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HomeMy WebLinkAbout2016-03-10 Council Work Session Agenda Packet CITY OF CORCORAN Council Work Session Agenda March 10, 2016 - 5:30pm 1. Call to Order / Roll Call 2. Public Works Staff Planning* 3. City Project Update* 4. April Work Session Agenda 5. Unscheduled Items 6. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. 2. CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 – Office 763.420.6056 – Fax E-mail - general@ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us MEMO Meeting Date: March 10, 2016 To: City Council From: Brad Martens, City Administrator Re: Public Works Staff Planning ______________________________________________________________________ Background: The staffing level in the Public Works Department is no longer capable of meeting the demands placed upon the department. This is primarily due to new development, new water and sanitary sewer utility system, and storm water requirements such as MS4 and SWPPP. While demands have increased staffing has not. The last additional Public Works employee was added in 2003 While the department appears to be functioning well from an outside perspective, there are several issues that need to be addressed: • Limited time exists for supervision/development of staff o Water/sanitary sewer licensing, coaching of staff, improving service delivery o An informal leader structure exists that is not supported by the job description • Limited time exists for administrative functions o Not sufficient time for proactive plan review, no time for reviewing and improving work practices o Establishing longer term work priorities/schedules  Overlay plan  Tree trimming plan  Ditching plan o Increasing time needed to review proposed development plans o Hiring process review and supervision of seasonal workers • No on-call structure exists for the new water/sanitary sewer system • No in-house engineering expertise exists requiring additional contracted resources 2. Due to these issues, staff is interested in reviewing possible options for future staff planning with the Council in order to plan for the future. In order to prepare for this discussion, Public Works Superintendent Pat Meister was asked to put together a list of work duties performed by Public Works. These duties are summarized and attached to this memo. The next step involved Pat and myself planning for the future work load of the department and the future staffing plan for the department. The discussion led to two likely scenarios: Scenario #1: Continue with Public Works Superintendent leadership with contracted engineering services • In this scenario changes include the following: o Appointing one of the existing Maintenance Workers as a Lead to assist with duties above and beyond the Maintenance Worker job description (work direction, data analysis, administrative activities, etc.) o Adding an additional Maintenance Worker in 2017 funded by the water and sanitary sewer utility o Adding a part-time administrative assistant in 2017 to take on duties of a lesser skilled nature to allow for the Public Works Superintendent and Lead to spend more time completing projects and less time completing paperwork o Future additional Maintenance Workers would be added as needed. • An organizational chart showing this scenario is attached • Costs for lead position incorporated into 2016 budget • Costs for additional maintenance worker in 2017 to be paid from water/sewer fund • Anticipated cost for .5 FTE administrative assistant is $20,000 Scenario #2: Hire a Public Works Director/Engineer to lead the department and also take on a majority of engineering activities • In this scenario changes include the following: o Hiring a Public Works Director/Engineer o Appointing one of the existing Maintenance Workers as a Lead to assist with duties above and beyond the Maintenance Worker job description (work direction, data analysis, administrative activities, etc.) o Adding an additional Maintenance Worker in 2017 funded by the water and sanitary sewer utility o Future additional Maintenance Workers would be added as needed. o Adding a part-time administrative assistant in the future to take on duties of a lesser skilled nature to allow for the Public Works Superintendent and Lead to spend more time completing projects and less time completing paperwork • An organizational chart showing this scenario is attached • Costs for lead position incorporated into 2016 budget • Costs for additional maintenance worker in 2017 to be paid from water/sewer fund 2. • Anticipated cost for a Public Works Director/Engineer is $120,000 o Takes on most engineering and plan reviews for basic items; bills escrow accounts for project at $65/hour (Wenck averages $90/hour). Anticipate revenue of $32,500 (10 hours per week for 50 weeks) o Takes on internal engineering previously billed to Wenck. Anticipate reduced expenses of $22,500 (5 hours per week for 50 weeks at $90/hour) • Anticipated additional expenditure of $65,000 ($120,000 - $32,500 - $22,500) • Reduces cost of doing business in Corcoran for project reviews, etc. as most engineering fees charged towards projects reduce by 28%. • Savings are conservative, anticipating only 15 hours/week for 50 weeks of escrow work or reduced engineering expenses. • Allows for full-time focus on Public Works related activities from an administrative level It is requested that the City Council discuss the future staff plan for the Public Works department and provide direction on which route the Council would like to see the City progress (slow growth with continued contracted services, slow