Fort Walton Beach Council agenda — 10-22-2007 special agenda — reading text

Reviews all site plans, subdivision plans, and as- built drawings for compliance with city codes and outside agency requirements; provides survey and design data for street, sidewalk, drainage, water and sewer projects; and prepares maps for internal use, annexation, Comprehensive Plan amendments, and newspaper advertisements. Fleet Maintenance The total number of authorized positions is 12 of which 11 are filled. The division Superintendent has a staff assistant. Also reporting to the Superintendent are two ( 2) Lead Equipment Mechanics, one ( 1) with two ( 2) mechanics reporting to him and the other with three ( 3) mechanics ( including one vacancy) reporting to him. One 1) equipment mechanic also reports directly to the Superintendent as well as a Welder/ Paint & Body Technician. The Technician supervises a Mechanic who provides oil change services but this position is currently vacant. Major services: Repairs and maintains the City' s fleet of 184 vehicles, 182 pieces of major equipment and 75 pieces of minor equipment. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 12- 3  Public Works Sanitation The total number of authorized positions is 25 of which 24 are filled. The division Superintendent has a Sanitation Supervisor/ Operator reporting directly to him. Reporting to the supervisor are a Staff Assistant and all crews in both Solid Waste and Recycling. Residential Collections has four ( 4) one- man crews with each person classified as a Sanitation Operator. In addition, one ( 1) operator assigned to this unit floats between residential and commercial collections. The residential crews also provide one- day- a- week pick- up of large household items ( white goods). Commercial collections has three ( 3) one- man crews with each person classified as a Sanitation Operator. Yard Waste has four ( 4) two- man crews, classified as Sanitation Operators and Refuse Collectors. One ( 1) full- time welder also reports to the supervisor. The welder primarily maintains commercial containers but also does some work on collection trucks as well as any portable welding needed by other City agencies. Recycling has two ( 2) two- person crews. Each crew consists of an operator and a collector. Major services: Provides residential and commercial garbage collection as well as yard waste, white goods and recycling collection for all city residences and nearly all businesses. All items collected are hauled to a privately owned and operated transfer station. The division functions as an enterprise fund which means that all costs including depreciation) and all revenue from user charges are accounted for in the Sanitation Fund. The intent is to manage the operation' s finances in a manner similar to a private business. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 12- 4  Public Works Service Maintenance The total number of authorized and filled positions is 11. The division Superintendent has a Service Maintenance Supervisor reporting directly to him. Reporting to the supervisor are two ( 2) Electricians; two ( 2) HVAC/ Plumbing Technicians; two ( 2) Traffic Technicians; a Carpenter and a Service Worker II, who serves as a carpenter' s helper; and a Service Worker II assigned to provide assistance at City Hall. Major services: Provides electrical, heating, air conditioning, plumbing, and carpentry services to all City departments. This includes about 50 major facilities containing approximately 235, 000 square feet of space. The division also installs and maintains traffic signals, signs and roadway markings throughout the city. This includes fabrication of all traffic signs as well as miscellaneous signs requested by other departments. Street & Drainage The total number of authorized positions is 14 of which 11 are filled. The Street Drainage Division does not have a superintendent so each unit within the division reports directly to the Streets Operations Manager. These units are a concrete crew of six ( 6) positions ( one a drainage crew of seven ( 7) positions ( two vacant), and vacant), a street sweeper position. It should be noted that the Street Operations Manager is also responsible for the Right- of- Way Maintenance and the Cemetery Divisions. Maintains 97 miles of paved streets, mile of unpaved Major services: one street, and all streets, sidewalks and curbs throughout the City. Staff is also responsible for constructing and maintaining the city' s stormwater management infrastructure. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 12- 5  Public Works Right- of-Way Maintenance The total number of authorized and filled positions is nine ( 9). The Horticulturist serves as the division superintendent and has a Service Worker III, who functions as a foreman, reporting directly to him. Division personnel are organized in three ( 3) two- person mowing and maintenance crews and one ( 1) one- person landscaping crew. Major services: Landscapes and maintains areas along city roadways and rights- of- way as well as selected City properties such as water wells, the City yard, the sanitation yard, the municipal parking lot, and related properties. In addition to mowing, maintenance activities include edging, trimming, sweeping, weeding, fertilizing, applying herbicides and pesticides, irrigating and removing litter. These services are also provided on specific state highway medians and rights- of-way under a contract that is funded by the state. Cemetery The total number of authorized positions is three ( 3) plus one part- time. All but the part- time are filled. The two ( 2) Service Workers I and the part- time position report directly to the Cemetery Supervisor. Major services: Operates and maintains the Beal Memorial Cemetery and Brooks Cemetery. Responsible for the sale of all plots, niches and mausoleum spaces as well as grounds maintenance and the supervision of funerals. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 12- 6  Public Works 12.2 Maior Policies and OlJerationallssues Vacant Positions Finding: Seven ( 7) of the 83 full-time and the one ( 1) part-time authorized positions were vacant as of July 16, 2007. Most of these positions have been vacant for at least a year yet each has been fully funded in previous annual budgets. The unexpended personal services funds were typically used to offset over- budget expenditures in other line items. Recommendation # 49: Eliminate four ( 4) of the seven ( 7) vacant full-time positions in the Department. The positions that should be eliminated and the approximate cost reductions ( including fringe benefits) are as follows: Engineer in the Engineering Division-$ 75, 700. ( The Public Works Director stated that it would be desirable to replace that Engineer position with an Engineering Technician.) Equipment Mechanic III in the Fleet Maintenance Division-$ 34, 800. The Equipment Mechanic I position, which is also vacant, should be filled as soon as possible. That position is responsible for oil changes and lubrication and, until it is filled, higher skilled/ paid positions must do this work. We understand the division has had difficulty filling the position primarily due its low pay grade.) Two ( 2) Service Worker I positions in the Street & Drainage Division- 56,500. These budgetary reductions total approximately $ 236, 738 ( including an estimated 40% in benefit costs). We understand the Public Works Director has already agreed with these reductions. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 12- 7  Public Works Service Maintenance Supervisor Finding: The duties performed by the Service Maintenance Supervisor are primarily administrative. These include preparing and processing purchase orders, reviewing and submitting time sheets, entering some data into the work order system, and similar activities. He also " runs the shop" when the Superintendent is not available but we understand this occurs infrequently. Both a Superintendent and a supervisor are normally not necessary for a division with only nine ( 9) staff members. Recommendation # 50: Eliminate the Service Maintenance Supervisor position. The adjustment would save an estimated $ 65, 000 annually including benefits. Recycling Finding: The recycling operation has lost money for at least the past four ( 4) years and participation has been declining steadily. Each residence in the City is charged $ 1.45 per month for recycling, whether or not they participate in the program. This fee has not changed since the program began about 10 years ago. The division dedicates four ( 4) people and two ( 2) trucks with trailers to provide once a week pick- up. Minimal monies are received for the recyclable items and, in fact, the transfer station attempted to charge the City $ 4 per ton for sorting, but was dissuaded. The financial results for recycling are shown in the following chart. FY 2006-07 FY 2005- 06 FY 2004-05 FY 2003-04 Budget) ( Budget) ( Actual) ( Actual) Revenue $ 127,500 $ 127,511 $ 127,500 $ 127, 000 165, 800 $ 140, 793 $ 141, 250 $ 147, 650 Expenses $ Profit/( Loss) ($ 38, 300) ($ 13, 282) ($ 13, 750) ($ 20, 650) Alternative Services Delivery Study for Fort Walton Beach, Florida Page 12- 8