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Home My WebLink About08- Facilities Management CITY OF SAN BERN' "'DINO - REQUEST V -1 COUNCIL - ACTION From: James W. Sharer Subject: Reorganization of Positions in Facilities Management Division: Dept: Facilities Management Date: August 18, 1994 Synopsis of Previous Council action: J.dIN., (), y Est 18, 1994 - The Council Personnel Committee recommended this item for approval. 4 lecommended motion: 1. That one (1) Facilities Maintenance Superintendent (Range 4421, $3,621 - $4,402 mon.) be eliminated. 2. That one (1) Project Coordinator (Range 4390, $3,101 - $3,770-mon. ) be established. 3. That the Personnel Department be directed to update Resolution No. 6413, Section Fourteen, to reflect this particular action. 1 Signature :ontact person: James W. Sharer Phone: 384-5244 upporting data attached: Yes Ward: UNDINO REQUIREMENTS: Amount: Net Savings of $7,366 annually Source: (ACCT. NO.) 001-321-52020 i (ACCT. DESCRIPTION) Administration Salaries Finance: ,uncil Notes: 8292 CITY OF SAN BERN. ZDINO - REQUEST F( I COUNCIL 'ACTION STAFF REPORT BACKGROUND Jim Sharer, Facilities Manager, has requested a reorganization of his division in order to reduce operating costs while maximizing the efficiency of the division. The current staffing of the division is 43. The division presently has a Facilities Maintenance Superintendent position reporting to the Facilities Manager. The position of Superintendent is now vacant. The position of Energy Management Coordinator was eliminated in 1992. However, the functions of this position need to be reestablished within the division. Jim Sharer recommends eliminating the Facilities Maintenance Superintendent position and creating a new position of Project Coordinator, which would include duties from both the Facilities Maintenance Superintendent and the Energy Management Coordinator. COST The Project Coordinator position is Range 4390, $3,101 - $3,770/month. The Facilities Maintenance Superintendent position is Range 4421, $3,621 - $4,402/month. The annual cost of the Facilities Maintenance Superintendent position, including variable benefits that rise with salary is: Step 1: $51,295 Step 5: $62,359 The annual cost of the Project Coordinator position, including variable benefits that rise with salary is: Step 1: $43,929 Step 5: $53,406 Through this reorganization, the City will save between $7,366 annually at Step 1 and $8,953 at Step 5. RECOMMENDATION It is recommended that the reorganization be implemented, in order to improve operations of the division. The reorganization will result in a cost savings to the City. Attachments: •June 25, 1994 memo from Jim Sharer, Facilities Manager •Proposed Revised Job Description •Current Organizational Chart °Proposed Organizational Chart 15-0264 C I T OF S A N D E R N A R r NO INTEROFFICE MEMORANDUM Facilities Management NO. 18 i41 TO: Personnel Committee FROM: James W. Sharer, Manager, Facilities Management SUBJECT: REORGANIZATION OF DIVISION DATE: July 25, 1994 COPIES: Fred Wilson, Assistant City Administrator Barbara Dillon, Director of Personnel The Facilities Management Division is looking at numerous ways of reducing the operating costs for our areas of responsibility. Some of the programs being implemented include privatization in the custodial and building maintenance area, and utility cost savings through energy management projects. To date, everything that has been considered has been done so as not to affect existing staffing levels. Currently, the division has 43 funded positions, of which 39 are filled. The idea of downsizing is always a difficult one, but every organization has had to face it in the 1990's. Facilities Management has faced this issue through attrition and by relinquishing control of the Street Lighting program. These efforts have brought the Division to its present staffing level of 43, down from 63 full time positions in 1989. The one negative of the downsizing that has not been approached is the fact that the division now has a Facility Manager and a Maintenance Superintendent for a division that is smaller now than it was ten years ago. The Maintenance Superintendent was established in 1989 when the division was at its largest size, then known as the Assistant Superintendent of Maintenance. This individual was responsible for all maintenance workers in the derision, then numbering 48 employees. There are now only 29 funded maintenance positions, supplemented by part time workers in the custodial section. In reviewing the divisions history for the past ten years, it was important to note that there had been an Energy Management Coordinator Up till 1992. This is a function that needs to be reestablished within the division. Since there is not funding to accommodate both positions, I contend that it would be in the City's best interest to eliminate the Facilities Management Superintendent position and create a new position of Project Coordinator that encompasses duties from both positions. The Project Coordins would perform all the duties( the former Energy Management Coordinator. In addition, the Project Coordinator would be responsible for all automation systems in the division. These include Maintenance Management, Energy Accounting, Citation Processing, and office automation. The Project Coordinator would be responsible for special projects as they materialize. Projects currently include the ADA Implementation Plan, CDBG Projects, and Energy Conservation retrofit Projects at City Hall (HVAC) and Feldheym Library (lighting). The Project