The URL can be used to link to this page

98-219co�n�;, F��e # 98 OR#G1NA� - �:.. Referred To Committee Date An Administrative Resolution to establish the rate of pay 2 RESOLUTION CITY OF SAINT PAUL, MINNESOTA Green Sheet # ��y !0 for the position of "Library Facilities Manage�". RESOLVED that the rate of pay for the position of "Library Facilities Manage�" class � be established at the rate set forth in Grade 25, Section ID4, Professional Employees Supervisory Standard Ranges of Compensation in the Salary Plan and Rates of Compensation, and be it FURTI�R RESOLVED, that this resolution shall take effect and be in force on the first pay period following passage and approval. Requested by Department of: BY �S ' i'Y��n Form Approved by City Attomey By J 3,,�� Certified by Council Secretaty Approved by Mayor: Approved by M or for bmission Council � By � Adopted by Council: Date �� `a, S� 98-2i9 DEPARTMENf/OFFICFJCOUNCII.: DATE INITIATED GREEN SHEET No.: 60114 � Human Resources 03/13/98 CONTACf PERSON & PHONE: ,�/ p L�7wLDATE 7�TT�UDATE ivTichael F. Foley(266-6484) �"'a ,�ICx 1 DEPAR"CMENT D s_ crrr covivcn. Mark Robertson (266-6471)'� Nun�Ee CI7Y ATTO 6_ crrY ci.e�uc FOR BUIX'ET DIR. FIN..� MGT. SERVICE DIR MUSI BE ON COUNCII, AGENDA BY (DAT� ROUTAG MAYOR (OR AS .) CIVD. SERVICE COA�A9SSION ORDER March �S l998� TOTAL tt OF SIGNATURE PAGES (CL[P ALL LOCATIONS FOR SIGNATORE) acrsoN x�uFSren: Approve the attached resolution establishing the rate of pay for the class "Library Facilities Manage�". RECOMMENDAT70NS: Approve (A) or Reject (R) PERSONAI. SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUE5CIONS: PLANNINGCOMMISSION CIVILSERVICE COMMISSION 1. Hasthisperson/firmeverworkedunderacantractforthisdepartment? CIB COMMITTEE Yw No „ STAFF ` 2- Has ihis person/fum ever been a city employee? e DISTRICTCAURT Yes No SUPPORI'S WHICH CALJNCIL OBIECTNE? 3. Does this peaon/fum Qossest a skill mt nomial]y Qossessed by any cuirrnt city employee? Yes No Explain all yes aru�rers on separrte sheet and atfach to green sheet INTTIATING PROBLEM, ISSUE, OPPORTUNITY (WAo, What, WheM �ere, why): The Library's Building Maintenance Supervisor is retiring. An assessment of his current duties and current and anticipated aeeds led the Library to seek replacemen[ of this position with one more qualified to manage building projects, draft building and equipment specifications, prepaze disaster recovery plans, and maintain the Library's infrasiructure to meet the changing needs of the community. pDV,w'rpcES IF APrROVEn: 1'he Library will be able to select from a pool of candidates who have appropriate qual�ca[ions for dealing with the increasingly complex se[ of issues in faciliry management facing the library system. Adding needed skills ro the Library's own staff will reduce the need to seek these skills and services from outside consultants. ntsnnv,v�rrnces tF wrrROVen: There are no known disadvantages except an increase in salary costs which will be offset by the improved ability to manage facilities and projecu. Increase in 1998 salary costs can be covered within the existing Library budget. u�snDVnlv'CncES n' xoT nPPROVED: The Library will not be able to manage its facilities as effectively and will incur greater costs in contracting for services and skills not available within iu own staff. TOTAL AMOUNT OF TRnNSACl'ION: $ COSTlREVENllE BI7DGETED: Yes. FUNDING SOURCE: GCt1CI31 FU[ld ACTIVITY NUMBER: 03404 FINANC7AL INFORMATION: (EXPLAII� TIIf Llbiazy 1998 budget includes the FTE for this position and the Library accepts responsibility to cover the increased satary cost within its budget. There will be no incxease in FTE as a result of this action. �:�u:r �s �r�8?�'�� Q�f��." F:\USERSTEAM3\CLASSI}V.IBPLANTGR5EN � ^ 98-2/9 SUMMARY OF CLASSIFICATION STUDY REPORT CLASS STUDIED: Library Facilities Manager INCUMBENT: Vacant - Proposed New Title PERSONS CONTACTED: Fran Galt (I,ibrary) Linda Wilcox (Library) Carole Williams (Library) :, • �_ � The person who is performing some of these functions is retiring. The Library believes that it has moved into a new environment where a degreed, professional position is required to deal with issues such as safety, diversity, ADA, design, more systematically scheduled and costed maintenance programs, and facilities that will provide computer access and support for patrons. � � �� Interview management officials Comparison to class specifications Comparison to other positions QES evaluation and analysis Comoarison to Class Specifications This position was compared to the classification specifications for Building Maintenance Supervisor - Library, Building Superintendent, Custodian Engineer III - Library, Building Maintenance Supervisor - Library, Building maintenar�ce Supervisor - Parks and Recreation, and Parks and Recreation Manager. These class specs did not describe the responsibilities envisioned by the Library for this position. Some clearly addressed single facilities while others did not address public use as a main concem. The Parks positions were clearly oriented to Park and Recreation facilities. � �, � � � 'i � The duties envisioned for this position were compared to the studies of positions assigned to the titles listed above. Again, the comparison indicated that none of the positions were �8-Z i 9 actually performing work that fully addressed the concems of the Library. architects or engineers