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Home My WebLink AboutHR Reorganize Public Works Engineering Divisiondk Agenda Item No: 10 Meeting Date: August 16, 2010 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Leslie Loomis, HR Director (SG) City Manager Approval: Jd SUBJECT: RESOLUTION TO REORGANIZE THE PUBLIC WORKS DEPARTMENT WITH A PARTICULAR FOCUS ON THE ENGINEERING DIVISION TO MEET INDUSTRY STANDARDS RECOMMENDATION: Adopt resolution. BACKGROUND: After the retirement of former Public Works Director Andy Preston in 2008, the City hired Avery Associates to conduct a comprehensive search to fill the position. After three attempts in a one year period to recruit for a new Public Works Director, the City was unable to find a suitable candidate. Consequently, the City hired a consultant, Parviz Mokhtari, to serve as Interim Public Works Director/City Engineer and created an Assistant Public Works Director position which was filled by then City Traffic Engineer Nader Mansourian. Since then, the Public Works Department has undergone other changes due to economic conditions including layoffs, reclassifications and a reorganization in the Parks division and Streets division. The Public Works Director directs the Public Works program for the City which includes maintenance of City owned facilities such as roads, parks, buildings and vehicles, capital improvement project engineering, contract administration, traffic engineering and other related services. This position serves as the City Engineer and requires registration as a Civil Engineer with the State of California. The Assistant PW Director plans, organizes, directs and oversees the traffic and civil engineering divisions for the City of San Rafael. This position requires registration as a either a Traffic Engineer or Civil Engineer with the State of California and serves as acting Public Works Director in the absence of the Public Works Director. The Assistant PW Director currently oversees all traffic and civil engineering staff. ANALYSIS: Because Parviz will be wrapping up his time as Interim Public Works Director with the City at the end of this calendar year, it is important to begin thinking about how to ensure a smooth transition to new management. Part of this process includes looking at the current needs of the Public Works department as we perform an internal promotional recruitment for a new Public Works Director. In order to maintain a clearly defined classification that will serve as the City Engineer in the absence of FOR CITY CLERK ONLY File No.: q-3-140 X -q-0-'g Council Meeting: �d%Q'20r a p Disposition: f�.CSGti-Ov OA% /S'0:x9 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 the PW Director, staff recommends that the Assistant Public Works Director classification be modified to include City Engineer responsibilities. This reclassified Assistant PW Director/City Engineer position would require registration as a licensed Civil Engineer and would organize and direct the engineering division which includes traffic, design, construction and development review. This position would also manage Capital Improvement projects and land development functions and would review and sign engineering drawings and land record maps. Registration as a Traffic Engineer would no longer qualify a candidate for the Assistant PW Director/City Engineer. In addition to reclassifying the Assistant PW Director position, there are a number of changes recommended to improve the Engineering Division. The Engineer classification series currently includes the Assistant Engineer, Associate Engineer and Senior Associate Engineer as well as the Civil Engineer/Traffic Engineer. The City proposes to delete the Civil Engineer/Traffic Engineer classification from this series and replace it with an Assistant Civil Engineer. When an Assistant or Associate Engineer receives his/her license, they are required to include "Civil' in their job title. If we include Assistant Civil Engineer in this flexibly staffed classification, engineers on staff that become licensed Civil Engineers with the State of California can automatically move into the Assistant Civil Engineer position provided there are not two unfilled positions. In addition, staff recommends that the Traffic Engineer position be removed from this Engineer series and stand alone as a single classification to reflect a direct reporting to the Assistant Public Works Director/City Engineer. Staff also recommends creating a new position entitled Associate Civil Engineer to supervise the Engineering Division. The Associate Civil Engineer will be a mid - management position and will report to the Assistant Public Work Director/City Engineer. Below is a summary of the recommended changes noted above: 1. Reclassify the Assistant Public Works Director to an Assistant PW Director/City Engineer position that would oversee the entire Engineering Division and provide limited oversight, as required by the Director, for the other areas of Streets, parks and Administration. This position will be a registered Civil Engineer and would serve as acting PW Director/City Engineer in the absence of the Public Works Director. 