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HomeMy WebLinkAbout13.E.1. Staffing Configuration for Fleet DivisionTO: Mayor and City Council Mark McNeill, City Administrator City of Shakopee MEMORANDUM FROM: Kris Wilson, Assistant City Administrator Mike Hullander, Public Works Superintendent SUBJECT: Staffing Configuration for Fleet Division DATE: March 31, 2011 13. E./. Introduction The Council is asked to consider changing the authorized staffing levels for the Fleet Division from two mechanics and one mechanic's apprentice to three mechanic positions. Background The Fleet Division of the Public Works Department operates the City shop and maintains the City's entire fleet of vehicles and equipment. The Division is currently authorized to have 3 full -time employees -- 2 mechanics and 1 mechanic's apprentice. The third full -time position in the Fleet Division was added in 2004. At that time, the Public Works Department requested permission to add a third mechanic. However, after much discussion and debate, a new position titled mechanic's apprentice was created instead. The position was first filled in the fall of 2004. Since that time it has been held by two employees and it currently stands vacant due to a resignation (to be acted upon elsewhere on the Council's agenda). The summary job description for the mechanic's apprentice position describes the assigned work as "minor repairs" of automobiles, police cars, trucks, etc. It goes on to list just six essential duties of the position, including: > "Performs limited mechanical work and equipment repairs as directed to keep the City's vehicle fleet in safe and efficient working condition." > "Operates a variety of hand, electric, welding and air - driven tools /equipment commonly used in minor repair work. " > "Picks up parts and materials and runs other errands as directed." > "Performs limited building maintenance and good - housekeeping practices, to assure the shop is maintained in a clean and safe condition." After nearly 7 years of working with this structure and a review of the work records and maintenance Togs of the most recent mechanic's apprentice, it is clear that this does not accurately reflect the work being assigned to and completed by this employee. The needs of the City and the Department are such that the work of this third position is more appropriately classified as the work of a mechanic, rather than a mechanic's apprentice. The need for a third mechanic, rather than a mechanic's apprentice, is also supported by the fact that the City has made a conscious decision to lengthen out the replacement schedule and keep individual vehicles and equipment items longer, in an effort to save money. Retaining these items in good repair fora longer period of time requires higher levels of maintenance and the skills of a full mechanic. Budget Impact Due to recent turn -over in the fleet division resulting in fewer employees at the top step of their respective pay grades, there is funding available in this year's budget to support the wage and benefit costs of three full -time mechanics. Additionally, the change from two mechanics and one mechanic's apprentice to three mechanics would be budget neutral for 2012. The added costs of having three mechanic's would impact the City's 2013 budget, however. Relationship to Vision This item relates to Goal E: Deliver effective and efficient public services by a staff of well- trained, caring and professional employees. Recommendation Staff recommends that the current mechanic's apprentice position within the Fleet Division be left unfilled and that a third mechanic be hired instead. If Council concurs, staff would first look to the applicant pool from the mechanic hiring process earlier this year rather than re- advertising the position, as there were numerous strong candidates interviewed as part of that process. Requested Action If the Council concurs, it is asked to offer a motion to authorize staff to bring forward a hiring recommendation for a third, full -time mechanic in the Public Works Department.