nor do the studies deal with long range facility planning nor with issues coming from increased use of electronic based information systems available to customers. The positions assigned to this class do not perform the responsibilities envisioned for the position in question. O. E. S. Evaluation and Analysis The QES analysis supports allocation to grade 25 in SPSO. .. � � ^i.. �� It is recommended that the new title of "Library Facilities Manager" be created, be compensated as described above, and the position be allocated to this title. STUDIED BY: Michael F. Foley DATE STUDIED: March 11, 1998 OF HUMyYN $ES�?UR,�ES MANAGEMENT: �� (Signature) (Date) CODE: 299A ��Z�/ BU: 09 EFFECTIVE: PROPOSED TZTLE OF CLASS: LIBRARY FACILITIES MANAGER DESGRZPTION OF WORK General Statement of Duties Performs responsible managerial work planning and directing the maintenance, operation, construction, and improvement of the physical plant of the Saint Paul Library system, including buildings, grounds, other facilities, and vehicles; and performs related duties as required. Suoervision Received: Receives general and broad policy direction from the Technical and Support Services Manager of the Library. Suoervision Exercised: Provides technical and administrative management and sugervision directly and through subordinate supervisors over a11 staff assigned to £acility maintenance, custodial duties, and drivers for the Library system. TYPICAL DUTIES PERFORMED The listed examples may not include all the duties performed by all positions in this class. Plans, schedules and directs the maintenance, construction, improvement, operation, and cleaning of Library buildings and facilities. Evaluates and takes action to impi'ove these programs. Plans, schedules and directs the operation, maintenance, repair, and improvement of building mechanical systems including heating, cooling and ventilation systems, plumbing, elevators, and electrical systems. Manages assigned staf£, developing policies, setting standards, and providing guidance to subordinate supervisors. Reviews facility usage, usage forecasts, and other sources of information to develop proposals for constzuction, modification, and maintenance and operations to maximize service for existing, forecast, and potential uses. Develops alternative designs and proposals, and cost estimates. Reviews proposed construction, maintenance, and operations plans with the senior Library staff for coordination. Initiates, develops, schedules and approves major repair and renovation projects that are in the Library plan, CIB, or budget. Oversees the development and administration of facility related contracts ensuring compliance with legal and contractual requirements, and (continued on reverse side) LIBRARY FACILITIES MANAGER 9�-Z�y Page 2 PROPOSED TITLE OF CLASS: LIBRARY FACILI2ZES MANAGER authorizes payment. Inspects and oversees the inspection of buildings and facilities to determine the need for repairs and to evaluate the quality of workmanship of staff and contract employees. Develops and oversees the execution of a comprehensive safety program. Enforces employees safety zegulations and housekeeping rules. Reviews facility design and policies to ensure compliance with ADA and other laws. Develops, justifies, and oversees administration of the budgets associated with these functions. M>intains or oversees the maintenance of appropriate records to ensure effective management. Submits applications for grants as appropriate and manitors use of such money. Represents the Library at a variety of public meetings such as district councils, and City Council. KNOw'LEDGE, SKILLS, ABILITIES AND COMPETENCIES Knowledge of the principles and theories of structural, mechanical, or architecturai engineering. Knokledge of the methods, techniques, and procedures of structural design znd building construction. Knowledge of federal, state and local laws impacting upon the maintenance of buiidings and equipment. Knowledge of the general principles of building and facility maintenance including grounds maintenance and support for computer systems. Knowledge of the principles of costing out alternative building maintenance, modification, and construction proposals. Knowledge of supervisory and management techniques. Knowledge of compuLers. Ability to plan, coordinate, and supervise the work of others. Ability to establish and maintain productive relationships with elected officials, managers, staff, public groups, and the general public. LIBRP.RY FACILITIES MANAGER 9�-Z�y PROPOSED TITLE OF CLASS: LIBRP.RY FACILITIES MANAGER Page 2 authorizes payment. Inspects and oversees the inspection of buildings and £acilities to determine the need for repairs and to evaluate the quality of worl�anship of staf£ and contract employees. Develops and oversees the execution o£ a comprehensive safety program. Enforces employees safety regulations and housekeeping rules. Reviews facility design and policies to ensure compliance with ADA and other laws. Develops, justifies, and oversees administration of the budgets associated with these f�nctions. Msintains or oversees the maintenance of appropriate records to ensure effective management. Submits applications for grants as appropriate and sonitors use of such money. Represents the Library at a variety of public meetings such as district councils, and Citv Council. KtvOli:.EDGE, SKILLS, ABILITIES