RESOLUTION No WHEREAS, the City of Tarpon Springs desires to provide the most effective and efficient services to the public; and

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1 RESOLUTION No A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE CITY OF TARPON SPRINGS, FLORIDA, AUTHORIZING CHANGES IN THE ORGANIZATION OF THE PROJECT ADMINISTRATION DEPARTMENT, INCLUDING THE RECLASSIFICATION OF A POSITION; AND PROVIDING FOR AN EFFECTIVE DATE HEREOF. WHEREAS, the City of Tarpon Springs desires to provide the most effective and efficient services to the public; and WHEREAS, conditions, trends and needs evolve within the Organization and review and assessment of staffing resources is important to ensure continued success; and WHEREAS, such staffing review and assessment takes into account the most effective organization for operational efficiency; and, WHEREAS, the City Manager recommends that the proposed change be made to the City s organizational structure in order to maintain responsive and efficient services; and WHEREAS, it is requested that the Board of Commissioners approve the change as recommended. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE CITY OF TARPON SPRINGS, FLORIDA, THAT: Section 1. Pursuant to the requirements of Section 16 (d) of the Charter of the City of Tarpon Springs, the City Manager does hereby recommend and the Board of Commissioners does hereby approve, certain change in the City s organization, as detailed in the memorandum attached hereto and incorporated herein by reference. Section 2. This resolution shall be effective upon adoption.

2 Project Administration Department 324 East Pine Street Tarpon Springs FL (727) Memorandum Date: January 14, 2019 To: Mark LeCouris, City Manager From: Bob Robertson, Project Administration Director Subject: Project Administration Department Reorganization and Funding Reallocation Summary A reorganization of the Project Administration Department is proposed to streamline responsibilities and to reallocate funding sources. The net result of this proposed reorganization is an increase of funding from the Water and Sewer Fund (included in the 2018 Water and Sewer Rate Study and in the approved 2019 budget) and a decrease of funding from both the Stormwater Fund (Public Works Department) and the General Fund. Background The Project Administration Department is a relatively new department that was created in March Its primary purpose is to provide technical and administrative support to City Departments for the design and/or construction of City projects. The Department is seeking to reorganize to provide better efficiency in coordination with the Building Department s proposed reorganization. Funding for the proposed reorganization will come from a previously approved Water/Sewer rate plan and a reallocation of funding sources as described herein. This proposal has been reviewed with the Human Resources Department and the Finance Department. The proposed job descriptions are attached to this memorandum in line-and-strike format for review of the proposed changes.

3 Existing and Proposed Project Administration Department Structure The Project Administration Department currently consists of three (3) full time employees, structured as shown on Figure 1. Current pay grades are shown for each position. Figure 1 - Existing Department Structure The proposed Project Administration reorganization would retain three (3) full time employee positions and would be restructured as shown on Figure 2. Proposed pay grades are shown for each position. No change is proposed for the Director position. (No Change) (Increase Responsibilities and Pay Grade) (Title Change and Clarification of Duties) Figure 2 - Proposed Department Structure Position changes are summarized below: The Site Inspector job description and title would be changed to reflect updated job duties. The new title would be Project Inspector, focusing work efforts on construction administration of City Projects. Inspection of site development work (non-city projects) will be allocated to the Building Department commensurate with a proposed Building Department Reorganization. The pay grade would remain unchanged. The Projects Supervisor job description would be changed to reflect increased duties including new staff supervisory responsibilities and new assistant director responsibilities to enhance staffing reliability and succession planning. The pay grade is proposed to be increased from Level 21 to Level 23 to reflect increased responsibility with a recommended 5-percent pay increase for the incumbent employee.

4 Funding and Department Salary Allocations: As an internal service department, salaries for the Project Administration Department are currently split between three funding sources and are allocated as follows shown in the table below. This current funding allocation was established when the Project Administration Department was created in March 2017 based on estimated/predicted work load. As part of this proposed reorganization, an internal analysis of this allocation was recently conducted based on historical project work that has been completed since the Department s inception. As part of this proposed reorganization, a reallocation is proposed that will adjust the funding as shown in the table below. Current Allocation (Percent) Proposed Allocation (Percent) Net Change (Dollars) 1 Water/Sewer 50% 52% $ 9,722 2 Stormwater 20% 19% $ (2,282) 3 General Fund 30% 29% $ (1,709) 4 Total 100% 100% $ 5,731 Notes: 1. Includes proposed 5-percent pay increase for upgraded Project Supervisor position. 2. The 2018 Water and Sewer Rate Study included additional, recurring, annual funding of up to $40,000 for a new position for the Project Administration Department. This reorganization proposes to use only $9,722 of that $40,000 annual allocation. 3. Due to reallocation of funding ratios (percentages), the proposed reorganization will reduce funding from the Stormwater Fund by $2, Due to reallocation of funding ratios (percentages), the proposed reorganization will reduce funding from the General Fund by $1,709.