2. Withdraw the Civil Engineer/Traffic Engineer classification from the flexibly staffed Engineer series and replace it with an Assistant Civil Engineer position which will require incumbents to be registered Civil Engineers. 3. Establish a separate Traffic Engineer classification in the Western Council of Engineers (WCE) bargaining unit. 4. Create a new Associate Civil Engineer classification in the Unrepresented Mid -Management unit. This position will require registration as a licensed Civil Engineer and would supervise the Engineer series (Assistant/Associate/Senior Associate Engineer positions) as well as the Traffic Engineer, Traffic Technician, GIS Analyst and Engineering Technician. Based on external and internal salary survey studies, the proposed salary range for the new Assistant Civil Engineer (WCE) classification will be the same as the current salary for the Civil Engineer classification which is $7150 to $8690 per month. The proposed salary range for the new Associate Civil Engineer (Mid -Management) will be $7897 to $9599 per month. Copies of the revised job specifications are attached. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3 FISCAL IMPACT: This resolution is a reorganization of existing job classifications and does not require adding additional positions. There is a minimal annual increase in cost of just under $10,000 which comes from promoting a Senior Associate Engineer to the new mid -management Associate Civil Engineer position. ATTACHMENTS: • Existing Public Works Department Organizational Chart • PROPOSED PW Department Organizational Chart • Public Works Director Job Description • DRAFT Assistant Public Works Director/City Engineer Job Description OPTIONS: The City Council can accept staff's recommendation and adopt the resolution or direct staff to seek additional information and postpone a decision on this reorganization. ACTION REQUIRED: Adopt the resolution to reorganize the Public Works Department with a particular focus on the Engineering Division. RESOLUTION NO. 13029 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO REORGANIZE THE PUBLIC WORKS DEPARTMENT WITH A PARTICULAR FOCUS ON THE ENGINEERING DIVISION TO MEET INDUSTRY STANDARDS WHEREAS, in January 2009 the City of San Rafael (CITY) entered into an agreement with Parviz Mokhtari to provide Interim Public Works Director/City Engineer services; and WHEREAS, Parviz Mokhtari will be ending his time as Interim Public Works Director/City Engineer at the end of this calendar year; and WHEREAS, the CITY would like to ensure a smooth transition to new management while addressing the current needs of the Public Works Department, in particular the Engineering Division; and WHEREAS, the CITY would like to maintain a clearly defined classification that will serve as the City Engineer in the absence of the Public Works Director; and WHEREAS, the CITY and representatives of the Western Council of Engineers (WCE) have met and discussed the impacts of reorganization on positions represented by the bargaining unit. NOW, THEREFORE let it be resolved, the City Council of the City of San Rafael directs the City Manager to facilitate an orderly transition to a new, permanent Director of Public Works by reclassifying the Assistant Public Works Director to include City Engineer responsibilities and implementing a reorganization of the Engineering Division of the Public Works Department as outlined in the attached Staff Report. I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 16th of August, 2010, by the following vote, to wit: AYES: Councilmembers: Brockbank, Connolly, Heller, Levine & Mayor Boro NOES: Councilmembers: None ABSENT: Councilmembers: None Esther C. Beirne, City Clerk Engineering Unit Employees as represented by WCE PROPOSED - July 29, 2010 Salary Group I Grade I Position A B C D E WCE 7330 Assistant Engineer $5,183 $5,443 $5,715 $6,000 $6,301 WCE 7227 Associate Engineer $6,476 $6,800 $7,140 $7,497 $7,871 WCE 7229 Assistant Civil Engineer $7,150 $7,507 $7,882 $8,277 $8,690 WCE 7331 Engineer, Traffic $7,150 $7,507 $7,882 $8,277 $8,690 WCE 7277 Engineering Technician 1 $4,586 $4,815 $5,056 $5,309 $5,574 WCE 7230 Engineering Technician II $5,183 $5,443 $5,715 $6,000 $6,301 WCE 7228 Senior Associate Engineer $6,804 $7,144 $7,502 $7,877 $8,270 WCE 4793 Traffic Engineering Technician 1 $4,586 $4,815 $5,056 $5,309 $5,574 WCE 4792 Traffic Engineering Technician 11 $5,183 $5,443 $5,715 $6,000 $6,301 Salary Group I Grade I Position I A I B I C I D I E Mid-Mgmt 1 7330 (Associate Civil Engineer 1 $7,8971 $8,2921 $8,707 $9,1421 $9,599 WAManagement Services- WorkFile\HR- WorkFile\Human Resources\Salary Schedules\2009 schedules\WCE Salary Schedule 09-10.xls 7/29/2010 Department of Public Works Proposed Organization Chart i Public Works Director f L Assistant Public Works Director/City Engineer Associate Civil Streets Parks Administrative Engineer Superintendant Superintendant Manager Assistant (1) Traffic Street Maintenance Parks G) Administrative (1) Garage Shop (1) Facili ty(1) Repair Civil Engineer Engineer Supervisor Maintenance Supervisor Assistants &Equipment Supervisor Supervisor (vacant) (1) Sr. Associate Lead ead Engineer (1) Traffic Workers Workers (2) Facility (2) Associate Technician (2) Mechanics II Re air Workers p Engineer I and III (0) Assistant Maintenance Engineer Maintenance Workers Workers (1) GIS Analyst (1) Engineering Technician 7-23-2010 Department of Public Works Existing Organization Chart Public Works Director i /City Engineer I I f L .