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HomeMy WebLinkAboutAGENDA REPORT 2003 0702 CC REG ITEM 09CMOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Steven Kueny, City Manager ITEM q • C - DATE: June 24, 2003 (CC Meeting of July 2, 2003) SUBJECT: Consider Approval of an In -house City Engineer Position BACKGROUND Since the City's incorporation, it has utilized the services of a private engineering consultant to serve as City Engineer and provide related engineering services. Two firms have provided this service to the City during that time. It has been a longstanding goal of the City to provide engineering services with City staff rather than contract staff if such could be demonstrated to be financially feasible. The City previously reviewed this topic twice in the late 1980's and concluded it wasn't feasible to either create a City Engineer position or assume the entire engineering function in- house. In 1990 and after conducting an Organization and Management Study that concluded the City needed to consolidate its public works maintenance and capital projects administration to remedy the then existing fragmented assignment of those activities, the City created a Public Works Director position. At that time, it was felt that hiring an in -house City Engineer with registration as a civil engineer (RCE) at additional cost was not warranted. The cost of such was especially important because the City did not have sufficient General Fund Revenue to supplement the gas tax funding available for the Public Works Director position. Revenues from development activities were only sufficient to support the contract engineering and building and safety services and in -house planning staff. City Council Agenda Report Re: Consider Approval of an In -house City Engineer Position Page 2 June 24, 2003 (CC Meeting of July 2, 2003) In the ensuing years, the current arrangement has worked well with many completed capital projects, a well maintained street system, and generally good engineering services. DISCUSSION A number of items have occurred necessitating that the City again revisit the issue of an in -house City Engineer position, as follows: 1. The current Public Works Director plans to retire in about 24 months; 2. The development approval and plan check and inspection processes have become even more complex as a result of such factors as N.P.D.E.S., drainage requirements, and build out of the City. The remaining properties are generally more challenging to develop. This has required more involvement of both the Public Works Director and the Community Development Director on several matters related to interpretation of codes and standards. Having a qualified City staff person as City Engineer would help address these more difficult and complex issues; and 3. There are increasing numbers and complexities of capital improvement projects. A list of currently identified projects is included as Attachment A. Since 1990, the City has employed a Public Works Director to manage capital projects, streets and related maintenance, and until recently, oversee the City Engineer contract. The responsibilities of the Public Works Director and department have grown with the growth and service needs of the City. The Director now manages a department of 8 full -time staff and about 6 part -time crossing guards. In addition to the numerous capital projects and street maintenance, the department is responsible for fleet maintenance, crossing guards, parking enforcement, parking citation processing, N.P.D.E.S., graffiti abatement, and assessment district formation and administration. The day -to -day demands are challenging. If this proposal is approved, both the Public Works Director and City Engineer would report to the City Manager and the City Engineer would add the Public Works Director title upon the current Director's retirement. �.. c/ .You► J City Council Agenda Report Re: Consider Approval of an In -house City Engineer Position Page 3 June 24, 2003 (CC Meeting of July 2, 2003) Benefits of In -House City Engineer The primary goal is not to save money but to continue to improve engineering services, enhance capital project management, and shorten construction project schedules. Once a person is hired, a transition plan would be developed to draw upon that person's strengths. There are several benefits to be gained by hiring an in -house City Engineer in advance of the planned retirement of the incumbent Public Works Director. As currently envisioned, the Public Works Director position would not be filled upon retirement of the incumbent. The City Engineer would assume responsibility for the Public Works Department upon the incumbent's retirement. The specific benefits are as follows: 1. Allow for a planned, orderly transition and orientation of the City Engineer. During the transition period, an evaluation of the public works functions and engineering contract can be performed to determine recommended organization and staffing. This would also include the potential transfer of certain activities in the Community Services Department such as transit to the Public Works Department. 