5 CITY OF TARPON SPRINGS JOB DESCRIPTION JOB TITLE: PROJECTS SUPERVISOR DEPARTMENT: PROJECT ADMINISTRATION REPORTS TO: PROJECT ADMINISTRATION DIRECTOR DEPT. HEAD: PROJECT ADMINISTRATION DIRECTOR FLSA STATUS: EEMPT CIVIL SERVICE: YES LAST REVISION: MARCH 2017JANUARY 2019 GENERAL STATEMENT OF JOB This is very responsible technical, and contract administration project management work that involves acquisition plans, procurement administration, execution, supervision of assigned staff, and technical evaluation of construction contracts, project plans, and activities. Employees in this classification take responsibility for projects planning, contract administration, and construction oversight processes including assignments with complex and diversified projects involving design, construction, review, and maintenance of a variety of public works, utilities, roads and drainage programs or facilities. Employees are expected to exercise considerable independent judgment in resolving problems and supervising technical activities. Assists the Project Administration Director with various administrative functions of the department as assigned. ESSENTIAL FUNCTIONS 1. TECHNICAL AND ADMINISTRATIVE DUTIES 1.1. Coordinates and supervises phases of contract administration including construction reviews of public works, infrastructure, and other capital improvement contracts, project records, and payment requests Performs and supervises preparation of change orders, manages inspections, documents plan changes, prepares status reports, and evaluates technical matters including inspection processes Coordinates the combining of Requests for Proposals (RFP), Work Change Directives (WCD) and Additional Work Authorizations (AWA) into Request for Change Orders (RCO); assembles related documentation, prepares Request for Change Order packages and obtains agreement from county and contractor officials Negotiates, administers, and tracks approved project change orders related to the contract from initiation through completion including cost and time impacts, and negotiates changes in contract time and cost Reviews and approves contractors construction work plans to determine that the contractor has accounted for the scheduling of all significant components of the total construction or project and that the effort has sequenced activity to conform to contract requirements Performs inspection of construction projects, scheduling of compliance testing, tracks/controls costs, coordinates utility matters, and interacts with the public on project related matters. Page 1 of 6

6 Projects Supervisor 1.7. Makes technical investigations, prepares administrative/technical reports on findings and assigns or delegates specific duties to subordinates and others on assigned projects Supervises and inspects contracts and construction and confers with contractors and other parties to ensure county standards are met Conducts a Preconstruction Conference attended by the city, engineer, general contractor and affected parties on field construction to establish a common understanding of the scope and objectives of projects Evaluates requests for material/equipment substitution made under the contract or project Reviews, reconciles discrepancies, and approves the Contractor's Schedule of Values (cost breakdown) to establish a reasonably balanced distribution of costs to the various elements of the total construction to serve as a basis for progress payments and determination of cost impact of changes including documenting reasons related to any discrepancies between the estimated costs versus actual costs Identifies tentative date of substantial completion; prepares, and issues Certificate of Substantial Completion with a list of stated qualifications (punch list) Obtains concurrence of city and contractor with date of substantial completion and punch list, and issues Certificate of Substantial Completion with definitive date of substantial completion Receives, reviews, and renders professional and technical determinations on entitlement and magnitude of entitlement in response to written notifications of claims made by either the contractor or the county in accordance with applicable contracts, regulations, and provisions Coordinates, conducts, and documents inspections and final acceptance by city officials Serves as initial responder for after-hours emergencies for division subject to being on call Assists the Project Administration Director with various administrative functions of the department as assigned Performs related work as assigned or required. 2. SUPERVISORY (FOR ASSIGNED STAFF OR SITUATIONS): 2.1. Serves as primary point of contact for the Project Administration Director related to projects supervision Ensures effective processes are in place and followed for projects communication among involved City departments, City leadership, project stakeholders, and the public Supervises subordinate division Department personnel, including Project Inspectors and others as assigned Coordinates staff activities, instructing, scheduling, assigning, inspecting, reviewing and planning work of others Maintains standards and ensures proper safety practices and precautions, allocates personnel Assists Director with employee problems, selecting new employees and recommending transfers, promotions, disciplinary actions, discharges and salary increases. Page 2 of 6