AND COMPETENCIES Kr,o,:ledge of the principles and theories of structural, mechanical, or architectural engineering. Kno;;iedge of the methods, techniques, and procedures of structurai design and building construction. Knowledge of federal, state and local laws impacting upon the maintenance of buildings and equipment. Knowledge of the general principles of building and facility maintenance including grounds maintenance and support for computer systems. Knowledge of the principles of costing out alternative building maintenance, modification, and construction proposals. Knoc:ledge of supervisory and management techniques. Knowledge of computers. Ability to plan, coordinate, and supervise the work of others. Ability to establish and maintain productive relationships with elected officials, managers, staff, public groups, and the general public. LIBRARY FACILITIES MANAGER \__J � � Page 3 98 Z/9 PROPOSED TITLE OF CLASS: LI&RARY FACILITIES MANAGER Ability to set objectives and priorities, and to plan, organize, and implement projects and programs, and to readjust priorities as conditions change. Ability to develop, defend, and execute a budget for all assigned areas. Ability to evaluate or oversee the evaluation of the capabilities o£ equipment. Ability to interpret construction drawings and specifications. Ability to communicate effectively both orally and in writing with a wide variety of >udiences, personally and in small groups. Acceptance of the principle of actively promoting service to a population with diverse needs. MZNIMUM QUALIFICATIONS Bachelor's degree in architecture, landscape architecture, construction management, structural engineering, mechanical engineering, business administration, or a closely related field; must have six years of experience in construction, building maintenance, plant management, or building/facility design; this must include at least one year as a involved with building/facility maintenance/safety issues, and one year dealing with construction contractors. LIBRP.RY FACILISIES MANAGER 9�-z/ q Salary Information Regarding Library Facilities Manager This is a new position that will replace the position of Building Maintenance Supervisor - Libraries. Title Present Rate of Pay Present Rate of Pay Bi-Week Annua Building Maintenance Supervisor - Libraries $ 2017.14 $ 52,64735 Library Facilities Manager $ 2105.68 $ 54,95825 Difference $ 88.54 $ 2,310.90 9�-2� 9 � CITY OF SAINT PAUL Norm Co[eman, Mayor March 11, 1998 Saint Paul Supervisors Organization Attn: Mr. James O'Leary, President PED 1300 City Hail Annex Saint Paul, MN 55102 OFFICE OF HUMAN RESOURCES John Hamrlton, Director 400 Gry Ha1f Anner ?5 West FouRh Street Saint Pau1, Minnesota SSIO2-163I RE: Twenty Day Notice - Library Facilities Manager Tekphone: 612-266-65Q� 7DDl17Y.� 612-266-650I Jnbfine: 67?-266-6502 Fatsimile: 612-29?J656 � cco 3—: D -C3r � Z �n �''Sm � v�i �� 'r a . 3„ "'0 �D� W mr= �� It has been determined that the title and class specification of Library Facilitf� Manager should be created. I have attached a copy of the class specification for your review. Please notify me within twenty days of receipt of this memo, if you wish to discuss this action. If I do not hear from you within that timeframe, I will assume agreement and will proceed with the process. I wi11 also be processing a resolution to establish the rate of pay for the titte of Library Facilities Manager in Grade 25, Section LD4, of the Supervisory Standard Ranges in the Salary Plan and Rates of Compensation. Thank you. i �� Michaei Foley I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. i�/� Date co�n�;, F��e # 98 OR#G1NA� - �:.. Referred To Committee Date An Administrative Resolution to establish the rate of pay 2 RESOLUTION CITY OF SAINT PAUL, MINNESOTA Green Sheet # ��y !0 for the position of "Library Facilities Manage�". RESOLVED that the rate of pay for the position of "Library Facilities Manage�" class � be established at the rate set forth in Grade 25, Section ID4, Professional Employees Supervisory Standard Ranges of Compensation in the Salary Plan and Rates of Compensation, and be it FURTI�R RESOLVED, that this resolution shall take effect and be in force on the first pay period following passage and approval. Requested by Department of: BY �S ' i'Y��n Form Approved by City Attomey By J 3,,�� Certified by Council Secretaty Approved by Mayor: Approved by M or for bmission Council � By � Adopted by Council: Date �� `a, S� 98-2i9 DEPARTMENf/OFFICFJCOUNCII.: DATE INITIATED GREEN SHEET No.: 60114 � Human Resources 03/13/98 CONTACf PERSON & PHONE: ,�/ p L�7wLDATE 7�TT�UDATE ivTichael F. Foley(266-6484) �"'a ,�ICx 1 DEPAR"CMENT D s_ crrr covivcn. Mark Robertson (266-6471)'� Nun�Ee CI7Y ATTO 6_ crrY ci.e�uc FOR BUIX'ET DIR. FIN..� MGT. SERVICE DIR MUSI BE ON COUNCII, AGENDA BY (DAT� ROUTAG MAYOR (OR AS .) CIVD. SERVICE COA�A9SSION ORDER March �S l998� TOTAL tt OF SIGNATURE PAGES (CL[P ALL LOCATIONS FOR SIGNATORE) acrsoN x�uFSren: Approve the attached resolution establishing the rate of pay for the class "Library Facilities Manage�". RECOMMENDAT70NS: Approve (A) or Reject (R) PERSONAI. SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUE5CIONS: PLANNINGCOMMISSION CIVILSERVICE COMMISSION 1. Hasthisperson/firmeverworkedunderacantractforthisdepartment? CIB COMMITTEE Yw No „ STAFF ` 2- Has ihis person/fum ever been a city employee? e DISTRICTCAURT Yes No SUPPORI'S WHICH CALJNCIL OBIECTNE? 