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HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.01.1994r MINUTES BUDGET/FINANCE COMMITTEE JUNE 1, 1994 4:30 P.M. OLD COUNCIL CHAMBERS MEMBERS PRESENT: Chairman- Donna Kilpatrick Ron Marshall Chuck Rodgers Don Hackmann Bob Graham Gay Easton Bob Gauthier OTHERS PRESENT: Dick Larsen Dave Michael Jennifer Draper Dick Larsen presented a report regarding a recommendation for the organization for the City of Laurel. (see attached) Don gave an overview of the 1994-95 preliminary budgets. Cuts still need to be made in the General Fund, Water, Sewer and Solid Waste funds. All budgets have been reviewed once. However, it is still necessary to make additional cuts. The Mayor will write a memo to the Department Heads requesting a loo cut in their preliminary budgets. The next meeting to review the budgets will be held on June 8th at 4:30 p.m. The meeting was adjourned at 5:55 p.m. Respectfully submitted, v4cr%`" Donald Hackmann City Clerk r? s Richard Larsen & Associates, Inc. Consultants Mayor Chuck Rodgers, and City Council City of Laurel P.O.Box 10 Laurel, Montana 59044 1733 Parkhill Billings, Montana 59102 (406) 248-4252 1 June 1994 Re: Organization for the City of Laurel Dear Mayor Rodgers, Pursuant to your direction, I herewith submit my suggestions for the re-organization for the City of Laurel. You have provided keen insight into the needs for the City, for both the short term and the long term. The City Council has asked that the following questions be addressed: 1. What positions are recommended for a City the size of Laurel? 2. Value of existing system and/or program? 3. What direction should the City take in the future? Personnel City Manager 4. What are the City's needs and related problems? Better Supervision of maintenance crew (shop) Better supervision of Utility Plants (Water and Sewer) Fire/ Building Inspector Consulting Engineer 5. What is needed to meet the City's needs? Public Works Director Assistant Public Works Director Engineer Maintenance Director Utilities Director Consultant Engineer (part time) Committee Structure Committee input Follow up or final report Technical Consultant (part time) 6. Consulting Engineer or Technical Consultant Retainer or as needed? 2 First, I will address the issue of general needs within the City of Laurel. You have identified the following as critical needs for the future of the City: City infrastructure Water Plant Sewage Treatment Plant Water and Sewer Distribution Streets (program started - some have been-by-passed) Sidewalks Equipment replacement Fewer employees required to do increasing work EPA issues including Solid Waste Financial restrictions - generally caused by I-105 Recreational (including swimming pool) and youth facilities Subdivision development Shortage of rental property Shortage of housing including lack of housing for the elderly With each of the above listed "needs" comes an extensive array of activities. Among these are the identification of financial resources; identifying federal and state compliance rules and regulations; the hard decisions of the City Council to determine which comes first; the development and management of the resulting projects; obtaining the support of the community; and eventual maintenance responsibilities. Second, I will address the general City operational structure. Currently you have indicated that the Police, Fire, Ambulance, and Clerk operations appear to be running smoothly and not in need of adjustment at this time. Upon review of the general operations of these Departments, I would concur. Laurel has two administrative positions who are Elected Officials. The Police Judge is set and allowed by statute and does not need to be discussed. The position of Elected Treasurer should however be explored. As I understand the statutes regarding Third Class Cities, the position of Elected Treasurer is not included. The only required offices to be elected are Mayor,.Two Alderman from each Ward, and City Judge (In 3rd Class Cities, the position of City Judge may be appointed by the governing body or elected). Upon review of the City of Laurel Ordinances (Chapter III, Article I, Section 24 -Officers) it appears that the position of Elected Treasurer was created back sometime in 1921 by Ordinance and may be changed by Ordinance. For Cities the size of Laurel, the position of City Treasurer is often combined with that of the City Clerk. The reasons for this are quite simple. There is considerable duplication of work performed by the Offices of Treasurer and the City Clerk. The duplication can be eliminated and the operations -can become much more cost effective with accountability spelled out clearly. c 3 If the City decides to move in the direction of combining the two offices -of Clerk and Treasurer, the City Attorney has determined you could do so by amending your Ordinance making the position of Treasurer an appointed position. Once that has been completed the City then by Resolution may combine the positions as Clerk/ Treasurer. The effective date of such a change would be upon the expiration of the current Elected Treasurer's Term of Office. Third, I will address more immediate needs for the City. You have asked what direction the City should take in the future. I will answer for the near term, though the City would be well served by a City Manager to get you to where you eventually want to go. I cannot recommend you create the position of full time City Manager at this time. You need some immediate help in the management of the public works activities. The City Council, the employees generally, and the public need to have these activities managed and directed. I therefore recommend the following: 1. For the near term, the City Council should establish the position of Maintenance Director with responsibilities over: a. Cemetery b. Parks c. Streets d. Water and Sewer Distribution e. Solid Waste f. Planning for the future needs for infrastructure development 2. The City Council should establish the position of Utilities Director with responsibilities over: a. Water Treatment Plant b. Wastewater Treatment Plant c. Swimming Pool d. Building inspections e. Planning for the future needs for the Plant facilities 3. The City Council should retain (for a small retainer) a Consulting Engineer with a contract to perform the following tasks as needed: a. Plan and Design major projects b. Provide, as needed, construction inspection c. Advise the City on matters of major infrastructure development. 