11. 1990 Budget request to find Asst City Engineer Position 1 . ��
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CITY T
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1 CHANHASSEN
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690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900 • FAX (612) 937-5739A on by City Adm!ntstfatt7
Endorsed V t!4)
I Modified
MEMORANDUM Rejected
Date t."
ITO: Don Ashworth, City Manager Date Submitted to Comic oh
FROM: Gary Warren, City Engineer ,,-"; Date Submitted to Council
1 DATE: March 22, 1990 3 •-) ' )
SUBJ: 1990 Budget Amendment Request to Fund Assistant City
I Engineer 's Position and Engineering Clerk/Typist Position
File No. PW160
I The attached January 23, 1990 memorandum, which was reviewed and
discussed at the March 19 , 1990 City Council workshop, summarizes
my thoughts of the necessity for staffing the Assistnat City
I Engineer and Engineering Clerk Typist positions at this time.
The attached organizational chart shows how these positions fit
into the departmental structure.
I As directed, I have scrutinized the 1990 budget and Position
Classification and Pay Compensation Plan to identify the
budgetary impact of funding these two positions. I believe from
r this review and discussions with Finance that both the Assistant
City Engineer 's position and the Engineering Clerk/Typist
position can be accommodated within the confines of the existing
I budget until such time as the budget re-estimate is formally
conducted in the fall.
Y
Specifically," as proposed in -- the attached memorandum, the
I Assistant City Engineer 's position will be funded out of the
Administrative Trust' Fund ' -1208) Engineering Services
(attached) . The position is presently shown in the Position
I Classification and Pay Compensation Plan at a salary Grade VII
with a midpoint salary of $42,240.. We should be able to fill
this slot with a good candidate ' for a starting salary between
I $35,000 to $40 ,000 . This would leave approximately $10,000 to
$15,000 in this fund for consultant expenses which I believe will
be adequate. A job description for this position is included in
the Position Classification and Pay Compensation Plan and is
Iattached to this memorandum.
Concerning the Engineering Clerk/Typist position, I am proposing
IIto fund this as a full-time temporary position until the City 's
11
I .
Don Ashworth
March 22, 1990
Page 2
formal budget re-estimate is conducted in the fall . At that
' time, I will formally request the position to be elevated to a
permanent full-time status with appropriate performance and
salary reviews being conducted. A draft job description is
attached to this report.
Reviewing comparable worth criteria and our current pay compen-
sation scale, it appears that a salary range of $7.00 to $8.00
' per hour is more appropriate for this position. Using the $8 .00
per hour and applying an overhead burden for retirement, workers
compensation and insurances equates to roughly a $9 ,500 budgetary
' commitment over the next six months. Due to the delayed hiring
of the Park Maintenance Worker, Utility Maintenance Worker and
Utility Clerk , there exists approximately $17 ,000 which could be
dedicated to fund this position. In each of these positions, due
' to interview and advertising schedule constraints, the position
will be filled sometime after the budget expenditure had been
slated. In the case of the Utility Maintenance Worker for
' example, this person was budgeted for a January 1 start and will
actually be on board closer to mid-April. The 3i months of
unspent salary on this position, including the overhead burden,
' equate roughly to $8 , 300 . A similar scenario exists for the Park
Maintenance Worker and Utility Clerk such that the aggregate
unspent budget for these positions is approximately $17,000.
' It is therefore my request that favorable consideration be given
to adjusting the 1990 budget to fund the Assistant City
Engineer 's position as a full-time permanent position with
' funding to be provided from the Administrative Trust fund in the
amount of $50 , 000 ( includes overhead burden) . It is further
recommended that a budgetary adjustment be included for funding
the Engineering Clerk/Typist position as a temporary full-time
' position in the amount of $9 ,500 until the budget re-estimate is
performed in August to establish the position as a full-time
permanent position.
' ktm
' Attachments: 1. January 23, 1990 memorandum.
2 . Organizational chart.
3 . Assistant City Engineer's job description .
4 . Engineering Clerk job description.
' 5. Fund 208 Budget Commentary.
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CITYOF
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX (612) 937-5739
MEMORANDUM I
TO: Don Ashworth, City Manager
FROM: Gary Warren, City Engineer '
DATE: January 23 , 1990
SUBJ: 1990 Budget Adjustment
Engineer Staff Positions
File No. PW160 , I
I know that the ink is hardly dry on the 1990 budget but I am
still concerned at obtaining the best bang for the buck, so to
speak, for fees expended versus services acquired. I am
specifically addressing the fees which the City has expended this
past year for contract services with Allan Larson in inspecting
our various private development projects and also helping out on
a myriad of projects which was billed as general office work.