3. Does this peaon/fum Qossest a skill mt nomial]y Qossessed by any cuirrnt city employee? Yes No Explain all yes aru�rers on separrte sheet and atfach to green sheet INTTIATING PROBLEM, ISSUE, OPPORTUNITY (WAo, What, WheM �ere, why): The Library's Building Maintenance Supervisor is retiring. An assessment of his current duties and current and anticipated aeeds led the Library to seek replacemen[ of this position with one more qualified to manage building projects, draft building and equipment specifications, prepaze disaster recovery plans, and maintain the Library's infrasiructure to meet the changing needs of the community. pDV,w'rpcES IF APrROVEn: 1'he Library will be able to select from a pool of candidates who have appropriate qual�ca[ions for dealing with the increasingly complex se[ of issues in faciliry management facing the library system. Adding needed skills ro the Library's own staff will reduce the need to seek these skills and services from outside consultants. ntsnnv,v�rrnces tF wrrROVen: There are no known disadvantages except an increase in salary costs which will be offset by the improved ability to manage facilities and projecu. Increase in 1998 salary costs can be covered within the existing Library budget. u�snDVnlv'CncES n' xoT nPPROVED: The Library will not be able to manage its facilities as effectively and will incur greater costs in contracting for services and skills not available within iu own staff. TOTAL AMOUNT OF TRnNSACl'ION: $ COSTlREVENllE BI7DGETED: Yes. FUNDING SOURCE: GCt1CI31 FU[ld ACTIVITY NUMBER: 03404 FINANC7AL INFORMATION: (EXPLAII� TIIf Llbiazy 1998 budget includes the FTE for this position and the Library accepts responsibility to cover the increased satary cost within its budget. There will be no incxease in FTE as a result of this action. �:�u:r �s �r�8?�'�� Q�f��." F:\USERSTEAM3\CLASSI}V.IBPLANTGR5EN � ^ 98-2/9 SUMMARY OF CLASSIFICATION STUDY REPORT CLASS STUDIED: Library Facilities Manager INCUMBENT: Vacant - Proposed New Title PERSONS CONTACTED: Fran Galt (I,ibrary) Linda Wilcox (Library) Carole Williams (Library) :, • �_ � The person who is performing some of these functions is retiring. The Library believes that it has moved into a new environment where a degreed, professional position is required to deal with issues such as safety, diversity, ADA, design, more systematically scheduled and costed maintenance programs, and facilities that will provide computer access and support for patrons. � � �� Interview management officials Comparison to class specifications Comparison to other positions QES evaluation and analysis Comoarison to Class Specifications This position was compared to the classification specifications for Building Maintenance Supervisor - Library, Building Superintendent, Custodian Engineer III - Library, Building Maintenance Supervisor - Library, Building maintenar�ce Supervisor - Parks and Recreation, and Parks and Recreation Manager. These class specs did not describe the responsibilities envisioned by the Library for this position. Some clearly addressed single facilities while others did not address public use as a main concem. The Parks positions were clearly oriented to Park and Recreation facilities. � �, � � � 'i � The duties envisioned for this position were compared to the studies of positions assigned to the titles listed above. Again, the comparison indicated that none of the positions were �8-Z i 9 actually performing work that fully addressed the concems of the Library. architects or engineers nor do the studies deal with long range facility planning nor with issues coming from increased use of electronic based information systems available to customers. The positions assigned to this class do not perform the responsibilities envisioned for the position in question. O. E. S. Evaluation and Analysis The QES analysis supports allocation to grade 25 in SPSO. .. � � ^i.. �� It is recommended that the new title of "Library Facilities Manager" be created, be compensated as described above, and the position be allocated to this title. STUDIED BY: Michael F. Foley DATE STUDIED: March 11, 1998 OF HUMyYN $ES�?UR,�ES MANAGEMENT: �� (Signature) (Date) CODE: 299A ��Z�/ BU: 09 EFFECTIVE: PROPOSED TZTLE OF CLASS: LIBRARY FACILITIES MANAGER DESGRZPTION OF WORK General Statement of Duties Performs responsible managerial work planning and directing the maintenance, operation, construction, and improvement of the physical plant of the Saint Paul Library system, including buildings, grounds, other facilities, and vehicles; and performs related duties as required. Suoervision Received: Receives general and broad policy direction from the Technical and Support Services Manager of the Library. Suoervision Exercised: Provides technical and administrative management and sugervision directly and through subordinate supervisors over a11 staff assigned to £acility maintenance, custodial duties, and drivers for the Library system. TYPICAL DUTIES PERFORMED The listed examples may not include all the duties performed by all positions in this class. Plans, schedules and directs the maintenance, construction, improvement, operation, and cleaning of Library buildings and facilities. Evaluates and takes action to impi'ove these programs. Plans, schedules and directs the operation, maintenance, repair, and improvement