HomeMy WebLinkAboutMaintanence Services 9 *40 ,
° � � STAFF REPORT
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MAINTENANCE SERVICES DEPARTMENT
January 6, 1998
TO: Mayor and City Council
FROM: JAMES DALE,ADMINISTRATIVE SERVICES DIRECTOR
PAT MALLOY, MAINTENANCE SERVICES DIRECTOR I
SUBJECT: REPORT AND RECOMMENDATION TO ESTABLISH, TITLE AND
REVISE POSITIONS IN THE MAINTENANCE SERVICES DEPARTMENT:
EQUIPMENT MAINTENANCE FOREMAN, BUILDING MAINTENANCE
FOREMAN, BUILDING MAINTENANCE SUPERINTENDENT TO
GENERAL SERVICES SUPERINTENDENT
SUMMARY
In conjunction with recent budget cuts that have resulted in reduced management staff, the
Maintenance Service Department (MSD)is proposing a series of position changes to accommodate
kaly departmental staffing needs. The changes presented for consideration include; the reclassification
of one (1) management position and the creation of two (2) supervisory positions.
The effect of the proposed staffing changes is anticipated to have a net positive fiscal impact of
$69,800 beginning in fiscal year 1998/99.
DISCUSSION
The MSD currently consists of four (4) field sections which include Utilities, Equipment
Maintenance,Building Maintenance,and Street Maintenance.Each section is currently administered
by a management level Superintendent. The Equipment and Building Maintenance Sections are
relatively small, each having only four (4) line employees. The Equipment Maintenance
Superintendent position was eliminated in the final round of budget cuts by the City Council in
November 1997. The elimination of this management position was recommended by the
Maintenance Service Department (MSD) as part of a limited departmental restructuring that was
presented to the City Council in November 1997.
The limited restructuring proposed by MSD staff is intended to integrate the job functions of the
Equipment Maintenance and the Building Maintenance Superintendent into a single, reclassified
position titled, General Services Superintendent. The proposal also calls for the creation of two (2)
foreman positions,to assist the General Services Superintendent with field-level supervision of the
Equipment and Building Maintenance work crews. The net result of the proposed changes is the
transfer and consolidation of existing functions and responsibilities, without the addition of new
employees. The proposed changes are designed to meet departmental staffing needs while
accomplishing an annual cost-savings.
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LASER IMAGED
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MAYOR AND CITY COUNCIL
January 6, 1998
Page 2
A summary description of each proposed position follows, and detailed job descriptions for each
position and the existing and proposed organizational charts are attached.
General Services Superintendent
The proposed restructuring will integrate the Building and Equipment Maintenance functions. The
existing Equipment Maintenance Superintendent position has been eliminated from the department
budget effective December 31, 1997. It is proposed that the Building Maintenance Superintendent
assume additional responsibilities and that the position title be amended to General Services
Superintendent. This positions primary functions will be to plan, direct, coordinate and supervise
the proper maintenance and repair of all City facilities and property, including the service and repair
of all City vehicles. It is proposed that the incumbent Building Maintenance Superintendent will
assume the duties of General Services Superintendent at his current salary range of $3687-$4482
per month.
Equipment Maintenance Foreman
The primary function of this new position will be to perform and supervise a variety of complex
repair and maintenance tasks on City vehicles and equipment. It is proposed that the position be
filled through an internal promotional process. Once a candidate is selected for the foreman position,
their position will be vacated and not filled, resulting in no net change to the existing departmental
labor force. The salary range for the Equipment Maintenance Foreman will be $3190-$3878 per
month which is ten(10)percent above the salary range for the Equipment Maintenance Mechanic
position.
Building Maintenance Foreman
The primary function of this new position will be to perform and supervise a variety of complex,
construction, maintenance and repair assignments for City facilities and properties. It is proposed
that the position be filled through an internal promotional process. Once a candidate is selected for
the foreman position,their position will be vacated and not filled, resulting in no net change to the
existing departmental labor force. The salary range for the Building Maintenance Foreman will be
$3279-$3985 which is ten (10) percent above the salary range for the Maintenance Technician
position.
