DEPARTMENT OF PUBLIC WORKS INTEROFFICE MEMORANDUM

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Randall French
5 years ago
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the workings of all the Divisions and how to reorganize the Department to make it more productive, efficient and customer friendly.

1 DEPARTMENT OF PUBLIC WORKS INTEROFFICE MEMORANDUM TO: Board of County Commissioners VIA: Terry Shannon, County Administrator 75 FROM: P. Rai Sharma, Director t,' DATE: January 13, 2016 ' '----' SUBJECT: Proposed Reorganization of the Department of Public Works Background: Since my appointment as a Director, I have been looking into the workings of all the Divisions and how to reorganize the Department to make it more productive, efficient and customer friendly. In addition, I have been looking into addressing the current and ongoing environmental regulations and programs imposed/mandated upon the County by the State and Federal agencies, such as Watershed Implementation Program (WIP), to which the Department has not been able to devote the needed time. Discussion: Currently the Department has two Deputy Directors. With their current work load, I find these two Deputy Directors struggling from time to time, and not being able to do a proper justice not only to their current work load, but to address the SWM aspects of the Watershed Implementation Program (WIP) to try to bring the County into compliance with this State Mandated Program. Fiscal Impact: See the attached fiscal impact analysis prepared by the Finance staff. As per the fiscal impact analysis, additional salaries for this year are to come from the salary savings in FY2016 and the reduction in paving in the amount of $100,000 in FY2017. Conclusion: I am of the opinion that with these changes in place, the work load will be equally divided among the three Deputy Directors, and the department will become more productive, efficient, and provide the needed/demanded customer service to our citizens. Your favorable consideration and support will be appreciated, and I will be available for any discussion. Coordination L,._40 Personnel Office Coordination Finance Department Attachment: Reorganization Chart Fiscal Impact Detail Reorganization Details

Attachment Reorganization Details One Deputy Director of Enterprise Fund Operations, Mark Willis, oversees four Divisions including: 1. Highway Maintenance Division. 2. Fleet Maintenance Division. 3.

2 Attachment Reorganization Details One Deputy Director of Enterprise Fund Operations, Mark Willis, oversees four Divisions including: 1. Highway Maintenance Division. 2. Fleet Maintenance Division. 3. Solid Waste Division. 4. Water and Sewer Division. The other Deputy Director of Engineering, Frank Schlotter, oversees the Engineering Division including: 1. Site Plans/ Subdivisions/Residential Permit reviews section and related PWAs. 2. Transportation section. 3. Capital Improvement Projects section. 4. Project Management Division, entailing storm water management (SWM) and sediment control inspections, overseeing miscellaneous drainage and road improvements related projects, paving program, utilities permits and inspections. 5. Bridge inspection program. Attached herewith is a Chart Showing the reorganization which calls for: 1. Disbanding the Project Management Division per se, and eliminate the position of the Division Chief (Grade 26). Scale this position down to a Project Supervisor (Grade 25), and have other three inspectors work under this project supervisor. 2. Create a position of Deputy Director, Environment who will oversee: a. Highway Maintenance Division. b. Project Supervisor personnel and program. c. Storm water management (SWM) / Sediment Control personnel and program. d. SWM aspect of Watershed Implementation Program (WIP) in coordination with the Engineering Division Chief. ** The reorganization chart shows the link of storm water management. section, which includes the implementation of the WIP (Watershed Implementation Program) mandated by the State to the Engineering Division Chief, as I do not believe the complexity of the WIP program can be handled by the Project Supervisor. I have put the erosion control inspectors under Project Supervisor. If in my search of a Deputy Director Environment, I am lucky enough to find a suitable person who can definitely handle WIP part, then the storm water management section will be reassigned to this Deputy Director with some technical assistance provided by the Engineering Division.