Coordinator position has a pay range from $3,101 at step 1 to $3.770 at step 5. The Facilities Maintenance Superintendent pay range was $3,621 at step 1 to $4,402 at step 5. The City will realise a salary savings of up to $632 per month through this reorganization. Since this Position will audit all utility bills for the City, there is a potential for savings through billing errors also. In budget year 93/94, billing errors of over =80.000 were discovered and corrected. The Facilities Manager would*'assume direct supervision over the areas Previously under the Superintendent. The Project Coordinator would Provide supervision of the division in the absence of the Division Manager. Thank you for your review of this matter. Please contact me at Ext. 5244 if I can provide any additional information. JAMES W. SHARER, Manager, Facilities Management JWS:mal Vie: Corrsp. 1-B #3 i PROJECT COORDINATOR (U) (Facilities Management) JOB DESCRIPTION Under direction, coordinates the combined efforts of division personnel to complete various projects; performs statistical analyses and prepares reports; monitors the use of energy by the City and makes recommendations; performs annual facilities audit on all buildings maintained by the division; and performs related duties as required. • REPRESENTATIVE DUTIES ro"vdes courteous"aid expeditious customer service to tie gene a liv and Cit de artment ..v.. . Monitors and compiles information on the use of energy by the City; conducts audits of energy usage; analyzes data to determine peak energy use and methods of conserving energy; compiles results of energy conservation projects; audits city utility bills when in error and communicates with utility companies in the referral of paid bills. Monitors and maintains the division's maintenance management micro computer system; modifies the program as changes are deemed necessary; documents all changes and maintains system log; creates reports and modifies report parameters using report generator; trains staff on the use of maintenance management computer and acts as a resource when complications are encountered in the system. Acts as the division's Management Information Systems link; works with MIS staff in the implementation, augmentation, and upgrade of DEC system software, hardware and data communications. Responsible for annual facilities audit on all buildings maintained by the division; assists in the development of Capital Improvement Program (CIP) projects; manages and monitors CIP projects from conception to completion. Presents recommendations or information to individuals or groups in a persuasive manner; researches and develops a variety of alternatives. Io � .y adheres to and �aa�. tains ;a pos .tve attitude towards, ty .- d Dertment goal and performs related work as re fired...:" "` KINIMUM QUALIFICATIONS Graduation from college with a Bachelor's Degree in public or business administration or closely related field, and 1 year of responsible experience in a public agency. Possession of a valid Class "C" California Driver"s License is required. GENERAL QUALIFICATIONS Knowledge of: Organization of City governments; Modern principles and practices of public administration; Basic statistical and administrative research methods; Modern office procedures, including office automation. Supervisory and motivational techniques; Practices and procedures of energy conservation; Appropriate safety precautions and procedures; Accurate and complex record keeping. Ability to: ee n the normal visua3 range pit ar°W.�thP.. �cOxrect a? 02i.range� rih;aor . ►ithout> arrectr bit.normal ange af.b0... n; ransport materials: and suppl3.es Weigh" ng up .�►p.... nit s; Aerate a veb Ale 016'serV3n Sec a .w and xdefEns ve dr n4a �pract ces ark, a variety►= a ' envitonmen£a'�1ontions" ncltic Ina xpos�re xr� �aa't: co�t� �r bores; Provi -e lea�ersYiip�ancl secure"cooperation of members of a multi-discipline team; Prepare timetables and periodic control procedures for goal- oriented projects; Analyze a variety of administrative problems and make sound policy and procedural recommendations as to their solution; Supervise and coordinate a variety of functions; Work independently, planning own day-to-day activities while maintaining deadlines; Express ideas effectively, orally and in writing; Represent the City and convey its attitude and accomplishments concerning energy conservation; Collect, analyze and display complex statistical information; Establish and maintain effective relationships with those contacted in the course of work; Maintain the confidentiality of privileged information. ORGANIZATIONAL RELATIONSHIPS The Project Coordinator is a management position in the Facilities • Management Division. Supervision is received from the Facilities Manager. Supervision may be excercised over the Division in the absence of, or at the direction of, the Division Manager. APPROVED: DATE: Director of Personnel JD: 10103 Project Coordinator 8/1/94 ds kaa ftues Management zxisTING City Administrator Assistant City Administrator Facilities Management Division Manager Parking Enforcement Maintenance Administration .Maintenance Supt. Parking Control Building Maintenance Custodial Maintenance Administrative Support Vehicle Abatement Energy I HVAC City Hall Auditoring Puking Citation Special Processing Electrical Carousel Mail Projects Carpentry Remote Facilities Plumbing PROPOSED _ O ca _c 0 o 0 Q CL c O ._ C h c n V C Q O E O O L � �• 0 U. t6 h C y O M C �C .m.+ �C O o U. to _ � �. V U N LL CD U CD A m W U d Cf c 7 Q] c 0 Z E t E 'ws p U � U � W Y ° c a° > a