REVIEW BY BARGAINING UNIT
The Equipment Maintenance Foreman and Building Maintenance Foreman job descriptions have
been reviewed by officers of the American Federation of State, County and Municipal Employees
(AFSCME), Local 2264. Following their review, the AFSCME officers indicated that their
bargaining unit is in concurrence with the Equipment Maintenance Foreman and Building
Maintenance Foreman job descriptions as drafted.
MAYOR AND CITY COUNCIL
r January 6, 1998
Page 3
HUMAN RESOURCES COMMISSION
The Human Resources Commission reviewed the proposed establishment of the two foreman
positions and the revision and retitle of Building Maintenance Superintendent to General Services
Superintendent at their December 11, 1997 meeting, and forwards a recommendation for approval
to the City Council.
FISCAL IMPACT
The elimination of one(1)management position, i.e., Equipment Maintenance Superintendent, will
result in an annual savings of approximately$75,000. The combined annual increase resulting from
the two (2) proposed positions would be $5,200. This would result in an annual net savings of
$69,800 beginning in fiscal year 1998/99.
RECOMMENDATION
It is recommended that the City Council retitle the Building Maintenance Superintendent position
to a General Services Superintendent Position and establish the positions of Equipment Maintenance
Foreman and Building Maintenance Foreman and authorize staff to recruit and fill the foreman
positions.
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PM:BEB:ds
Attachments
APPROVED:
William R. Kelly, City Manager
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CITY OF ARCADIA APPROVED BY HUMAN RESOURCES COMMISSION
APPROVED BY CITY COUNCIL
BUILDING MAINTENANCE FOREMAN
DEFINITION
Under general supervision, to direct and assist in the construction, maintenance and
repair of building, structures and equipment; to assist in developing and implementing
maintenance and repair programs; and to perform related duties as required.
RESPONSIBILITIES
Direct and assist a crew of semi-skilled and skilled workers in completing maintenance
and repair program assignments.
Using independent judgment, recognize and resolve problems regarding the repair and
maintenance of City facilities and equipment.
Determine the required repairs and obtain necessary parts and materials to effectively
complete tasks.
Respond the emergencies and perform related duties as required.
EXAMPLES OF DUTIES
Perform and supervise a variety of complex construction, maintenance and repair
assignments, including roof, rough construction and remodeling, glass, electrical,
plumbing, and HVAC systems.
Perform and supervise repairs with plaster, wood, cement and related materials.
Perform and supervise preventative maintenance and repair work on heating and air
conditioning units.
May perform and will supervise work in acetylene and arc welding.
Supervise and replace screens, locks, door checks, fixture and furniture parts.
Supervise and paint building, furniture, and equipment.
Maintain computerized street light inventory.
Document and change expenditures for damage to City-owned property.
Assist in contract specifications.
Building Maintenance Foreman
Page 2
Implement, inspect and final building meter contracts.
Estimate building costs for proposed new projects.
Fabricate tools and parts for equipment.
Make critical decisions to resolve emergency conditions resulting from the malfunction
of building maintenance control systems and air conditioning and heating systems.
Supervise and assist in the installation and maintenance of street lights, appurtenances
and electrical feed points.
Maintain records of service, repairs, and parts.
Maintenance shop and equipment in a clean and orderly condition.
Effectively distribute work assignments.
Requisition supplies and materials.
Continuously evaluate policies, procedures, services and the methods of work to
determine effectiveness.
Assist in the evaluation, development and implementation of maintenance and repair
programs.
Direct personnel activities consistent with safety regulations as required by state,
Federal and City of Arcadia regulations.
Direct staff training, and effectively evaluate employee performance.
Perform related duties/C;d,required.
DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES
Knowledge of:
Methods, materials, tools, equipment and practices used in building construction,
maintenance and repair work, including carpentry, plumbing, electrical, painting, cement
and masonry work (building sewer), and operations of air conditioning and heating
equipment.
Building Maintenance Foreman
Page 3
Methods, materials and tools used in the maintenance and repair of small power
equipment.
Building practices and laws related to the construction, repair, and remodeling of
buildings and facilities.
Safe work practices and procedures.