of building mechanical systems including heating, cooling and ventilation systems, plumbing, elevators, and electrical systems. Manages assigned staf£, developing policies, setting standards, and providing guidance to subordinate supervisors. Reviews facility usage, usage forecasts, and other sources of information to develop proposals for constzuction, modification, and maintenance and operations to maximize service for existing, forecast, and potential uses. Develops alternative designs and proposals, and cost estimates. Reviews proposed construction, maintenance, and operations plans with the senior Library staff for coordination. Initiates, develops, schedules and approves major repair and renovation projects that are in the Library plan, CIB, or budget. Oversees the development and administration of facility related contracts ensuring compliance with legal and contractual requirements, and (continued on reverse side) LIBRARY FACILITIES MANAGER 9�-Z�y Page 2 PROPOSED TITLE OF CLASS: LIBRARY FACILI2ZES MANAGER authorizes payment. Inspects and oversees the inspection of buildings and facilities to determine the need for repairs and to evaluate the quality of workmanship of staff and contract employees. Develops and oversees the execution of a comprehensive safety program. Enforces employees safety zegulations and housekeeping rules. Reviews facility design and policies to ensure compliance with ADA and other laws. Develops, justifies, and oversees administration of the budgets associated with these functions. M>intains or oversees the maintenance of appropriate records to ensure effective management. Submits applications for grants as appropriate and manitors use of such money. Represents the Library at a variety of public meetings such as district councils, and City Council. KNOw'LEDGE, SKILLS, ABILITIES AND COMPETENCIES Knowledge of the principles and theories of structural, mechanical, or architecturai engineering. Knokledge of the methods, techniques, and procedures of structural design znd building construction. Knowledge of federal, state and local laws impacting upon the maintenance of buiidings and equipment. Knowledge of the general principles of building and facility maintenance including grounds maintenance and support for computer systems. Knowledge of the principles of costing out alternative building maintenance, modification, and construction proposals. Knowledge of supervisory and management techniques. Knowledge of compuLers. Ability to plan, coordinate, and supervise the work of others. Ability to establish and maintain productive relationships with elected officials, managers, staff, public groups, and the general public. LIBRP.RY FACILITIES MANAGER 9�-Z�y PROPOSED TITLE OF CLASS: LIBRP.RY FACILITIES MANAGER Page 2 authorizes payment. Inspects and oversees the inspection of buildings and £acilities to determine the need for repairs and to evaluate the quality of worl�anship of staf£ and contract employees. Develops and oversees the execution o£ a comprehensive safety program. Enforces employees safety regulations and housekeeping rules. Reviews facility design and policies to ensure compliance with ADA and other laws. Develops, justifies, and oversees administration of the budgets associated with these f�nctions. Msintains or oversees the maintenance of appropriate records to ensure effective management. Submits applications for grants as appropriate and sonitors use of such money. Represents the Library at a variety of public meetings such as district councils, and Citv Council. KtvOli:.EDGE, SKILLS, ABILITIES AND COMPETENCIES Kr,o,:ledge of the principles and theories of structural, mechanical, or architectural engineering. Kno;;iedge of the methods, techniques, and procedures of structurai design and building construction. Knowledge of federal, state and local laws impacting upon the maintenance of buildings and equipment. Knowledge of the general principles of building and facility maintenance including grounds maintenance and support for computer systems. Knowledge of the principles of costing out alternative building maintenance, modification, and construction proposals. Knoc:ledge of supervisory and management techniques. Knowledge of computers. Ability to plan, coordinate, and supervise the work of others. Ability to establish and maintain productive relationships with elected officials, managers, staff, public groups, and the general public. LIBRARY FACILITIES MANAGER \__J � � Page 3 98 Z/9 PROPOSED TITLE OF CLASS: LI&RARY FACILITIES MANAGER Ability to set objectives and priorities, and to plan, organize, and implement projects and programs, and to readjust priorities as conditions change. Ability to develop, defend, and execute a budget for all assigned areas. Ability to evaluate or oversee the evaluation of the capabilities o£ equipment. Ability to interpret construction drawings and specifications. Ability to communicate effectively both orally and in writing with a wide variety of >udiences, personally and in small groups. Acceptance of the principle of actively promoting service to a population with diverse needs. MZNIMUM QUALIFICATIONS Bachelor's degree in architecture, landscape architecture, construction management, structural engineering, mechanical engineering, business administration, or a closely related field; must have six years of experience in construction, building