DPW Reorganization - August 12, 2015 FY 2016 Current FY 2016 Proposed Annual Salary Title (Last held by and position *1) FTE Gr / Step Salary FTE Pr/ Step Salary leer (Decr) Savings Deputy Director

81,081 Project Engineer II 1 27/5 76,404 (4,677) 24,948 Project Engineer II (Deugwillo 2220) 1 27/15 93,584 Project Engineer Ii 1 27/5 76,404 (17,180) 45,097 Project Engineer II (Vacant 3220) 1 27/1

3 DPW Reorganization - August 12, 2015 FY 2016 Current FY 2016 Proposed Annual Salary Title (Last held by and position *1) FTE Gr / Step Salary FTE Pr/ Step Salary leer (Decr) Savings Deputy Director of Environment 1 Contract 90,782 90,782 Engineering Division Chief (Schlotter 1220) 28/6 86,213 Engineering Division Chief 1 Contract 80,517 (5,696) 12,138 Project Engineer II (Jackson 1220) 1 27/7 81,081 Project Engineer II 1 27/5 76,404 (4,677) 24,948 Project Engineer II (Deugwillo 2220) 1 27/15 93,584 Project Engineer Ii 1 27/5 76,404 (17,180) 45,097 Project Engineer II (Vacant 3220) 1 27/1 66,576 Project Engineer II 1 27/4 73,819 7,243 33,288 Construction Project Division Chief (Turner) 1 26/5 70,088 Construction Project Supervisor 1 25/5 64,319 (5,769) 35, , ,245 64, ,515 Status at 12/31/2015 New - requires PIP Conrow Ostazeski Dave 4 Vacant s New - requires PIF 54% 5 214, ,612 34,940 81,278 TOTAL GENERAL RIND 612, ,857 99,643 $ 231,794 Assumptions: Deputy Director of Environment: Create new Contract position equivalent to Grade 29 / Step 5 Engineering Division Chief: changed to Contract position equivalent to Grade 28 / Step 4 Project Engineer II : 27/1 is hired at higher step 27/4 Project Engineer II (Engineering): 27/7 is hired at lower step 27/5 Project Engineer II (Engineering): 27/7 is hired at lower step 27/5 Construction Project Division Chief: becomes Construction Supervisor at one grade lower with same step (Grade 25 / Step 5) The six PW inspector II positions remain the same under the new Deputy Director of Environment Money to corne from salary savings In FY701.6 and paving In FY2017 Savings because position vacant 7-1 to 8-10, Conrow filled it, then savings per pp Filled by Ostazeski, It was empty for eight pay periods ' Filed by Dave, it was empty for nine and a half pay periods at 100% of Karl's pay rate 4 Vacant this FY to date s New position, old Division Chief Position not filled NOTE: If any of the assumptions change, then the salary savings may increase or decrease depending on the action taken.

Mark Willis Melissa Miller Engineering Division Chief Danielle Conrow Road Construction PWA Coordinator Valerie Kim Whittington Transportation Review, CIPS Transportation Engineer Nikunj Dave