—A I Assistant Public Works Director 7-23-2010 I I Streets Parks Administrative (1) Civil (1) Traffic Superintendant Superintendant Manager Engineer Engineer (vacant) (1) Sr. Associate 1 Street Parks (1) Administrative (1) Garage Shop (1) Facility Engineer (1) Traffic Maintenance Maintenance Assistants & Equipment Repair (3) Associate Technician Supervisor Supervisor Supervisor Supervisor Engineer (0) Assistant I Engineer Lead Lead I (2) Facility Workers Workers I (2) Mechanics II Repair Workers I I I and III (1) GIS Analyst Maintenance Maintenance (1) Engineering Workers Workers Technician 7-23-2010 Revised 7/21/2010 DRAFT City of San Rafael Job Class Specification Job Title: Public Works Director SUMMARY Oversees and directs the Public Works administration, engineering, maintenance and operations for the City. Responsibilities include the management of the maintenance of City owned facilities such as roads, parks, buildings and vehicles, capital improvement project engineering, contract administration, traffic engineering and other related services. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. • Plans, organizes, and directs the City Public Works program including four divisions: Engineering, administration, traffic and maintenance. • Develops goals and objectives for the department. • Prepares reports and analysis for City Council and City Staff. • Participates in meetings of the City Council, Planning Commission, homeowners associations and professional associations and presents verbal and written reports. • Coordinates with City Manager and other departments to identify, clarify and implement City policies and procedures, including departmental goals and objectives. • Oversees the preparation of applications for State and Federal funding to enhance City funded road maintenance works. • Serves on boards representing the City on matters affecting the City such as JPAs and Coalitions. • Coordinates with Public Works Directors in other cities on matters of joint concern. • Evaluates, trains, counsels and disciplines staff. • Oversees the management of the capital improvement program. • Conducts investigations and resolves complaints received from the community. • Prepares and oversees the San Rafael Sanitation District Budget. • Oversees and insured implementation of SRSD emergency response and reporting procedures. • Coordinates with CMSA member agencies regarding operation of treatment plant. • Performs related duties as required. KNOWLEDGE OF: • Federal, State and local laws impacting Public Works • Caltrans policies and procedures • Principles, practices and trends in public works administration • Principals of management ABILITY TO: • Interpret and apply Federal, State and local laws. • Communicate effectively, verbally and in writing. • Maintain a flexible, cooperative customer service attitude. • Coordinate diverse activities of the department. • Manage a cadre of Public Works professionals and paraprofessionals. EDUCATION AND/OR EXPERIENCE: Any combination of education and experience that demonstrates possession of the requisite knowledges, skill and abilities. A typical way to obtain these would be: Bachelors degree in Civil Engineering. Ten years of increasingly responsible public work construction and maintenance experience including at least five years in a managerial position. Valid drivers' license 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 sit and talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and 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 regularly works in indoor conditions and regularly works near video display. The employee is exposed to moving mechanical parts, heavy construction equipment and outside weather conditions from time to time. The noise level in the work environment is usually moderate. Prepared Date: February 2002 -updated Prepared by: Leslie Loomis Revised: July 2010 W-Wlanagement Services- WorkFile\HR- WorkFile\Human Resources\Job Specs\Job Specs 2010 Updated\DRAFT Public Works Director doc Page 2 of 2 Proposed July 2010 Revised 7/26/2010 DRAFT Job Title: Assistant Public Works Director/City Engineer SUMMARY Under the direction of the Public Works Director, the Assistant Public Works Director/City Engineer plans, organizes and directs the engineering division which includes traffic, design, construction, development review, manages Capital Improvement projects and land development functions. Reviews and signs engineering drawings and land record maps. Represents and serves as Public Works Director in his/her absence. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: • Serves as City Engineer. • Oversees the City's engineering division. Serves as the project leader for major civil engineering projects. • Develops goals and objectives for the Engineering division. • Prepares reports and analysis for City Council and City Staff. • Participates in meetings of the City Council, Planning Commission, homeowners associations and professional associations and presents verbal and written reports. • Works closely with the Community Development Department on private developments to ensure Public Works infrastructure is sustainable. • Coordinates engineering activities and capital projects with other departments and entities. • Meets with public and private engineers, architects, contractors and owners to discuss projects. • Prepares applications for State and Federal funding to enhance City funded road maintenance works. • Serves on boards representing the City. • Coordinates with Public Works Directors and City Engineers in other cities on matters of joint concern. • Directly supervises engineering staff. • Oversees the management of the capital improvement program. • Plans, supervises and performs professional engineering work in the design and construction of public capital projects. • Conducts investigations and resolves complaints received from the community. • Negotiates fees and schedules with consultant(s). • Supervises the CIP construction to ensure projects are completed on schedule and within the budget. • Supervises the preparation of plans, project specifications, inspections, surveys and other engineering work performed by staff members and consultants. • Supervises and participates in the review of plans and the inspection of construction in progress for adherence to codes, acceptable engineering standards. • Reviews, approves and signs engineering drawings, plans and specifications and other legal documents as the City's Civil Engineer. • Ensures compliance with Public Contracts Code, Federal and State laws, local ordinances and regulations. • Supervises and manages the application of Grants for District projects from Federal, State and local funding sources. • Writes evaluations for entire engineering staff working closely with the Senior Associate Civil Engineer. Proposed July 2010 Revised 7/26/2010 • Performs related duties as required. KNOWLEDGE OF: • Principles and practices of civil engineering and municipal engineering. • Planning, budgeting, design and construction management of the public works projects • Selecting and paying consultants. • Request for Qualifications (RFQ) and Request for Proposal (RFP) procedures. • Federal, State and local laws impacting Public Works • Caltrans policies and procedures • Principles, practices and trends in public works administration • Principals of management • Design methods of Public Works projects including the construction of streets, signals, lighting, parking, storm drain, parks and buildings • Principles of organization, administration, and personnel management • State Subdivision Map Act • Tentative Maps and environmental documents • Public Works operations and maintenance • Construction Management ABILITY TO: • Interpret and apply Federal, State and local laws. • Communicate effectively, verbally and in writing. • Maintain a flexible, cooperative customer service attitude and work well with other departments. • Coordinate diverse activities of the department. • Manage a cadre of Public Works professionals and paraprofessionals. • Manage a budget and supervise staff EDUCATION AND/OR EXPERIENCE: A Bachelors degree in Civil Engineering from an accredited college or university and ten years of increasingly responsible public works engineering and construction experience including at least five years in a managerial position. Registration as a Civil Engineer in the State of California is required. Valid CDL 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 sit and talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT Proposed July 2010 Revised 7/26/2010 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 regularly works in indoor conditions and regularly works near video display. The employee is exposed to moving mechanical parts, heavy construction equipment and outside weather conditions from time to time. The noise level in the work environment is usually moderate. Prepared by: Leslie Loomis Prepared Date: July 2010 Unit: Mid -Management CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 10 DATE OF MEETING: August 16, 2010 FROM: Leslie Loomis DEPARTMENT: Human Resources / Management Services DATE: August 6, 2010 TITLE OF DOCUMENT: RESOLUTION TO REORGANIZE THE PUBLIC WORKS DEPARTMENT WITH A PARTICULAR FOCUS ON THE ENGINEERING DIVISION TO MEET INDUSTRY STANDARDS 4 �t "r S Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY A�GE>bAIT r K--�N ak'a City Manager (signature) NOT APPROVED REMARKS: lizrsjr7,4w,, ! `17P I L� 1 AUG 10 2010 APPROVED AS TO FORM: w Q. "Y �J City Attorney (signature)4:!: �Q��4R.0 eT