The City spent almost $50,000 this year strictly on Allan' s time '
as it relates to miscellaneous general office work such as
resolving neighborhood issues, reviewing preliminary plats and
making staff reports, researching and tracking the City' s
State-Aid account and numerous other special requests which
cropped up over the year. I am very pleased with the work that
Allan has done for the City in this regard and he truly helped us
out of a jam based on his cooperativeness and technical
background.
Nevertheless, as you are aware, I still feel strongly that the '
City needs to supplement our in-house engineering talent by
filling the Assistant City Engineer' s position. A $40,000 staff
salary roughly would equate to the $50 , 000 expenditure
encountered this year. It is therefore my request that the
General Fund - Engineering Budget (101-131) be amended to fund
the Assistant City Engineer ' s position at a maximum salary of
$40,000. This would provide us with engineering talent at
basically the same price for the entire year versus a partial
year as experienced with Allan Larson. This office would still
contract the services of Mr. Larson or an equivalent to inspect
private development projects as they are constructed. As you are
aware, these inspection services are billed directly to the
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II Don Ashworth
January 23, 1990
Page 2
developers. Allan is familiar with our requirements and with h the
City and I believe works well in this role.
Apparently a question has been raised concerning the engineering
space currently shared with Sharmin now that Allan is back at BRW
for the winter. I expect this space to be shared between the
construction inspector (Allan) and engineering intern commencing
in April/May. Obviously, if the Assistant City Engineer is added
' to the staff we will be looking for space in addition to this
location. Your thoughts in this regard would be appreciated. I
am in the process of compiling a five-year staff/space proposal
for your review which hopefully will give us a better handle on
this situation.
On another related matter, I am interested in obtaining the
services of a part-time summer filing clerk ($4/hour type) to
support Kim during the upcoming busy construction season. This
would be funded from 101-131-4020 .
' I look forward to your consideration and direction in this
matter.
ORGANIZATION CHART - CITY OF CHANHASSEN
PUBLIC WORKS DEPARTMENT
See
Previous
Sheet
. I
Public Works Director I E girreern
e 0,1 a sioJoeit ecreta
• Cterclriptcfl
A Street . Utility Asst. City .
Superintendent Superintendent Engineer
Shop Equipment Park Leadman/Heavy Sr. Utility/ Sr. Eng. Engineering Project
Foreman Operators Foreman Eq. Operators Maint. Operator Tedhi Technician Engineer
- (4) (2)
I
J
Mechanic Equipment Utility Engineering' .
• Operator Maint. Operators intern •
C2) (2)
11191PIIIMPIWIMIlli OF.WI UM IP"UM Id=WIN ors ors IMO MP.Ilia 11111111.1111101111 -
II
II JOB DESCRIPTION
CITY OF CHANHASSEN
POSITION: Assistant City Engineer
DEPARTMENT: Public Works DATE: January, 1990
OBJECTIVE AND SCOPE
' Responsible for supervision of all personnel, activities, and
functions of the Engineering Division, within the Department of
Public Works, including the Project Engineer and Engineering
' Intern.
Assists the City Engineer in the operation of the Engineering
' Division through the development and execution of policies as
necessary. Assists in the supervision, assignment, training, and
discipline of all department personnel.
' RELATIONSHIPS:
Reports to: City Engineer
' Supervises: Project Engineer and Engineering Intern
SPECIFIC RESPONSIBILITIES
1. Programs:
' a. Is responsible for the review of all plats and the
coordination with the Planning Department. Prepares
staff reports as required.
' b. Responds to all citizen inquiries and takes action as
appropriate.
' c. Assists in the coordination and use of all department
materials, equipment and facilities.
' d. Reviews all plans and specifications for construction
and prepares reports as necessary.
e. Assists in the design and recommendation of new
programs which will improve the operations and the
services of the Engineering Division.
f . Is responsible for specific city programs as dele-
gated by the City Engineer such as
infiltration/inflow removal .
g. Assists in the development of all applicable computer
programs .
I
2. Personnel: II
a. Assists in the supervision, assignment and discipline
of all department personnel . 1
b. Develops an effective and efficient workforce and
assists employees through evaluation programs to
attain the skills needed to meet both employees and
the agency ' s goals.
c . Encourages the development and improvement of divisional
personnel .
d. Assists in projecting future staffing needs in accor-
dance
with department goals and plans alternate ways
of meeting those needs.