maintenance, plant management, or building/facility design; this must include at least one year as a involved with building/facility maintenance/safety issues, and one year dealing with construction contractors. LIBRP.RY FACILISIES MANAGER 9�-z/ q Salary Information Regarding Library Facilities Manager This is a new position that will replace the position of Building Maintenance Supervisor - Libraries. Title Present Rate of Pay Present Rate of Pay Bi-Week Annua Building Maintenance Supervisor - Libraries $ 2017.14 $ 52,64735 Library Facilities Manager $ 2105.68 $ 54,95825 Difference $ 88.54 $ 2,310.90 9�-2� 9 � CITY OF SAINT PAUL Norm Co[eman, Mayor March 11, 1998 Saint Paul Supervisors Organization Attn: Mr. James O'Leary, President PED 1300 City Hail Annex Saint Paul, MN 55102 OFFICE OF HUMAN RESOURCES John Hamrlton, Director 400 Gry Ha1f Anner ?5 West FouRh Street Saint Pau1, Minnesota SSIO2-163I RE: Twenty Day Notice - Library Facilities Manager Tekphone: 612-266-65Q� 7DDl17Y.� 612-266-650I Jnbfine: 67?-266-6502 Fatsimile: 612-29?J656 � cco 3—: D -C3r � Z �n �''Sm � v�i �� 'r a . 3„ "'0 �D� W mr= �� It has been determined that the title and class specification of Library Facilitf� Manager should be created. I have attached a copy of the class specification for your review. Please notify me within twenty days of receipt of this memo, if you wish to discuss this action. If I do not hear from you within that timeframe, I will assume agreement and will proceed with the process. I wi11 also be processing a resolution to establish the rate of pay for the titte of Library Facilities Manager in Grade 25, Section LD4, of the Supervisory Standard Ranges in the Salary Plan and Rates of Compensation. Thank you. i �� Michaei Foley I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. i�/� Date co�n�;, F��e # 98 OR#G1NA� - �:.. Referred To Committee Date An Administrative Resolution to establish the rate of pay 2 RESOLUTION CITY OF SAINT PAUL, MINNESOTA Green Sheet # ��y !0 for the position of "Library Facilities Manage�". RESOLVED that the rate of pay for the position of "Library Facilities Manage�" class � be established at the rate set forth in Grade 25, Section ID4, Professional Employees Supervisory Standard Ranges of Compensation in the Salary Plan and Rates of Compensation, and be it FURTI�R RESOLVED, that this resolution shall take effect and be in force on the first pay period following passage and approval. Requested by Department of: BY �S ' i'Y��n Form Approved by City Attomey By J 3,,�� Certified by Council Secretaty Approved by Mayor: Approved by M or for bmission Council � By � Adopted by Council: Date �� `a, S� 98-2i9 DEPARTMENf/OFFICFJCOUNCII.: DATE INITIATED GREEN SHEET No.: 60114 � Human Resources 03/13/98 CONTACf PERSON & PHONE: ,�/ p L�7wLDATE 7�TT�UDATE ivTichael F. Foley(266-6484) �"'a ,�ICx 1 DEPAR"CMENT D s_ crrr covivcn. Mark Robertson (266-6471)'� Nun�Ee CI7Y ATTO 6_ crrY ci.e�uc FOR BUIX'ET DIR. FIN..� MGT. SERVICE DIR MUSI BE ON COUNCII, AGENDA BY (DAT� ROUTAG MAYOR (OR AS .) CIVD. SERVICE COA�A9SSION ORDER March �S l998� TOTAL tt OF SIGNATURE PAGES (CL[P ALL LOCATIONS FOR SIGNATORE) acrsoN x�uFSren: Approve the attached resolution establishing the rate of pay for the class "Library Facilities Manage�". RECOMMENDAT70NS: Approve (A) or Reject (R) PERSONAI. SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUE5CIONS: PLANNINGCOMMISSION CIVILSERVICE COMMISSION 1. Hasthisperson/firmeverworkedunderacantractforthisdepartment? CIB COMMITTEE Yw No „ STAFF ` 2- Has ihis person/fum ever been a city employee? e DISTRICTCAURT Yes No SUPPORI'S WHICH CALJNCIL OBIECTNE? 3. Does this peaon/fum Qossest a skill mt nomial]y Qossessed by any cuirrnt city employee? Yes No Explain all yes aru�rers on separrte sheet and atfach to green sheet INTTIATING PROBLEM, ISSUE, OPPORTUNITY (WAo, What, WheM �ere, why): The Library's Building Maintenance Supervisor is retiring. An assessment of his current duties and current and anticipated aeeds led the Library to seek replacemen[ of this position with one more qualified to manage building projects, draft building and equipment specifications, prepaze disaster recovery plans, and maintain the Library's infrasiructure to meet the changing needs of the community. pDV,w'rpcES IF APrROVEn: 1'he Library will be able to select from a pool of candidates who have appropriate qual�ca[ions for dealing with the increasingly complex se[ of issues in faciliry management facing the library system. Adding needed skills ro the Library's own staff will reduce the need to seek these skills and services from outside consultants. ntsnnv,v�rrnces tF wrrROVen: There are no known disadvantages except an increase in salary costs which will be offset by the improved ability to manage facilities and projecu. Increase in 1998 salary costs can be covered within the existing Library budget. u�snDVnlv'CncES n' xoT nPPROVED: The Library will not be able to manage its facilities as effectively and will incur greater costs in contracting for services and skills not available within iu own staff. TOTAL AMOUNT OF TRnNSACl'ION: $ COSTlREVENllE BI7DGETED: Yes. FUNDING SOURCE: GCt1CI31 FU[ld ACTIVITY NUMBER: 03404 FINANC7AL INFORMATION: (EXPLAII� TIIf Llbiazy 1998 budget includes the FTE for this position and the Library accepts responsibility to cover the increased satary cost within its budget. There will be no incxease in FTE as a result of this action. �:�u:r �s �r�8?