4. The City Council should seriously consider providing a wider pay spread between the positions of Plant Operators and Chief Plant Operators at both the Water and Wastewater Plants. This will be an incentive for the positions to be bid for and filled. You will probably then be able to fill the position of Water Plant Chief Operator, which is needed. 5. For the long term, I would suggest you combine the offices of City Clerk and City Treasurer and create the position of the City Clerk/Treasurer. 0 4 6. For the long term, I would suggest that you consider the combining of the Fire and Building inspections into one possibly full time position. This could actually be done now, however it may be premature to do so. You will need to determine the extent of the activity of these two functions to justify such a position. 7. For the long term, you should consider the possibility to separate out the water and sewer distribution system from the Maintenance department and place these activities under the Utilities department. I do not suggest that you do so at this time to allow for a period of transition in the work place. Other needs that you have expressed clearly were to set priorities of projects within the Operations area and to eliminate confusion and animosity that exists among your Operations personnel. I believe if the above recommendations are followed you will provide for better supervision and management of the maintenance crew and of the Water and Wastewater Plants. Further, you will have Professional Engineering services available for major projects as you need them without the ongoing costs of an in house Engineer, and would be well within the affordable range. With these recommendations, I do suggest that EACH of the following attend a Supervisory Training Program that includes such subjects as how to hire, interview, check references, motivate, discipline, do performance evaluations, and communicate: Mayor Police Chief Fire Chief City Clerk Ambulance Director Maintenance Director Utilities Director I am enclosing a suggested Organization Chart for your consideration. Respectfully submitted, 114?- R. L. LARSEN CITY TREASURER ORGANIZATION CHART CITY OF LAUREL VOTERS MAYOR / CITY COUNCIL POLICE JUDGE BOARDS & COMMITTEES 0 r? LJ ATTY CITY MAIN. AMB. CLERK DIR. DIR. CEM. PARKS STREETS W/S SO ZD DIST. WASTE POLICE UTIL. FIRE CHIEF DIR. CHIEF STEWATER . POOL WASTEWATER PLANT PLANT INSPECTIONS r? (Lang term considerations) ORGANIZATION CHART CITY OF LAUREL VOTERS MAYOR / CITY COUNCIL POLICE JUDGE 1.0 BOARDS & COMMITTEES ATTY CITY MAINT AMB CLERK DIR DIR TREAS I CEM PARKS STS SOLID WASTE POLICE INSPECTION UTIL FIRE CHIEF FIRE/BLDG DIR CHIEF l WATER POOL W/S WASTEWATER PLANT DIST PLANT tr1 ?J CLASS TITLE: Utilities Director ACCOUNTABLE TO: Mayor PRIMARY OBJECTIVE OF POSITION: Under Administrative direction, plans, implements, and directs a comprehensive public utilities program that will insure sound development, maintenance, and service to the public consistent with City Council policy and with Federal and State regulations; directs wastewater treatment, water treatment plants, building inspections, swimming pool, and related functions; Individual judgment and difficult decision making are required. ESSENTIAL JOB FUNCTIONS: Must possess the ability to analyze, evaluate, write, and understand budgets and monitor construction, maintenance, and the operation of utility plant facilities; physical requirements are generally limited to some bending, stooping, walking, and lifting of moderate weights up to 30#s. May perform work in uncontrollable working conditions of heat, cold, and dampness. Must possess a valid Montana Operators License. MAJOR AREAS OF ACCOUNTABILITY AND PERFORMANCE: Following direction from the Mayor and City Council, plans, directs and coordinates comprehensive public utilities and building inspection programs designed and implemented to assure services are being provided at the highest quality level; recommends overall goals for the utility operations; administers and supervises operations of the wastewater and water treatment plants, building inspection, and swimming pool. Provide advice and counsel to the Mayor and City Council in relation to projects and developments; directs the public utilities plant and inspection operations to assure effective use of all personnel, equipment and facilities; recommends priorities for short and long range projects and coordinates implementation as required; develops, prepares, and recommends a comprehensive budget program with supporting data for the plant and inspection operation activities; serves as the liaison and advisor for the city with consulting engineers, government agencies, developers and others; recommends purchases of new and replacement equipment; may assist in applying for and administer grants received for public utility projects; conducts special studies as required; receives and answers citizens complaints and inquiries; administer all personnel matters of the department including screening for appointment, discipline, evaluation of performance, and related matters; performs other related duties as required. Initiates, plans, develops and implements records, including time records, and reports to the Mayor; responsible for facilities and equipment of considerable value requiring care; responsible to monitor department budget and prepares bids for projects, facilities, and equipment; contacts are varied and continual in . which ability to perform duties is directly affected through CLASS TITLE: Utilities Director (continued) communications and rapport established; may perform work in an uncontrolled environment; physical requirements include limited lifting; and position requires the use of proper safety equipment and procedures to prevent injury. SUPERVISION - RESPONSIBILITY FOR WORK OF OTHERS: Responsible for overall supervision and direction of employees of the wastewater and water treatment plants, swimming pool, and related units. EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS: Any combination of education and experience equivalent to high school graduation, supplemented by college and/or advance courses of study in the areas of water and wastewater fields. Five years of progressively responsible public utility experience, including three years in a supervisory or administrative capacity, involving the management of materials, personnel, budgets and purchasing. Certification in Water Treatment, Wastewater Treatment, and Water Distribution desirable. Knowledge of building codes and inspections helpful. Must possess appropriate operator's license. 