be slight salary savings, due to the ability of hiring a replacement at a lower salary level. For illustrative purposes, if we select a current Public Works Maintenance Worker at the top of the pay scale, the impact to salary would be as follows: Position 2003 Budgeted Salary* New Salary* Impact Parks/Streets $40,723 $32,577 -$8,146 Maintenance Worker (Current Employee at (New Hire at Step 1) Step 8) Facility Maintenance $34,711 $0 -$34,711 Worker Facility Maintenance $0 $42,539 +$42,539 Lead Worker Total Salary Impact - - -$318 *This example assumes a total 2003 Pay Adjustment of 3% for both contract and non- contract employees. The actual pay adjustment may be more or less than this amount, depending on contract negotiations and future action by Council. Vehicle Previously, Mr. Fuller was reimbursed mileage for use of his personal vehicle, which totaled $1,244.46 during his final 12-month period of employment. Given the requirements for this position to be at multiple City facilities, the City should provide a vehicle for use. There are two surplus vehicles identified that would be appropriate, either a 1992 GMC Sonoma or a 1988 GMC 1- Ton. Annual rental charge of the Sonoma would be $1,525; rental charge on the 1-ton would be $1,020. Assigning a vehicle to the position would offset a majority of the mileage reimbursement costs, excluding fuel costs. Summary In future years, the impact of the position would increase due to progression through the steps of the pay plan. However, we would offset some of this impact through reduced contracted services. Please refer to the attached Budget Impact Worksheet (Attachment A) for a complete summary. ALTERNATIVES 1. Eliminate the Building Maintenance Worker position and create the Facility Maintenance Lead Worker. 2. Retain the existing Building Maintenance Worker position and fill at its current level. 3. Request additional Information RECOMMENDATION In order to better operate and maintain City buildings both now and in the future, we recommendation Alternative #1. In addition, we propose to advertise internally for this position. We believe that we currently have staff that would be interested, qualified, and could fill the position. While there may be a legitimate question as to the timing of replacing a current vacancy with a higher-rated position (and therefore, more highly compensated), we feel that in the long term the creation of a lead worker position is in the City's best interests. REQUESTED ACTION If City Council concurs, move to authorize: 1. Elimination of the vacant Building Maintenance Worker position. 2. Creation of the Facility Maintenance Lead Worker and approval of the position description. 3. Advertising internally for the position. N--~ Ma~e~~ Mark McNeill City Administrator Facilities and Recreation Director City of Shakopee Budget Improvement Package Prepared by: Mark Themig, Facilities and Recreation Director \ Department: Parks and Recreation Date: January 28, 2003 Instructions - for each employee position or promotion that has not been filled or otherwise specifically authorized by Council (not just budgeted) as of July 3, 2002, the following information should be provided: Position Title: Eliminate Building Maintenance Worker position and create Facility Maintenance Lead Worker Description of Need: Since the recent vacancy in the Building Maintenance Worker, we have been evaluating how we operate and maintain buildings. There are several issues with the current structure, including: . Deficiencies in a thorough knowledge of mechanical systems, which results in more contractual fees for building operational problems. . A lack of preventative maintenance plans for City buildings. . A lack of a cross-trained staff and backup in the event of an absence. . The number of people involved in coordinating building services. Also, we feel that it is important to look ahead as the new Library and Police buildings are completed. Even though these new buildings will have new systems and technology, we will need a higher skill level to operate and maintain these systems. Costs: All costs to provide position (include salary, benefits, training, equipment, and any other costs needed to fully supply the position for FY03): Sala New Sala * 1m act $32,577 -$8,146 (New Hire at Step 1) Facilit Maintenance Worker $0 -$34,711 Facility Maintenance Lead $42,539 +$42,539 Worker Total Sala 1m act - - -$318 *This example assumes a total 2003 Pay Adjustment of 3% for both contract and non-contract employees. The actual pay adjustment may be more or less than this amount, depending on contract negotiations and future action by Council. Other Costs Internal Service Fund Vehicle Rental Charge: +$1,525 Fuel +$ 500 Savings in Mileage Reimbursement -$1 ,250 Future SavinQs in Contracted Service Uknown* Total $ 775 *We currently contract out for a variety of services on mechanical systems. We believe that there will be a savings of several thousand dollars by having the expertise on staff, although the actual amount is not known. Impact on City Service Levels by Funding the Position: This proposal would upgrade the vacant Building Maintenance Worker to a Facility Maintenance Lead Worker. The Facility Maintenance Lead Worker would have the primarily role in coordinating City building maintenance and operation for all City buildings (excluding park buildings). In addition, this position would oversee the day-to-day work of the Facility Maintenance Worker in Parks and Recreation. By consolidating these functions under one position, we believe that we will provide better coordination of building services, improve the level of preventative maintenance and extend the life building systems, and have