4 Calvert County Department of Public Works Director Calvert County DPW P. Rai Sharma Deputy Director Engineering Frank J. Schlotter Deputy Director Environment New Position Deputy Director Operations Executive Admin Asst J. Mark Willis Melissa Miller Engineering Division Chief Danielle Conrow Road Construction PWA Coordinator Valerie Kim Whittington Transportation Review, CIPS Transportation Engineer Nikunj Dave Engineering Technician Joan Jaquette Site Plan/Subdiv/Res. Review Kian Liong-Project Engineer II Douglas Ostazeski -Project Eng II Project Engineer II John Knopp Minor Victor Buckler Residential Executive Admin Aide Stormwater Projects Highway Maintenance Fleet Maintenance Solid Waste Water & Sewer Connie Clark Management Supervisor Division Chief Division Chief Division Chief Business Manager Division Chief and Erosion and New Position Robert Helms John Sypa Mike Thomas Enterprise Funds R. Wayne Raither Sediment (Project Audrey White Control Division Management Division Chief Office Specialist II Office Specialist II Admin Aide to be Claudette White Anita Maher Rosie Green Southern Area eliminated) Customer Service Rep Service Coordinator Executive Project Operations Infrastructure Ray Hutchins Shirley Steffey VACANT Admin Aide Engineers Superintendent Superintendent Office Specialist I Road Paving Carolyn Narvell Andrew Hipski James Ritter Karl Holzberger Barbara Wiseman Rick Mason Inspections: Central Area Northern Area Road Supervisors Shop Foreman Billy Hooper Mark Mister Chris Harley - North Ron Windsor Admin Aide Ralph Hutchins - South Inventory Clerk Recycling Frances Rose Plant Supervisors Infrastructure Supervisor Robert Lee Coordinator Road Paving Lab Supervisors Maintenance Supervisor Northern Area William Teter Inspections: Plant Operators Maintenance Crew Leader Wayne Gross Southern Area Highway Crew Leaders Lab Assistant Master Electrician Todd Hutchins Sign Shop Supervisor Recycling Project Plant Operator Trainees W&S Technicians Litter Control Coordinator Specialist Septage Receiving Clerk Mechanical Maint Techs Equipment Operators Keith Roumfort Utility Permits Laborer/Operators & Inspections: Laborers All Areas Maintenance Workers Operations Supervisor Roy Milstead Francis Jones Compactor Operations Supervisor Thomas Jones Recycling Operations Tech Compactor Site Supervisor Truck Driver Compactor Operator Weigh Clerk Equipment Operator Landfill Maintenance Worker Landfill Attendant Updated November 2015

5 Reorganization Presented to the Calvert County Board of County Commissioners February 23,

6 Reorganization Purpose To make the Department more productive and efficient. To enhance the customer service. 2

7 Reorganization Divide the workload equally. Devote more time to address the new environmental regulations including the watershed implementation program (WIP) 3

8 Current Structure Includes two Deputy Directors: The Deputy Director of Enterprise Fund Operations oversees four Divisions: 1. Highway Maintenance 2. Water and Sewerage 3. Solid Waste 4. Fleet Maintenance 4

9 Current Structure Cont. The Deputy Director of Engineering oversees the Engineering Division, including: 1. Site Plans/Subdivisions/Residential Permits and Public Works Agreements (PWA s) Review Process 2. Transportation and Bridge inspections 3. Capital Improvement Projects 4. Project Management Division 5

Proposed Restructure The proposed structure includes: Creating a position of an additional Deputy Director, who will supervise the Highway Maintenance Division

10 Proposed Restructure The proposed structure includes: Creating a position of an additional Deputy Director, who will supervise the Highway Maintenance Division and Project Management Division. The current Enterprise Deputy Director will supervise Water and Sewerage Division Solid Waste Division Fleet Maintenance Division 6

11 Proposed Restructure Cont. The Engineering Deputy Director will supervise: Site Plans/Subdivisions/Residential Permits and PWA s Review Process Transportation and Bridge Inspections Capital Improvement Projects (CIP) All miscellaneous engineering 7

12 Proposed Restructure Cont. The Project Management Division Chief position will be eliminated and scaled down to a Projects Supervisor, who will supervise three inspectors related to paving, in house highway projects and utilities. The other three inspectors will directly report to the Deputy Director of Environment and Highway for Stormwater Management (SWM) and site inspections, including WIP. Coordination will be provided by the Engineering Division Chief. 8

Caivert County Department of Public Works Director Calvert County DPW P. Rai Sharma Deputy Director Engineering Frank J. Schlotter Deputy Director Environment and Highway New Position Engineering Div.