7 Projects Supervisor 2.7. May serve in department supervisory capacity as assigned.shall serve as Acting Department Director in the Director s absence, reporting to the City Manager, and performing all appropriate duties and responsibilities of the Director s position as needed or assigned Provides training, including presentations or demonstrations to staff as assigned Assists Director with emergency response planning and other emergency or after-hours operations as assigned Works for growth and advancement within the profession through maintaining an active apprenticeship program, encouraging participation in professional associations and training/licensing programs Required to emulate a working environment conducive to positive morale, individual style, quality, creativity, and teamwork. KNOWLEDGE, SKILLS, AND ABILITIES 3.1. Knowledge of the principles and practices of civil engineering and advanced mathematical applications to surveying and engineering computation Knowledge of the principles, techniques and practices of topographic or hydrographic surveying, land surveying and traffic management practices Knowledge of modern development, current literature and sources of information on civil engineering and public works design, construction, operations and maintenance Skill in the use of engineering instruments and equipment and ability to utilize related computer applications Ability to perform project planning functions, project management, and administer construction contracts Ability to apply computer applications and software Ability to develop and supervise major roadway, structural, water supply and sanitary sewerage projects and the work of assigned subordinates. ADMINISTRATIVE FUNCTIONS 4.1. Communicates and interacts effectively with project stakeholders, including City staff and the public by telephone, fax machine, and in person in order to assist in all aspects of project management Corresponds with the general public; explains projects to citizens Receives, drafts, prepares, completes, files, reviews, and/or submits records and documents including reports, surveys, plans, calculations, projections, easements, spreadsheets, charts, and general office correspondence. QUALIFICATIONS: EDUCATION / EPERIENCE Six (6) years engineering or construction management, contract administration or directly related experience with an understanding of Computer Automated Drafting (CAD) systems that includes supervision or supervisory training and project management experience or project management training, or Page 3 of 6

8 Projects Supervisor Bachelor s degree in civil engineering, construction management or related field with a basic understanding of the use of Computer Automated Drafting (CAD) systems and 3 years experience as described above; or LICENSURE / CERTIFICATIONS Valid Florida Driver's License. Projects Management Certification, such as PMP, is preferred Other highly desirable knowledge, skills, abilities, and credentials relevant to a position. An equivalent combination of education, experience, and professional licensure / certifications may be considered by the City. ADMINISTRATIVE SKILLS Computer Skills Input data into computer programs Use computer packages to prepare graphics/charts Use computerized spreadsheets to conduct analysis Communication Skills Answer telephones. Compose letters. Coordinate events. Coordinate meetings GENERAL OFFICE EQUIPMENT/MACHINERY OPERATIONS Personal computer Photocopier Motor vehicle operations Calculator Fax Microfiche or microfilm Balance figures Compile Statistics Maintain filing systems Maintain Logs Proofread documents Research information Develop office procedures Establish filing systems Graphic Presentations Computer peripheral equipment Smart phone WORKING CONDITIONS/ENVIRONMENT Contact with persons under a wide variety of circumstances. Occasionally subjected to irregular hours. Subject to varying and unpredictable situations. Subject to many interruptions. Occasional pressure due to multiple calls and inquiries. Local travel required. On call duty required, occasional after-hours response required The work environment/conditions characteristics described herein are representative of those an employee encounters while performing the essential functions of this job and are not an all-inclusive list. Page 4 of 6

9 WORKING ENVIRONMENT Projects Supervisor The work environment/conditions characteristics described herein are representative of those an employee encounters while performing the essential functions of this job and are not an all inclusive list. PHYSICAL DEMANDS: The following list is not exhaustive; it merely provides some of the physical duties of the position. REQUIRES FULL RANGE OF BODY MOTION INCLUDING: NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY Sit Stand Walk Bend Squat Crawl Climb height 20 ft. Reach above shoulder level Crouch Balance Kneel Verbal Communications Written Communications Hearing ordinary conversation Near & Far Acuityability to see clearly at 20 inches or less and 20 feet or more Peripheral Vision, Distinguish colors, and Depth Perception REQUIRES COORDINATION FOR REPETITIVE ACTION: NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY In simple grasping: Right Left In firm grasping: Right Left In fine manipulating: Right Left In operating foot controls Right Left JOB REQUIRES ABILITY TO LIFT AND CARRY AND PUSH AND PULL: NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY Up to 24 lbs. Over 24 lbs. Page 5 of 6

10 Projects Supervisor JOB LOCATION: City Hall, frequent local field investigations and meetings. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Employee s Signature Date Print Name Page 6 of 6