back-up in the event of absences. In addition, the upgraded position would have skills and experience for some of the services that we currently contract out, such as knowledge of mechanical systems. Job Description Job Title: Facility Maintenance Lead Worker Division: Facility Operations Department: Parks and Recreation Location: Reports To: Facilities and Recreation Director FLSA Status: Nonexempt Prepared By: Mark Themig Prepared Date: 01/03 Salary Level: Grade'5 SUMMARY This is a working lead position that assists the Facilities and Recreation Director and other City staff in planning and integrating operations, maintenance, and improvement projects for City buildings. Position serves as a lead worker for other full-time and part-time facility maintenance staff, as well as performing ongoing and regular work of a maintenance worker. ESSENTIAL DUTIES AND RESPONSIBILITIES Coordinates and performs building operation and maintenance activities for assigned City facilities and associated grounds. Tasks include monitoring and maintaining building heating, cooling, air handling, and other mechanical systems; repairing plumbing malfunctions; preparing and painting surfaces; cleaning; snow removal, room set-up and take down, assembling or moving modular office furniture; etc. Provides first-line direction to other full-time and part-time facility maintenance staff, including coordinating maintenance and operation projects, establishing priorities, and overseeing work. Assumes delegated responsibilities of coordinating training of maintenance personnel as needed to conduct work safely and effectively. Conducts the selection and procurement of supplies and equipment necessary for the operation and maintenance of designated buildings and grounds. Maintains comprehensive cost records of maintenance activities, evaluates costs to determine recommendations for program changes, purchase of new or replacement equipment, etc. Takes prompt action in coordinating and conducting emergency repairs of assigned facilities and equipment. Responsible for responding to issues 24 hours a day in case of emergencies. Works with the Facilities and Recreation Director or other City staff to develop, review proposals and recommend to Council contracts for maintenance and/or operation of City facilities and services. Oversees the work of contractors engaged in contractual service agreements in several areas, including: . Cleaning Contracts . HV AC Systems . Telephone Services . Mechanical Systems . Electrical and Cabling . Utilities . Security Systems Develops and submits preventative maintenance schedules, including maintenance policies, practices, and procedures for maintenance of designated city buildings. Develops and submits annual operating budgets that relate to building maintenance and operations. Keeps the Facilities and Recreation Director informed of important developments and work in progress. Advises of needs and assists in planning work assignments and supervises projects as needed. Responds to internal and external requests for service promptly, efficiently, and effectively. Communicates building operation and maintenance needs in a professional manner. Conducts other duties as assigned. SUPERVISORYIWORK DIRECTION RESPONSIBILITIES Under the direction of the Facilities and Recreation Director, this position provides work direction to other full-time and part-time facility maintenance staff. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma (or GED) plus a minimum of 5 years experience in maintenance and operation of buildings, including cleaning practices, improvement projects, and mechanical systems, or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities. Previous experience as a lead person or crew chief and post secondary education in a related and relevant area is desirable (example: vocational, technical, or trade school). LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively to co-workers, contractors, vendors, and the public. Ability to maintain records and prepare reports pertaining to the area of responsibility and in accordance with federal and state laws and city policies. MATHEMATICAL SKILLS Ability to calculate figures and amounts with a calculator such as proportions, percentages, area, circumference, and volume. REASONING ABILITY Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Thorough knowledge of the occupational hazards involved and the safety precautions necessary to the safe conduct of work and equipment. Ability to make decisions recognizing established precedence and practices and to use resourcefulness and tact in meeting new problems. CERTIFICATES, LICENSES, REGISTRATIONS Employee must possess valid Class D Minnesota Drivers License. Possession of a Minnesota Special Boiler's license or ability to obtain one within six months of date of employment. OTHER SKILLS AND ABILITIES Ability to work independently without direct on-site supervision, make on-site decisions related to task assignments, and work cooperatively with co-workers. Knowledge of the materials, methods, techniques, tools and equipment used in operating, maintaining, and repairing buildings. Computer knowledge required; experience working with computers and software related to facility maintenance desirable. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms, and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and smell. The employee must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee generally works indoors, but will occasionally work in outside weather. The employee is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and risk of electrical shock. The noise level in the work environment is usually moderate. COMMENTS