Supervisor New Position Project Management Divi

Division Chief Robert Helms Office Specialist II Claudette White Customer Srvc Rep Shirley Steffey CALVERT C UNTY ezc'e awe Transportation Review, CIPS Transportation Engineer Nikunj Dave Engineering

13 Caivert County Department of Public Works Director Calvert County DPW P. Rai Sharma Deputy Director Engineering Frank J. Schlotter Deputy Director Environment and Highway New Position Engineering Div. Division Chief Danielle Con row Road Construction PWA Coordinator Valerie Kim Whittington Stormwater Management and Erosion and Sediment Control Division Southern Area Ray Hutchins Pro ects Supervisor New Position Project Management Division Chief to be eliminated Highway Maint. Div. Division Chief Robert Helms Office Specialist II Claudette White Customer Srvc Rep Shirley Steffey CALVERT C UNTY ezc'e awe Transportation Review, CIPS Transportation Engineer Nikunj Dave Engineering Technician Joan Jaquette Site Plan/Subdiv/Res. Review Kian Liong-Proj Engineer II Douglas Ostazeski -Project Eng II Project Eng II John Knopp Minor Victor Buckler Residential Central Area Billy Hooper Northern Area Wayne Gross Road Paving Inspections: Northern Area Road Paving Inspections' Southern Area Todd Hutchins Utility Permits & Inspections: All Areas Roy Milstead Road Supervisors C. Harley - North R. Hutchins - South Hghwy Crew Leaders Sign Shop Supervisor Litter Control Coord. Equip. Operators Laborer/Operators Laborers Maint. Workers MIL 9

alvert County Departmentrublic Works Director Calvert County DPW P. Rai Sharma Deputy Director Operations I Mark Willis Executive Admin. Ant. Melissa Miller Fleet Mains. Div.

Aide I Connie Clark Office Specialist II Anita Maher Service Coordinator John Sypa Admin Aide Rosie Green Office Specialist I Barbara Wiseman Executive Admin Aide Carolyn Nerve!

Admin Aide Frances Rose Plant Supervisors Lab Supervisors Plant Operators Infrast Supervisor Mains Supervisor Mains Crew Ldr Lab Assistant Master ElectrIcn Recycling Protect Specialist Keith

14 alvert County Departmentrublic Works Director Calvert County DPW P. Rai Sharma Deputy Director Operations I Mark Willis Executive Admin. Ant. Melissa Miller Fleet Mains. Div. Division Chief John Sypa Solid Waste Div. Division Chief Mike Thomas Business Manager Enterprise Funds Audrey White Water & Sewer Div. Division Chief R. Wayne Raither Executive Admin. Aide I Connie Clark Office Specialist II Anita Maher Service Coordinator John Sypa Admin Aide Rosie Green Office Specialist I Barbara Wiseman Executive Admin Aide Carolyn Nerve!! Pro ect Engineers Andrew Hipski Rick Mason Operations Sum James Ritter Infrastructure Stit Karl Holzberger Shop Foreman Ron Windsor Inventory Clerk Robert Lee Regi Coordinator William Teter Admin Aide Frances Rose Plant Supervisors Lab Supervisors Plant Operators Infrast Supervisor Mains Supervisor Mains Crew Ldr Lab Assistant Master ElectrIcn Recycling Protect Specialist Keith Roumfort Pint Opr Trainees Septan Rec Clerk WAS Techs Mech Mnt Techs Operations Spvsr Francis Jones Compactor OPS. Sas Thomas Jones Recycle opt Tech Compactor Site Sup Truck Driver Compactor Oper Weigh Clerk Equip Oper Landfill Mains Wrk Landfill Attend

15 Proposed Restructure Cont. FISCAL IMPACT Additional salaries for the current year are to come from the salary savings in FY 2016 and reduction in paving in the amount of $100,000 in FY

16 Restructure Conclusion The Department will become more productive, efficient, and provide the needed/demanded customer service. Seeking the Board s concurrence and approval of this proposed reorganization. Your vote and support will be welcomed and appreciated. 12

17 Reorganization Questions? 13

CITY OF SPARTANBURG PAY GRADE LISTING

CITY OF SPARTANBURG PAY GRADE LISTING Effective 7/1/13 NONEXEMPT 1 Unspecified N Assistant Graphic Designer N Human Relations Assistant N Imager N Intern N Police Accreditation Manager (Part-time) N Youth Program Participant 2 Unspecified