Basic budget preparation and procedures.
Principles of supervision, training, and employee performance evaluation.
Theory and operations of automatic control equipment.
Computer applications.
Ability to:
Assist and supervise the work of semi-skilled and skilled workers engaged in the
construction, maintenance and repair of City buildings, structures and equipment.
Interpret and work from blueprints, diagrams and sketches.
Properly use and maintain all types of hand and power tools.
Make minor equipment repairs and adjustments.
Work cooperatively with and effectively coordinate the work of others.
Maintain accurate records and prepare written reports.
Operate micro-computers.
Communicate clearly and concisely orally and in writing.
Assist in the preparation of the annual and Capital Improvement Program budget.
Develop and maintain a working environment which encourages and motivates
excellent employees performance.
Interpret and explain department regulations, policies and City codes.
Conduct work in a safe manner in accordance with established policy.
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Building Maintenance Foreman
Page 4
Follow and implement written and oral instructions.
Establish and maintain effective working relationships with other employees and the
public.
DESIRABLE EXPERIENCE AND TRAINING
Experience:
Four years of responsible journey-level experience in the construction, maintenance
and repair of City buildings, structures and equipment. One year of supervisory
experience is preferred.
Education:
May be required to complete courses in supervision, building laws, budgeting and
computers upon appointment.
A combination of equivalent experience and training that would provide the required
skills, knowledge and abilities would be qualifying.
LICENSES/CERTIFICATES REQUIRED
Valid California Motor Vehicle Operator's License as required by Motor Vehicle Code
per City vehicles to be operated.
Possession of or ability to obtain Environmental Protection Agency Freon Recovery
certification.
SPECIAL REQUIREMENT
Respond to emergency calls, accept periodic overtime assignments and perform duties
deemed necessary by the Department.
PHYSICAL ACTIVITY REQUIRED
A significant amount of time is spent sitting, standing and walking on a daily basis; a
moderate amount of time is spent kneeling, crouching, stooping and squatting on a
weekly basis; occasionally time is spent lifting on a weekly basis; occasionally time is
spent twisting and climbing on a weekly basis.
Building Maintenance Foreman
Page 5
WORKING ENVIRONMENT
The incumbent will spend time working outdoors on a daily basis; a moderate amount of
time may be spent exposed to extreme heat and extreme noise on a weekly basis; the
incumbent may occasionally be exposed to vibration, confined working spaces,
chemicals, mechanical hazards and electrical hazards.
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CITY OF ARCADIA APPROVED BY HUMAN RESOURCES COMMISSION
APPROVED BY CITY COUNCIL
EQUIPMENT MAINTENANCE FOREMAN
DEFINITION
Under general supervision, to direct and assist in the operation of the fleet maintenance
program and facility; to assist in developing and implementing fleet vehicle acquisition
and preventative maintenance programs; and to perform related duties as required.
RESPONSIBILITIES
Direct and assist a crew of semi-skilled and skilled workers in completing vehicle
maintenance program assignments.
Using independent judgment, recognize and resolve problems regarding the repair and
maintenance of equipment.
Determine the required repairs and obtain necessary parts and materials to effectively
complete tasks.
Respond to emergencies and perform related duties as required.
EXAMPLES OF DUTIES
Perform and supervise a variety of complex repair and maintenance tasks on City
vehicles and equipment, including: general overhauls; tune-ups; inspections,
adjustments and replacement of units and parts; repair and overhaul of brakes,
ignitions systems, transmissions, differentials, front and rear axle assemblies; repair
and installation of hydraulic pumps and controls; and inspection, repair, overhaul and
assembly of automotive electrical equipment.
Perform and supervise field and shop inspections of automotive and mechanical
equipment; ensure that vehicles are certified annually and that equipment requiring
permits is kept current; completes reports required by law.
Make determinations regarding repair needs and associated cost estimates.
Perform and supervise machine work, welding, brazing and similar tasks required in the
making of specialized equipment.
Maintain records of service, repairs and parts.
Maintain shop and equipment in a clear and orderly condition.
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Equipment Maintenance Foreman
Page 2
Inspect work in progress and upon completion for compliance with policies, procedures
and standard trade policies.