3. Budget Process: '
a. Administers an on-going divisional budget review and
control program. I
b. Provide input to the annual budget preparation pro-
cess.
4 . Planning:
a. Develops program objectives which will guide the ,
future development of the division in terms of
anticipated needs.
b. Coordinates with Buiding Officials, City Engineer, '
Planning and Fire Marshal in reviewing all new
construction plans.
REQUIREMENTS
1 . A Bachelor of Science Degree in Civil Engineering With a
thorough knowledge of the principles, and practices of muni-
cipal engineering.
2. A minimum of 4 years of practical experience relating to ,
municipal engineering.
3. A registered Engineer - In - Training (E. I.T. ) with a desire '
to become a Registered Professional Engineer.
4 . Ability to establish and maintain effective relationships
with others and deal properly with the public.
5 . Ability to prepare and present effective oral and written
reports.
6 . A demonstrated ability to work independently and successfully
complete projects with little or no supervision. ,
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I
• JOB DESCRIPTION
CITY OF CHANHASSEN
POSITION: Engineering Clerk/Typist
' DEPARTMENT: Public Works/Engineering DATE: March, 1990
' OBJECTIVE
To provide general clerical support to the Public Works/
Engineering Department.
REPORTS TO: Engineering Secretary
' SPECIFIC RESPONSIBILITIES:
1 . Maintains all files, including project, public works, grading
' permit and land use review files. Maintains and updates all
reference file lists.
2 . Assists in the preparation of City Council staff reports,
' i .e. gathering information from the files for attachments,
photocopying and typing labels/envelopes.
' 3 . Types letters, memorandums and reports as may be required
from machine dictation and copy.
4 . Photocopies and distributes letters, memos, reports, etc.
' requiring completion.
5. Compiles ownership lists for public hearing notices,
' assessment hearing notices, and other needs.
6 . Provides clerical assistance to other City departments as
' directed by the Engineering Secretary as time permits.
7 . Performs other duties and assumes responsibilities as
apparent or as assigned.
REQUIREMENTS
' 1. Education: High School graduation plus completion of a state
recognized vocational training program in secretarial skills.
' 2. Experience: Minimum of one (1) year of clerical office
experience desirable.
3 . Skills: Must be able to accurately type at a rate of 65 wpm
' or faster, transcribe machine dictation and perform other
clerical duties in an efficient, detail-oriented manner.
1
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FUND *208
ADMINISTRATIVE TRUST
SPECIAL REVENUE FUND
1990 BUDGET
Qonm ntary II
Function: To act as a trust fund for expenses anticipated to occur in pro-
II
-1 viding services to special assessment improvement projects, administering debt
service accounts during the period of assessments, and to help in the purchase
o( of major pieces of equipihent/capital expenditures.
co Expenditures: I
General Corm�ent The concept of "transfers" from this fund to the General II
Fund has been eliminated. This change is in keeping with the general policy
statement of the Council in 1983 to eliminate transfers to the maximum extent
3
possible, i.e. establishing total costs within one control center. �'
' Secondarily, the City must maintain the integrity of the General Fund in future
years while providing a means by which special consultive or major capital
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purchases can be made which are typically beyond the scope of the general
operating departments. As the revenues of this fund cannot be assured in
II
future years, it should not be considered as a continual revenue source of the
General Fund. However, if properly managed, sufficient monies should exist in
this fund to assure the City Council of a means by which special consultive II 1 reports/major capital purchases can be budgeted without distorting the general
operating expenditures of the City.
1 Expenditures include: 1922 122Q I
4010 - Project Engineer 100'/.
Engineering Tech 1007/. 100%
I 12e2 1 990
Fees. Service: -
Storm Water Comprehensive Plan 15,000 15,000
II
Engineering Services 40,000 60,000 --
EIS for T.H. 212 10,000 10,000
TH 5 Acceleration 15,000 40,000
=' Codification 0 5,000 •
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Auditing 9,000 0
f y' Highway 212 Study 7,500 0
. Comprehensive Plan (Koegler) 5,000 10,000
I
Comprehensive Plan (Utilities Section) 0 8,000
General Fixed Asset System 5,000 15,000
Computer Training 2,000 2,000
.:
Staff Dev. Training 5.000 5.000 I
Printing & Publishing
113,500 170,000
Comprehensive Plan 2,500 2,000
1
Capital Emil went:
Computer Replacement/Upgrade 6,000 0 I
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