�'�� Q�f��." F:\USERSTEAM3\CLASSI}V.IBPLANTGR5EN � ^ 98-2/9 SUMMARY OF CLASSIFICATION STUDY REPORT CLASS STUDIED: Library Facilities Manager INCUMBENT: Vacant - Proposed New Title PERSONS CONTACTED: Fran Galt (I,ibrary) Linda Wilcox (Library) Carole Williams (Library) :, • �_ � The person who is performing some of these functions is retiring. The Library believes that it has moved into a new environment where a degreed, professional position is required to deal with issues such as safety, diversity, ADA, design, more systematically scheduled and costed maintenance programs, and facilities that will provide computer access and support for patrons. � � �� Interview management officials Comparison to class specifications Comparison to other positions QES evaluation and analysis Comoarison to Class Specifications This position was compared to the classification specifications for Building Maintenance Supervisor - Library, Building Superintendent, Custodian Engineer III - Library, Building Maintenance Supervisor - Library, Building maintenar�ce Supervisor - Parks and Recreation, and Parks and Recreation Manager. These class specs did not describe the responsibilities envisioned by the Library for this position. Some clearly addressed single facilities while others did not address public use as a main concem. The Parks positions were clearly oriented to Park and Recreation facilities. � �, � � � 'i � The duties envisioned for this position were compared to the studies of positions assigned to the titles listed above. Again, the comparison indicated that none of the positions were �8-Z i 9 actually performing work that fully addressed the concems of the Library. architects or engineers nor do the studies deal with long range facility planning nor with issues coming from increased use of electronic based information systems available to customers. The positions assigned to this class do not perform the responsibilities envisioned for the position in question. O. E. S. Evaluation and Analysis The QES analysis supports allocation to grade 25 in SPSO. .. � � ^i.. �� It is recommended that the new title of "Library Facilities Manager" be created, be compensated as described above, and the position be allocated to this title. STUDIED BY: Michael F. Foley DATE STUDIED: March 11, 1998 OF HUMyYN $ES�?UR,�ES MANAGEMENT: �� (Signature) (Date) CODE: 299A ��Z�/ BU: 09 EFFECTIVE: PROPOSED TZTLE OF CLASS: LIBRARY FACILITIES MANAGER DESGRZPTION OF WORK General Statement of Duties Performs responsible managerial work planning and directing the maintenance, operation, construction, and improvement of the physical plant of the Saint Paul Library system, including buildings, grounds, other facilities, and vehicles; and performs related duties as required. Suoervision Received: Receives general and broad policy direction from the Technical and Support Services Manager of the Library. Suoervision Exercised: Provides technical and administrative management and sugervision directly and through subordinate supervisors over a11 staff assigned to £acility maintenance, custodial duties, and drivers for the Library system. TYPICAL DUTIES PERFORMED The listed examples may not include all the duties performed by all positions in this class. Plans, schedules and directs the maintenance, construction, improvement, operation, and cleaning of Library buildings and facilities. Evaluates and takes action to impi'ove these programs. Plans, schedules and directs the operation, maintenance, repair, and improvement of building mechanical systems including heating, cooling and ventilation systems, plumbing, elevators, and electrical systems. Manages assigned staf£, developing policies, setting standards, and providing guidance to subordinate supervisors. Reviews facility usage, usage forecasts, and other sources of information to develop proposals for constzuction, modification, and maintenance and operations to maximize service for existing, forecast, and potential uses. Develops alternative designs and proposals, and cost estimates. Reviews proposed construction, maintenance, and operations plans with the senior Library staff for coordination. Initiates, develops, schedules and approves major repair and renovation projects that are in the Library plan, CIB, or budget. Oversees the development and administration of facility related contracts ensuring compliance with legal and contractual requirements, and (continued on reverse side) LIBRARY FACILITIES MANAGER 9�-Z�y Page 2 PROPOSED TITLE OF CLASS: LIBRARY FACILI2ZES MANAGER authorizes payment. Inspects and oversees the inspection of buildings and facilities to determine the need for repairs and to evaluate the quality of workmanship of staff and contract employees. Develops and oversees the execution of a comprehensive safety program. Enforces employees safety zegulations and housekeeping rules. Reviews facility design and policies to ensure compliance with ADA and other laws. Develops, justifies, and oversees administration of the budgets associated with these functions. M>intains or oversees the maintenance of appropriate records to ensure effective management. Submits applications for grants as appropriate and manitors use of such money. Represents the Library at a variety of public meetings such as district councils, and City