Assist in the development and review and specification for the purchase or lease of new
equipment.
Coordinate equipment repair and purchasing work with operating department, divisions,
and sections.
Make initial inspections in difficult cases and diagnose mechanical defects; prepare
detailed cost estimates and make recommendations regarding feasibility of major
repair.
Effectively distribute work assignments.
Requisition supplies and materials.
Continuously evaluate policies, procedures, services, and the methods of work to
determine effectiveness.
Assist in the evaluation, development and implementation of equipment maintenance
programs.
Direct personnel activities consistent with safety regulations as required by state,
Federal and City of Arcadia regulations.
Direct staff training and effectively evaluate employee performance.
Perform related duties as assigned.
DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES
Knowledge of:
Material, equipment and practices used in the repair and maintenance of a variety of
automotive and mechanical equipment.
Operating principles of gasoline, propane, and diesel engines and mechanical repair of
City vehicles.
Safe work practices and procedures.
Machine work, welding, brazing and similar trades.
Equipment Maintenance Foreman
Page 3
Basic budget preparation and procedures.
Principles of supervision, training, and employee performance evaluation.
Computer applications.
Ability to:
Assist and supervise the work of semi-skilled and skilled workers engaged in the repair
and maintenance of City vehicles and equipment.
Work cooperatively with and effectively coordinate the work of others.
Maintain accurate records and prepare written reports.
Operate micro-computers.
Communicate clearly and concisely orally and in writing.
Assist in the preparation of the annual and Capital Improvement Program budget.
Develop and maintain a working environment which encourages and motivates
excellent employee performance.
Interpret and explain department regulations, policies and City codes.
Conduct work in a safe manner in accordance with established policy.
Follow and implement written and oral instructions.
Establish and maintain effective working relationships with other employees and the
public.
DESIRABLE EXPERIENCE AND TRAINING •
Experience:
Four years of responsible journey-level experience in the maintenance and repair of
City vehicles and equipment. One year of supervisory experience is preferred.
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Equipment Maintenance Foreman
Page 4
Education:
May be required to complete courses in supervision, budgeting, computers and
automotive repair upon appointment.
A combination of the equivalent experience and training that would provide the required
skills, knowledge and abilities would be qualifying.
LICENSES/CERTIFICATES REQUIRED
Valid California Motor Vehicle Operator's License as required by Motor Vehicle Code
per City vehicles to be operated.
Possession of or ability to obtain Environmental Protection Agency Freon Recovery
certification (I.M.A.C.A. Refrigerant Certification).
SPECIAL REQUIREMENT
Respond to emergency calls, accept periodic overtime assignments and perform duties
deemed necessary by the Department.
PHYSICAL ACTIVITY REQUIRED
A significant amount of time is spent sitting, standing and walking on a daily basis; a
moderate amount of time is spent kneeling, crouching, stooping and squatting on a
weekly basis; occasionally time is spent lifting on a weekly basis; occasionally time is
spent twisting and climbing on a weekly basis.
WORKING ENVIRONMENT
The incumbent will spend time working outdoors on a daily basis; a moderate amount of
time may be spent exposed to extreme heat and extreme noise on a weekly basis; the
incumbent may occasionally be exposed to vibration, confined working spaces,
chemicals, mechanical hazards and electrical hazards.
• �1rry
CITY OF ARCADIA APPROVED BY PERSONNEL BOARD 8/11/66
APPROVED BY CITY COUNCIL 9/6/66
AMENDED BY HUMAN RESOURCES COMMISSION
•AMENDED BY CITY COUNCIL
GENERAL SERVICES SUPERINTENDENT
DEFINITION
Under general direction, to plan, organize and direct the building and fleet maintenance
operations; and to perform related duties as required.
RESPONSIBILITIES
Supervise, direct and instruct staff.
Prepare the building and fleet maintenance budgets.
Oversee all phases of contract administration.
Continually evaluate work methods and operations to seek to increase effectiveness
and meet department objectives.
Exercise judgment in recognizing and resolving problems which deal with policy and
procedural matters.
May act in the absence of the General Services Manager.