growth with internal engineering services, etc.). Direction will be incorporated into the first draft of the 2017 budget which staff will begin working on in April. As the individual who supervises/oversees the Public Works Department on a day to day basis, I have a strong sense of the demands of the department as well as the amount of work not being completed in the community (miles of tree trimming and ditch work, dozens of culverts needing repair, miles of crack filling, lack of long-term planning for street improvements, etc.). I strongly encourage Councilmembers unsure of the workload of the department to reach out to Pat Meister to spend time with him to get a better sense of the demands on the department. If there is any other information you would like in advance of the meeting please let me know. Attachments: 1. Summarized Work Duties of Public Works 2. Scenario #1 Organizational Chart 3. Scenario #2 Organizational Chart Summarized Work Duties of Public Works Streets • Gravel roads (approximately 38 miles) o Water, grade and pack o Add gravel as needed o Contract and assist with dust control o Repair washouts • Paved roads/parking lots (over 25 miles) o Road shouldering o Patching o Crack sealing o Striping o Contract seal coating o Street sweeping o Curb and sidewalk repair • All roads o Snow removal (plowing, sanding, etc.) o Install/replace signs o Repair mail boxes o Bid and quote road materials Water/Sanitary Sewer • Obtain and maintain water and sewer licensing • Install water meters • Water meter reading • Water testing • Hydrant flushing/repair Storm water • Culvert repair for driveways and roads • MS4 o Inspect inlets, outlets, structural pollution control devices, pond depths, water quality, stock piles, erosion monitoring (over 200 sites) • Mow ditches • Clean and dig ditches • Seed ditches • Mulch/spray ditches • Repair catch basins • Thaw frozen culverts Parks • Mowing, weed whipping • Ballfield maintenance (daily dragging, fence repair) • Water grass as needed • Spraying, fertilizing • Playground inspection and maintenance • Volleyball court maintenance • Tennis court maintenance • Park shelter o Cleaning, maintenance • Park building o Cleaning, maintenance Summarized Work Duties of Public Works Facility maintenance • Public Works o Cleaning, maintenance, lawn care • City Hall o Cleaning, maintenance, community room setups, lawn care • Lift station o Monitoring, site inspections, contract maintenance Fleet • Truck maintenance • Truck washing • Oil changes • Greasing equipment • Oil changes and light repairs on squads • Hydraulic hose fabrication/maintenance • Move Police Department trailers as needed Special event assistance • Country Daze • Truck Safety Seminar • Cleanup Day • Hennepin County Fair • Lions Club events Other • Tree trimming • Stump grinding • Welding/fabricating • Mow and maintain shooting range • Order materials/supplies Scenario #1 Organizational Chart Public Works Superintendent • Department head for Public Works, Parks Public Works Lead • Provides work direction to Maintenance Workers, takes on-call time Part-time Administrative Assistant • Takes phone calls, correspondence • Data tracking/input o Work hours in different areas o Vehicle maintenance o MS4 • Assists in coordinating truck safety seminar and clean-up day • Orders supplies • Codes invoices City Administrator Public Works Superintendent Maintenance Workers (3, add 4th in 2017) Seasonal Maintenance (2) Ice Rink Attendants (4) PT Administrative Assistant .5 FTE in 2017 Public Works Lead Scenario #2 Organizational Chart Public Works Director • Department head for Public Works, Engineering, Parks Public Works Superintendent • Supervises/directs work • Completes all projects Public Works Lead • Provides work direction to Maintenance Workers, takes on-call time Part-time Administrative Assistant (future) • Takes phone calls, correspondence • Data tracking/input o Work hours in different areas o Vehicle maintenance o MS4 • Assists in coordinating truck safety seminar and clean-up day • Orders supplies, Codes invoices City Administrator Public Works Director/Engineer Public Works Lead Maintenance Workers (3, add 4th in 2017) Seasonal Maintenance (2) Ice Rink Attendants (4) PT Administrative Assistant (future) Public Works Superintendent 3/4/2016 1 CITY OF CORCORAN City Project Update Staffing I. Administration a. Reorganization complete in 2015 b. Seasonal Recreation Coordinator offered and informally accepted; paper work to be completed with anticipated start date of April 4th II. Police a. Transition to additional full-time officer approved in 2016 budget (reduce reliance on part-time officers); posting will take place in approximately early- March to have officer on board July 1st III. Public Works a. Goal to re-align department in order to meet additional demands of water/sanitary sewer utility as well as additional residents; will work with Superintendent to propose plan for changes to be implemented in 2016/2017. b. To be discussed at March 10th work session Administration: I. Compensation Study a. Presented plan to Council at February 25th meeting; staff recommending group of comparable cities at March 10th meeting II. Gambling Ordinance a. Ordinance approved b. Affected organizations have been notified III. Credit Card Processing a. Council has authorized staff to move forward b. Finalizing agreements and implementation plan IV. Newsletter a. First newsletter (1 of 4) completed; second newsletter will go out approximately April 1 V. Council Compensation a. Approved by Council; effective January 1, 2017 3/4/2016 2 VI. Utility Billing Structure