2. Provide additional in -house support for management of capital improvement projects; and allow the Public Works Director to focus on projects that can be completed or substantially completed by the summer of 2005, and the City Engineer to focus on longer -term projects. 3. Relieve the Community Development Director of responsibility for managing the engineering contract. 4. Relieve the Community Development Director of responsibility to ensure appropriate level of engineering review of development proposals and preparation of conditions of approval. S. Retain engineering contract for development- related review, plan check, and inspection services, which also allows the level of services to expand /contract as demand for service fluctuates. 6. Improve oversight of engineering services by having qualified in -house staff, which allows for more timely resolution of any City Council Agenda Report Re: Consider Approval of an In -house City Engineer Position Page 4 June 24, 2003 (CC Meeting of July 2, 2003) disagreements with developers' engineers as well as better quality control on the services provided. 7. Does not require the use of additional gas tax funds or any Community Development funds for the City Engineer position for at least the first 18 months. 8. Allow initial priorities to be based on the skills and background of the person hired. 9. Provide for in -house support for Redevelopment Agency and park improvement projects. Position Requirements The primary minimum qualifications for the position are: 1. Bachelor's Degree in civil engineering or a related field. 2. Possession of a valid Certificate of Registration as a Professional Civil Engineer and /or Land Surveyor with the State of California. 3. Possession of a valid California Driver's License. 4. Six (6) years of responsible engineering experience including development review and capital project management with at least three (3) years' experience working for a public agency and at least two (2) years in a management /supervisory position. S. Proficiency in various job- related software applications. If the City Council approves this position, staff would begin the recruitment process. It is expected to take 4 to 6 months to complete the process. On August 20, 2003, staff will present a proposed Classification Plan modification to incorporate the City Engineer position description. Costs /Funding The annual cost for salary and benefits are estimated to be about $147,000 as follows: City Council Agenda Report Re: Consider Approval of an In -house City Engineer Position Page 5 June 24, 2003 (CC Meeting of July 2, 2003) Salary $115,700 Benefits $ 31,300 In addition, cell phone, car allowance, and operating costs such as office supplies, computer support, memberships and travel are estimated to be about $7,000. Initial starting costs for office furniture and computer purchases are estimated at $10,000. It's assumed that an office will be accommodated within current office space and existing public Works staff will support the City Engineer. For the first 18 months, it is proposed that the position be funded by a combination of General Fund Reserve, project related funds, including the Los Angeles Avenue AOC, Citywide Traffic Fund, Traffic Systems Management Fund, and $100,000 paid by Pacific Communities for processing of Los Angeles Avenue improvements. A proposed budget amendment with a specific funding recommendation for the 2003/04 FY will be presented to the Council on August 20, 2003. As previously stated, an analysis of the public works and engineering functions will be performed which will affect the ultimate funding of the City Engineer position. After retirement of the current Public Works Director, gas tax funding could be used to fund a significant portion of the City Engineer position. Use of gas tax prior to that time is not recommended since it would come at the expense of street maintenance expenditures. As with the Community Development Department, it is important for the City to improve its General Fund revenues so that such funding can be used for a portion of public works' and engineering costs in the future. At the present time, the City is not able to use a portion of its General Fund to supplement gas tax /TDA monies for either street maintenance or improvements projects. This will become even more critical as the City's street system ages and the requirements of GASB 34 necessitate that the City address long -term funding for replacement of its infrastructure. Development revenue related to engineering activities will ultimately decline as the City builds out. The City will always