EXAMPLES OF DUTIES
Direct and supervise the building maintenance and fleet maintenance staff.
Develop long-range and short-term maintenance objectives and develop plans to meet
future needs.
Plan, coordinate, direct, and supervise the maintenance and repair of City facilities and
property, including the servicing and repair of City vehicles.
Direct and supervise preventative maintenance and repair work on heating and air
conditioning units.
Direct and supervise the installation and maintenance of street light traffic signals and
appurtenances.
Direct and supervise a comprehensive equipment maintenance repair and preventative
maintenance program.
General Services Superintendent
Page 2
Determine work assignments and utilization of personnel, equipment and materials.
Requisition supplies and materials.
Prepare estimates and monitor construction, maintenance and operating costs.
Continuously evaluate policies, procedures, services, and the methods of work to
determine effectiveness.
Evaluate service and equipment needs, write or review bid specifications, and monitor
contractor/equipment performance.
Coordinate facility construction, maintenance and repair with other departments.
Coordinate fleet maintenance and repair with other departments.
Prepare the Fleet Maintenance and Building Maintenance Section budgets and
participate in the presentation of the department budget.
Prepare financial analysis and service and maintenance objectives, monitor and control
expenditures and make recommendations regarding staffing and equipment.
Respond in a timely and professional manner to all citizen and department inquiries,
providing a high level of customer service.
Direct and supervise the work of employees involved in responses to local
emergencies.
Inspect work in progress to insure compliance with City specifications and
requirements.
Direct, conduct and make recommendations on special studies.
Develop and establish work methods and standards.
Direct staff training and development, and review and evaluate employee performance.
Perform related duties as assigned.
General Services Superintendent
Page 3
DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES
Knowledge of:
Methods, practices, materials, tools and equipment used in facility maintenance, vehicle
maintenance and repair, air conditioning and heating maintenance and repair, and
street light maintenance.
Information sources in facility maintenance, fleet maintenance, air conditioning and
heating maintenance and repair, and street light maintenance.
Operating principles of gasoline, CNG, propane and diesel engines and mechanical
repair of heavy trucks and construction equipment.
Safe work practices and procedures.
Budget preparation and procedures.
Computer applications.
Principles of supervision, training, employee motivation, employee development and
performance evaluation.
Ability to:
Instruct skilled and semi-skilled workers in the methods, practices, tools and equipment
used in the repair and maintenance of City facilities, vehicles and streets.
Read and interpret plans, specifications and drawings.
Keep records of time, materials, equipment and prepare clear and accurate reports.
Carry out oral and written instructions.
Develop and maintain a working environment which encourages and motivates
excellent employee performance.
Analyze and compile technical and statistical data and prepare comprehensive reports.
Operate micro-computers.
Communicate clearly and concisely in orally and in writing.
General Services Superintendent
Page 4
Interpret and explain department regulations, policies and City codes.
Conduct work in a safe manner in accordance with established policy.
Effectively direct, supervise, train, motivate and evaluate staff.
Establish and maintain effective working relationships with other employees and the
public.
DESIRABLE EXPERIENCE AND TRAINING
Experience:
Six years of recent experience in building and fleet maintenance and repair, including at
least four years of supervisory experience.
Education:
Equivalent to graduation from high school. An Associate of Arts Degree in a related
field is desired.
A combination of the equivalent experience and training that would provide the required
skills, knowledge and abilities would be qualifying.
LICENSES/CERTIFICATES REQUIRED
Valid California Class "C" Driver's License.
PHYSICAL ACTIVITY REQUIRED
A significant amount of time is spent sitting, standing and walking on a daily basis; a
moderate amount of time is spent kneeling, crouching, stooping and squatting on a
weekly basis; occasionally time is spent lifting on a weekly basis; occasionally time is
spent twisting and climbing on a weekly basis.
WORKING ENVIRONMENT
The incumbent will spend time working outdoors on a daily basis; a moderate amount of
time may be spent exposed to extreme heat and extreme noise on a weekly basis; the
incumbent may occasionally be exposed to vibration, confined working spaces,
chemicals, mechanical hazards and electrical hazards.
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