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HomeMy WebLinkAboutMaintenance Services 4 Y NT+/ H 1 . \T 6-its ,, t 'v�Y STAFF REPORT MAINTENANCE SERVICES DEPARTMENT DATE: July 16, 1996 TO: MAYOR and CITY COUNCIL FROM: Pat Malloy, Maintenance Services Dir for I SUBJECT: Report and recommendation to authorize the Maintenance Services Department to fill various vacancies within the Department. Summary The Maintenance Services Department currently has five (5) full-time vacant positions. A sixth position will become vacant in August when the Field Services Manager retires. All of the vacant positions are budgeted for in FY 1996-1997. Following the City Council's direction, staff is requesting that four of the six positions be exempted from the hiring freeze and filled over the next two months. We are recommending that the General Services Manager and Field Services Manager be left vacant at this time. It is staff's opinion that all six positions are vital to the overall success of the Department and must be filled as soon as possible, however management staff recognizes the current economic conditions and therefore is requesting four of the positions be filled within the next two months. If authorized, the proposed personnel actions will result in a savings of approximately$150,000 for FY 1996-1997 (Assuming that neither manager position is filled during the next year). Discussion The following vacancies currently exist within the Maintenance Services Department: General Services Manager 44'a:7- Field Services Manager(within 2 months) ct,All Street Superintendent Administrative Aide Water Services Representative Assistant Engineer General Services Manager The General Services Manager is one of two division heads of the Department and supervises the day to day activities of the water engineering, equipment maintenance, and building maintenance operations. This position coordinates and supervises most of the Department's capital projects and contracts. This position is currently vacant and staff recommends that it remain vacant until such time during the next year that it becomes necessary to fill. Should this position remain vacant for . /'k-'v v D i 6'5-i 7‘" .ASER IMAGED 4). 767 Memo to Mayor and City Council July 16, 1996 Page 3 Administrative Aide This position plays a critical role in supporting the overall administrative operations of the Department with a major emphasis on monitoring and implementing the City's refuse and recycling programs. This position will be responsible for handling all refuse related matters, including managing the transition to an automated recycling system and implementation of the Fall and Spring Clean-Ups. Furthermore, under the proposed contract with NEWCO,the City will be playing a more active role in planning and implementing the City's public education program, which will require significant staff time. In meeting the 50% diversion goal by the year 2000, a variety of enhanced activities will have to take place. One targeted area will be the implementation of a comprehensive commercial recycling program. In implementing such a program, this position will be provide free technical assistance to Arcadia's businesses in developing recycling and source reduction programs. Staff has completed the recruitment process for this position and it is recommended it be filled within the next month. Filling this position would enable the Department to: 1. Regularly monitor the City's refuse contract to ensure quality customer service. 2. Provide an extensive and far reaching public education program. 3. Complete special departmental projects, studies and assignments (i.e. street tree master plan, equipment feasibility study). 4. Provide staff coverage for administrative staff on vacation and sick leave. 5. Apply for and receive grants and other sources of funding. 6. Develop and implement an aggressive commercial recycling program, including providing on-site technical assistance to local merchants. Water Services Representative The Water Services Representative is responsible for supervising the water meter reading, meter repairs,and customer service program in the field. In addition,this person tests and repairs domestic meters, handles water turn-ons and turn-offs and delinquent accounts. Customer service is the primary responsibility for this position. Filling this position is essential and it is recommended that this position be filled within the next two months. The existing job description is currently being Now Memo to Mayor and City Council July 16, 1996 Page 5 4. Provide timely preparation of technical studies, plans and reports for City departments and outside agencies. 5. Provide appropriate supervision, coordination and inspection of major capital improvement projects. Conclusion Although the recommended changes will result in increased workloads and responsibility for existing management personnel,staff believes that over the short term,the changes can be made with minimal impact on the quality of work being performed or the level of service provided to residents. The Field Services Manager and the General Services Manager positions that are recommended to be left vacant are essential to the operation of this Department and will need to be filled as soon as the economic condition of the City improves. Management staff will regularly assess its workload and determine later in the year the need for the two Manager positions. In order to fulfill the key objectives of this Department, appropriate staff must be in place and therefore it is essential to fill the four vacancies mentioned. Attached for your review is a copy of the Department's organizational chart highlighting where the two vacancies would remain and where the four vacancies would be filled. Fiscal Impact The two manager positions and the four positions being requested are all included in the Fiscal Year 1996-1997 budget. However, by not filling the two manager positions as previously mentioned, there will be a savings of approximately $120,000. Further, an additional $30,000 may be saved from the delay of hiring the four positions requested for a total savings of approximately $150,000. The breakdown of these savings by fund are as follows: General Fund $ 55,000 Water Fund $ 75,000 Solid Waste Fund $ 20,000 TOTAL $150,000 , , cr Q• - C• U " U r�I CC ✓ y ▪ v C: O � N U 7 O Ale"is s a3 ' a cn y, v ommr • =_G ca v 43 T�i : i" low . , 7 ' a U C'. 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