Discussion:
Attached to the memo are the current structure and new structure proposals for Public Works and Engineering.
Essentially it is being recommended to separate the current Public Works Director/City Engineer position to a City Engineer and a Public Works Director. With the departure of the Public Works Director/City Engineer, now would be an appropriate time to consider a change.
The proposed new structure would have the City Engineer head the Engineering department and the Public Works Director will head the Public Works department. Both persons reporting to the City Administrator.
Reasons for this change is that the city has grown to a level that separate departments are large enough so a separate department head is warranted. Secondly, with the departure of the former Public Works Director/City Engineer and with the current need of filling the position, a City Engineer position may be easier to fill, as a City Engineer position will have more candidates. Thirdly, this new structure is similar to the City of Chaska and City of Savage and has worked well for these cities.
With this reorganization, it is also being proposed to seek consulting engineering services to assist staff during this transition period.
Currently there will be five vacant engineering positions being Public Works Director/City Engineer, Assistant City Engineer, Senior Engineering Technician and two Graduate Engineers. The filling of these positions will take time if candidates can be found. The City of Shakopee will be in competition with many consulting firms and other municipalities.
Also in Public Works, there are vacant positions for a Street Supervisor due to retirement and mechanic due to employee moving over to IT department.
The implementation plan to staff up the engineering department will be to advertise all positions as soon as possible. Some of the open positions may be filled by promoting current remaining staff. These possible promotions do not reduce the amount of unfilled positions.
To alleviate and assist staff with the workload, proposals have been sent to our current pool of municipality engineering firms and three proposals have been received for consideration. The request for services would be for a City Engineer and a Project Engineer for a short duration until a City Engineer can be hired. Sufficient funds exist in the engineering budget to contract city engineering services to meet the demand for an estimated period of three to six months.
Three proposals were received from WSB, SRF and Bolton & Menk. After review of the proposals, it is recommended to go with WSB's proposal.
Currently, city staff is involved with the pavement management projects being overlay, rehabilitation and full depth pavement. Also there several private developments such as the amphitheater, DR Horton large development, gravel mine redevelopment and others.
Consultants are involved with the TH-169 Pedestrian Bridge, Riverbank Stabilization, CR 101 and Shenandoah Drive Signal, L-16 Rehabilitation, Roundabout at Vierling Drive and Eagle Creek Boulevard and potential roundabouts on Marystown Road.
In summary, consultant time is necessary to assist staff in managing the 2023 public improvement projects and the major private development projects. The requested action is for staff to enter into a professional service agreement with WSB for engineering services.