Agenda - Council Work Session - 03/07/2006

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Ramsey Public Works/Fire Recommendations March 2, 2006 Page 2 Recommendations It is our opinion that this transitional arrangement is in the City's best interests. It will provide for adequate supervision of the departments involved, help the City move to a more appropriate management structure as it grows, and retain the services of two valued senior employees. Ultimately, the City will be required to adapt its current structure to handle an increasing workload in many of its functional areas. This, of necessity, is a first step in that direction. We recommend the following elements in support of this structural change: 1. The overlapping transitional authority which will exist between the Fire Chief and the Public Works Director should end on a specified date. As this occurs, there should be a clear separation of identity for the departments in the City's publications, on official information sites and in any formal Council and City documents. 2. The City should move to hire a senior engineer, in the next year, to accommodate the anticipated workload of the engineering department and to allow the new Public Works Director the time to become familiar with all aspects of public works operations. 3. The City should plan for the eventual creation of a Public Works Superintendent p°siti°n which will have daily supervision responsibilities for work crews and project management. 4. During the transitional period, the Fire Chief and the Public Works Director will serve as department heads of equal stature. In addition, the Fire Chief will serve as a subordinate of the Public Works Director for certain specific duties. Our belief is that these two individuals have demonstrated an excellent working relationship in the past and will continue to do so. It is, however, in everyone's best interests to put a procedure in place to resolve any disputes that may arise between two employees of equal status. In the current situation, we are aware that capital improvement issues have already been decided. It is possible, but not anticipated, that there could be disagreement over the direction and evaluation of personnel. In such an event, an appeal procedure should be in place that provides for a hearing before the City Administrator. Such issues would typically end with his decision. Conclusion: Springsted believes that the City of Ramsey will best be served by a Public Works Department that has coordinated oversight between engineering and operations. We firmly believe that the separation of the Fire Department from Public Works is appropriate at this time. The working relationship between managers in these functional areas has been good and should continue. Both share a common vision for the City and a loyalty to its public service mission. The City has before it the opportunity to retain two experienced and valued employees. We believe the proposed transitional structure will be consistent with the findings of the larger study when it is concluded, and is appropriate to achieving the City's goals.