a. Received direction from Council at February 11th meeting b. Staff to bring back updated fee schedule at March 10th meeting VII. Employee Handbook a. Updating the employee hand book to incorporate organizational changes and law changes VIII. Solicitors Peddlers and Transient Merchant Ordinance & Background Check Policy a. Staff completing draft ordinance and policy for Council consideration IX. League of Minnesota Cities – Data Security Survey a. Reviewing recommended action, considering options X. Recognition Program a. Reviewing options for jacket and plaque Public Works/Parks: I. Install water meters; read monthly II. Floor settling issue a. Discussed at February 25th meeting in closed session b. Staff completing direction given to staff at meeting III. Evaluating equipment replacement schedule a. Purchasing of 2016 equipment IV. Hackamore Road issues a. Reviewing traffic counts west of Butterworth; meeting scheduled with Medina to discuss i. 48 hour counts: Butterworth (south end) 66; Hackamore (west of Butterworth) 540; Hackamore (east of Butterworth) 604 b. Medina and Corcoran to complete comprehensive counts in 2016 for future discussion V. Road restrictions are on, focusing on tree trimming, maintenance of equipment, and bidding road materials for 2016. VI. Coordinating with Athletic Association for scoreboard installation at Snyder Field Police: I. Enforcing road restrictions II. Plan 2016 Night to Unite III. Incorporating paperless processing of public requests (burn permits, data requests, firearms permits, etc.) IV. Streamlining officers’ data collection procedures on calls for service V. Analyzing and evaluating space needs for essential services 3/4/2016 3 VI. Planning 35th Annual Firearms Safety course a. Registration open; classes begin March 20th and end April 30th VII. Planning 8th Annual truck-safety seminar a. Event takes place Thursday, March 10th VIII. Refreshing our reserve officer program IX. Evaluating equipment replacement protocols and coordinating necessary squad replacements X. Increasing evidence room security XI. Planning for 2016 special events (approximately 20 annually) XII. Working with City Hall to identify safety and security risks XIII. Managing and refreshing the department policy manual (Lexipol) XIV. Coordinating POST, OSHA, and discretionary department trainings Planning: I. Ravinia a. 101 lots platted b. Phase four submittal received showing 44 lots to plat; continue to coordinate building permit/utility process for new homes c. Street signage was not installed according to plan; coordinating changes d. Cul-de-sac islands not installed according to plan; coordinating changes e. Planning for future improvements i. Neighborhood park ii. Hackamore improvements likely 2018 or 2019 iii. 66th Avenue improvements (extend Gleason Parkway to CR 116) II. Beacon Academy a. Drafting development agreement with terms as agreed to by Council b. Anticipate review of preliminary plat application in April III. Park Place Storage a. Anticipate preliminary plat application for expansion in early 2016 IV. White Tail Glen a. Staff notified on February 29th that the project is not moving forward V. Code/Zoning Updates a. Review options for updating variance ordinances in February Finance: I. Five Year Plan a. Update after 2015 audit b. Consider options with 2015 surplus 3/4/2016 4 II. Equipment Certificates a. 2014 & 2015 purchases made; balance of $38,000 exists b. 2016 & 2017 plan approved; issuing debt on April 14th c. Goal to eliminate equipment certificates by 2019 (fund with CIP) III. Reserves a. Goal is 35% of unrestricted fund balance b. End of year 2014 at 30.1% Council Priorities I. Downtown Utility and Street Improvement Project a. Assessment hearing completed b. Bids received and initially reviewed by Council at February 11th meeting c. Financing agreement between City and individual property owners authorized at February 25th meeting d. Considering award of bid on March 10th e. Issuing debt on April 14th II. Regional Recreation Amenity a. Staff has reached out to various possible partners b. Council to review project at work session in early 2016 c. Goal adjusted in 2015 for purchase of land only, not improvement d. To be discussed at March 10th meeting III. Paving Gravel Collector Roads a. Willow Drive/Larkin Road selected as preferred project b. Staff obtaining a benefit letter for additional building rights c. Assessment plan needs to be approved d. Reviewing non-platted properties to see if project can move forward in 2016 e. Scheduling neighborhood meeting IV. Hazardous Property a. Council approved order to remove property at January 14, 2016 meeting b. Coordinating with property owner i. Owner getting quotes for abatement costs V. Downtown and Southeast District Design Guideline Update (CAT) a. Initial meetings as well as community workshop held b. Final community workshop tentatively scheduled for March 14, 2016 Other Projects I. Hope Center a. Public Works needs to re-seed grass in 2016 3/4/2016 5 II. Update City Logo a. Buffalo School District i. Have discussed with Scott Thielman, Superintendent ii. No action on Buffalo side b. Rockford School District i. Have been in contact with High School Principal ii. No action taken Future Projects I. Restart the EDA a. Applied for grant funding; outcome anticipated in March 2016 II. Record Council meetings a. Purchase approved at February 25th meeting b. Staff to finalize details and move forward III. Communications Update a. Consider revamping the City’s website b. Researching and implementing new communications tools such as social media and email or texting services.