0 EXAMPLES OF PERFORMANCE CRITERIA AND EXPECTATIONS: Sound organization and administrative practices and policies are initiated and followed; personnel and resources are effectively utilized; Long and short range goals, objectives, and priorities are set for the operations and are appropriately implemented; Effectively represent the City at all times in contacts with the general public, employees, and other units of government; Operating costs of the utility functions are controlled within the limitations of the budget; Establishes and maintains effective communication and working relationships with fellow employees, superiors, other officials and the public; Maintain a favorable work climate which motivates personnel to work up to their potential; effectively trains personnel; Keeps the Mayor promptly informed of all matters of major importance and initiates or recommends actions with respect to such matters; • Administers all building codes, and conducts building inspections as required; Such other duties as may be assigned. CLASS TITLE: Maintenance Director ACCOUNTABLE TO: Mayor PRIMARY OBJECTIVE OF POSITION: Under Administrative direction, plans, implements, and directs a comprehensive public works program that will insure sound development, maintenance, and service to the public consistent with City Council policy and with Federal and State regulations; directs streets, solid waste collection and disposal, water and sewer distribution, parks, cemetery, and related functions; Individual judgment and difficult decision making are required. ESSENTIAL JOB FUNCTIONS: Must possess the ability to analyze, evaluate, write, and understand budgets and monitor construction and maintenance projects; physical requirements are generally limited to some bending, stooping, walking, and lifting of moderate weights up to 30#s. May perform work in uncontrollable working conditions of heat, cold, and dampness. Must possess a valid Montana Operators License. MAJOR AREAS OF ACCOUNTABILITY AND PERFORMANCE: Following direction from the Mayor and City Council, plans, directs and coordinates a comprehensive public works program designed and implemented to assure services are being provided at the highest quality level; recommends overall goals for the operations; administers and supervises operations of water and sanitary sewer distribution, solid waste collection and disposal, streets, parks and cemetery. Provide advice and counsel to the Mayor and City Council in relation to projects and developments; directs the public works maintenance operations to assure effective use of all personnel, equipment and facilities; recommends priorities for short and long range projects and coordinates implementation as required; develops, prepares, and recommends a comprehensive budget program with supporting data for the maintenance operation activities; serves as the liaison and advisor for the city with consulting engineers, government agencies, developers and others; recommends purchases of new and replacement equipment; may assist in applying for and administer grants received for public works projects; conducts special studies as required; receives and answers citizens complaints and inquiries; administer all personnel matters of the department including screening for appointment, discipline, evaluation of performance, and related matters; performs other related duties as required. Initiates, plans, develops and implements records, including time records, and reports to the Mayor; responsible for facilities and equipment of considerable value requiring care; responsible to monitor department budget and prepares bids for projects, facilities, and equipment; contacts are varied and continual in which ability to perform duties is directly affected through r i 0 CLASS TITLE: Director of Public Works (continued) communications and rapport established; may perform work in an uncontrolled environment; physical requirements include limited lifting; and position requires the use of proper safety equipment and procedures to prevent injury. SUPERVISION - RESPONSIBILITY FOR WORK OF OTHERS: Responsible for overall supervision and direction of employees of street, solid waste, parks, water and sewer distribution, cemetery, and related units. EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS: Any combination of education and experience equivalent to high school graduation, supplemented by college and/or advance courses of study in the areas of engineering, management or similar fields. Five years of progressively responsible public works experience, including three years in a supervisory or administrative capacity, involving the management of materials, personnel, budgets and purchasing. Survey and engineering experience desirable. Must possess appropriate operator's license. 0 EXAMPLES OF PERFORMANCE CRITERIA AND EXPECTATIONS: Sound organization and administrative practices and policies are initiated and followed; personnel and resources are effectively utilized; Long and short range goals, objectives, and priorities are set for the operations and are appropriately implemented; Effectively represent the City at all times in contacts with the general public, employees, and other units of government; Operating costs of the public works functions are controlled within the limitations of the budget; Establishes and maintains effective communication and working relationships with fellow employees, superiors, other officials and the public; Maintain a favorable work climate which motivates personnel to work up to their potential; effectively trains personnel; Keeps the Mayor promptly informed of all matters of major importance and initiates or recommends actions with respect to such matters; Such other duties as may be assigned.