need to provide a basic level of engineering services regardless of the amount of annual revenue received for those services. It is proposed that the City Engineer position be placed at Salary Range 85 ($8,107 - $10,903 monthly) . This is five percent (5 %) City Council Agenda Report Re: Consider Approval of an In -house City Engineer Position Page 6 June 24, 2003 (CC Meeting of July 2, 2003) above the other department head positions and reflects the requirement for registration as a civil engineer. This salary range is also competitive with this position in similar organizations (Attachment B). One difference is that many cities have either or both water and sewer systems. However, Moorpark has a relatively large number of capital projects for its size, which is related to it being a developing community, along with the need to still spend significant time on development - related reviews including plan check and inspection of large residential projects. SUMMARY The short -term costs of about $250,000 for approximately 18 months of adding the City Engineer position are warranted by the additional support for capital improvement projects, enhanced management of the engineering services contract, and provision of an orderly transition for the planned retirement of the current Public Works Director. This action will improve the City's capabilities for managing its engineering services on a long -term basis. STAFF RECOMMENDATION Approve City Engineer position and authorize City Manager to proceed with recruitment and selection process. SK:db Attachments A & B S: \City Manager \Everyone \ccagenda \City Engineer Position 0702 2003.doc Attachment `A' Capital Improvement Projects Streets Slurry Seal (Bi- annual) Asphalt Overlay (Bi- annual) Corporation Yard Spring Road Widening Flinn Avenue Realignment Los Angeles Avenue [East] Widening Los Angeles Avenue Widening: Spring Road to Moorpark Avenue Los Angeles Avenue Widening: Beltramo Ranch Road to Maureen Lane Los Angeles Avenue Widening at Shasta Avenue [undertaken on behalf of Pacific Communities Builder, Inc. (Tract 5053) including the protection and /or relocation of a Calleguas Municipal Water District water main.] Underground Utility Project: Los Angeles Avenue Underground Utilities on New Los Angeles Avenue east of Spring Road [to be funded by CFD 97 -1 (Carlsberg)] Rail Trail: Moorpark Avenue Easterly Rail Crossing Improvements: Moorpark Avenue Rail Crossing Improvements: Spring Road North Hills Parkway and Rail Grade Separation at the west end of the City including feasibility of creating an Assessment District Moorpark Avenue Widening: Casey Road to Third Street High Street [West] Reconstruction / Westerly Extension La Falda Connection Truck Scale Facility west of the City Route 23 North Realignment Spring Road North Extension `D' Street [Princeton Ave. at SR 118 Freeway] High Street Streetscape and Decorative Lighting Systems Downtown Street Lights [CDBG] Walnut Canyon Corridor Improvements Poindexter /First Realignment Metrolink South Lot: New Entry off First Street Traffic Signals Spring Road and Fl Los Angeles Avenue Los Angeles Avenue Los Angeles Avenue Tierra Rejada Road inn Avenue and Maureen Lane and Shasta Avenue Traffic Signal Interconnect Traffic Signal Interconnect Attachment `A' Page 2 Tierra Rejada Road / Los Angeles Avenue Signal Modification [Protected Left - Turns} Los Angeles Avenue and Millard Street Los Angeles Avenue and Town Center Entry Los Angeles Avenue West of Butter Creek Road Medians and Parkways Parkway: Los Angeles Avenue and Tierra Rejada Road Medians: Los Angeles Avenue Corridor Medians: Spring Road Medians: Tierra Rejada Road east of Spring Road Parkway: Peach Hill Road Parkway: Poindexter Avenue City Entry Signs / Statements Spring Road Parkway Trees: South of Peach Hill Road Storm Drains Gabbert Canyon / Walnut Canyon System Improvements Drain NW of Spring Road & Arroyo Simi Bridge Shasta Drain Millard Drain Villa Del Arroyo Drain Update the City's Master Drainage Study S: \City Manager \Everyone \ccagenda \City Engineer Position Attach A- Capital Improv Projects 0702 2003.doc Attachment `B' Salary Survey Monthly City Title Salary Range * ** Camarillo PWD $9,110 - $12,288 Port Hueneme PWD $7,418 - $9,643 Santa Paula PWD /CE $7,084 - $8,611 Agoura Hills PWD /CE $7,232 - $8,792 Malibu PWD $6,553 - $8,519 Chino Hills CE $7,272 - $9,281 Yucaipa PWD /CE $7,275 - $9,086 Brawley PWD /CE $6,023 - $7,185 Indio PWD /CE $7,458 - $9,994 Atherton PWD /CE Up to $10,932 Belmont CE $7,286 - $9,299 ** Benecia PWD $8,068 - $9,807 * Dublin CE $7,394 - $9,243 Moorpark PWD $7,716 - $10,378 Moorpark CE $8,107 - $10,903 PWD = Public Works Director CE = City Engineer * Reports to PWD ** RCE not required * ** City Engineer ($6,895 - $9,300); Reports to PWD S: \City Manager \Everyone \ccagenda \City Engineer Position Attach B- Salary Survey 0702 2003.doc