Council. KNOw'LEDGE, SKILLS, ABILITIES AND COMPETENCIES Knowledge of the principles and theories of structural, mechanical, or architecturai engineering. Knokledge of the methods, techniques, and procedures of structural design znd building construction. Knowledge of federal, state and local laws impacting upon the maintenance of buiidings and equipment. Knowledge of the general principles of building and facility maintenance including grounds maintenance and support for computer systems. Knowledge of the principles of costing out alternative building maintenance, modification, and construction proposals. Knowledge of supervisory and management techniques. Knowledge of compuLers. Ability to plan, coordinate, and supervise the work of others. Ability to establish and maintain productive relationships with elected officials, managers, staff, public groups, and the general public. LIBRP.RY FACILITIES MANAGER 9�-Z�y PROPOSED TITLE OF CLASS: LIBRP.RY FACILITIES MANAGER Page 2 authorizes payment. Inspects and oversees the inspection of buildings and £acilities to determine the need for repairs and to evaluate the quality of worl�anship of staf£ and contract employees. Develops and oversees the execution o£ a comprehensive safety program. Enforces employees safety regulations and housekeeping rules. Reviews facility design and policies to ensure compliance with ADA and other laws. Develops, justifies, and oversees administration of the budgets associated with these f�nctions. Msintains or oversees the maintenance of appropriate records to ensure effective management. Submits applications for grants as appropriate and sonitors use of such money. Represents the Library at a variety of public meetings such as district councils, and Citv Council. KtvOli:.EDGE, SKILLS, ABILITIES AND COMPETENCIES Kr,o,:ledge of the principles and theories of structural, mechanical, or architectural engineering. Kno;;iedge of the methods, techniques, and procedures of structurai design and building construction. Knowledge of federal, state and local laws impacting upon the maintenance of buildings and equipment. Knowledge of the general principles of building and facility maintenance including grounds maintenance and support for computer systems. Knowledge of the principles of costing out alternative building maintenance, modification, and construction proposals. Knoc:ledge of supervisory and management techniques. Knowledge of computers. Ability to plan, coordinate, and supervise the work of others. Ability to establish and maintain productive relationships with elected officials, managers, staff, public groups, and the general public. LIBRARY FACILITIES MANAGER \__J � � Page 3 98 Z/9 PROPOSED TITLE OF CLASS: LI&RARY FACILITIES MANAGER Ability to set objectives and priorities, and to plan, organize, and implement projects and programs, and to readjust priorities as conditions change. Ability to develop, defend, and execute a budget for all assigned areas. Ability to evaluate or oversee the evaluation of the capabilities o£ equipment. Ability to interpret construction drawings and specifications. Ability to communicate effectively both orally and in writing with a wide variety of >udiences, personally and in small groups. Acceptance of the principle of actively promoting service to a population with diverse needs. MZNIMUM QUALIFICATIONS Bachelor's degree in architecture, landscape architecture, construction management, structural engineering, mechanical engineering, business administration, or a closely related field; must have six years of experience in construction, building maintenance, plant management, or building/facility design; this must include at least one year as a involved with building/facility maintenance/safety issues, and one year dealing with construction contractors. LIBRP.RY FACILISIES MANAGER 9�-z/ q Salary Information Regarding Library Facilities Manager This is a new position that will replace the position of Building Maintenance Supervisor - Libraries. Title Present Rate of Pay Present Rate of Pay Bi-Week Annua Building Maintenance Supervisor - Libraries $ 2017.14 $ 52,64735 Library Facilities Manager $ 2105.68 $ 54,95825 Difference $ 88.54 $ 2,310.90 9�-2� 9 � CITY OF SAINT PAUL Norm Co[eman, Mayor March 11, 1998 Saint Paul Supervisors Organization Attn: Mr. James O'Leary, President PED 1300 City Hail Annex Saint Paul, MN 55102 OFFICE OF HUMAN RESOURCES John Hamrlton, Director 400 Gry Ha1f Anner ?5 West FouRh Street Saint Pau1, Minnesota SSIO2-163I RE: Twenty Day Notice - Library Facilities Manager Tekphone: 612-266-65Q� 7DDl17Y.� 612-266-650I Jnbfine: 67?-266-6502 Fatsimile: 612-29?J656 � cco 3—: D -C3r � Z �n �''Sm � v�i �� 'r a . 3„ "'0 �D� W mr= �� It has been determined that the title and class specification of Library Facilitf� Manager should be created. I have attached a copy of the class specification for your review. Please notify me within twenty days of receipt of this memo, if you wish to discuss this action. If I do not hear from you within that timeframe, I will assume agreement and will proceed with the process. I wi11 also be processing a resolution to establish the rate of pay for the titte of Library Facilities Manager in Grade 25, Section LD4, of the Supervisory Standard Ranges in the Salary Plan and Rates of Compensation. Thank you. i �� Michaei Foley I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. i�/� Date