11 CITY OF TARPON SPRINGS JOB DESCRIPTION JOB TITLE: SITE PROJECT INSPECTOR DEPARTMENT: PROJECT ADMINISTRATION REPORTS TO: PROJECT ADMINISTRATION DIRECTOR DEPARTMENT HEAD: PROJECT ADMINISTRATION DIRECTOR FLSA STATUS: NON-EEMPT CIVIL SERVICE: YES ORIGINATION: MARCH 2017JANUARY 2019 GENERAL STATEMENT OF JOB Under limited supervision, performs professional work involving various construction and engineering projects; monitors, coordinates, inspects, provides permit assistance, evaluates, expedites, recommends change orders, expedites and/or approves payments, reviews and expedites shop drawings, plans, and technical specifications, and investigates complaints, and provides or recommends solutions to issues. Monitors all phases of projects for compliance with plans, specifications, various standards, and regulations for; sanitary, storm and water main installation, retention/detention ponds, new streets, curb, sidewalk and roadway improvments, and other assigned projects. Coordinates project activities with activities of other City departments, the public, and outside involved agencies. Coordinates with contractors to ensure the successful completion of projects. Frequently interacts with the public to communicate project objectives and progress. ESSENTIAL FUNCTIONS 1. ADMINISTRATIVE FUNCTIONS 1.1 Perform construction plan review. 1.2 Observe the maintenance of MOT and OSHA safety requirements. 1.3 Commercial/Residential NPDES inspections and reports. Construction coordination and oversight including project compliance with plans, specifications, permits, regulatory requirements, City requirements, and associated items. 1.4 Perform site inspections of all projects one to two times daily.construction projects on a daily basis. 1.5 Meet site foremen/contractors daily to discuss project activities Coordinate with project engineer, contractor(s), residents, business owners, Project Administration Department Director, City leadership, and other project stakeholders as needed Coordinate and attend Attend pre-construction and progress meetings for each projects as needed. 1.8 Log all inspections into the City computer/i-pad.keep an active and updated inspection log.

12 1.9 Review construction project pay applications, initiate corrective action with contractors if required, and recommend approval/denial to the Projects Supervisor and/or Project Adminstration Department Director Complete construction project close-out documentation including but not limited to overseeing contractor completion of City forms, submittal of all deliverables including as-built record drawings, and other related items Witness and log water main pressure tests Required to serve as post storm responder or after hour emergencies for division as assigned Assist the Project Administration Director with various administrative functions of the department as assigned. 2. OPERATIONAL FUNCTIONS 2.1 Frequently interacts with outside agency employees, contractors and the public to ensure the successful accomplishment of project objectives. 2.2 Investigates and defines problem areas, recommending solutions or couses of action in regards to site safety. 2.3 Monitors activities of various County and State agencies, City policies and ordinances. 2.4 Coordinates public relations with residents and businesses affected by various projects. 2.5 Performs all other related duties as required. Required: High school diploma or GED. EDUCATION Preferred: Associates Degree or Bachelor s Degree from an accredited college or university with a major in science/engineering/technology/construction managment, building construction, or a closelyrelated field. EPERIENCE Required Experience Level: Two (2) years of responsible experience in construction project administation and field inspection. Preferred Experience Level: Three (3) to five (5) years experience in a progressively responsible position in the area of private or public sector construction project administration and field inspection with demonstated experience in management and strong interpersonal and organizational skills. Civil, structural, utilities, or other engineering experience strongly preferred. Experience with governmental agency projects management and projects with grants funding preferred. LICENSURE Required: Must possess and maintain a valid Florida Driver s License. Page 2 of 4

13 Preferred licensure or certifications include: Water Distribution License, Wastewater Distribution System Operator Certification, Stormwater Operator Certification, OSHA Certification, and/or MOT Certification An equivalent combination of education, experience, and professional licensure/certification may be considered at the City s discretion. ADMINISTRATIVE SKILLS Computer Skills Input data into computer programs Compose letters Communication Skills Answer telephones Coordinate meetings GENERAL OFFICE EQUIPMENT/MACHINERY OPERATIONS City computer/i-padtablet/smart phone Photocopier Motor vehicle operations Calculator Fax Research information Maintain logs Develop office procedures WORKING CONDITIONS/ENVIRONMENT Contact with persons under a wide variety of circumstances. Subject to varying and unpredictable situations. Subject to many interruptions. Occasional pressure due to multiple calls and inquiries. Local travel required. The work environment/conditions characteristics described herein are representative of those an employee encounters while performing the essential functions of this job and are not an all inclusive list. PHYSICAL DEMANDS: The following list is not exhaustive; it merely provides some of the physical duties of the position. The following list is not exhaustive; it merely provides some of the physical duties of the position. Requires full range of body motion including: Sit Stand Walk Bend Squat Crawl Climb height 20 ft. Reach above shoulder level Crouch Balance Kneel Verbal Communications NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY Page 3 of 4

14 Written Communications Hearing ordinary conversation Near & Far Acuityability to see clearly at 20 inches or less and 20 feet or more Peripheral Vision, Distinguish colors, and Depth Perception Job Requires Coordination For Repetitive Action: In operating foot controls Right Left In simple and firm grasping: Right Left In fine manipulating: Right Left NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY Job Requires Ability to Lift, Push, Pull and/or Carry: Up to 10 lbs. Up to 24 lbs. Over 24 lbs. NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY JOB LOCATION: City Hall, frequent local field investigations and meetings. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Employee s Signature Date Print Name Page 4 of 4