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HomeMy WebLinkAboutEGD-43-02 ~^ . '\. " CJ. !II L~~ REPORT ENGINEERING SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: MONDAY, SEPTEMBER 23, 2002 CfJfJ -3 rJ1--c>:2- Report #: EGD-43-02 File#_ By-law # SUBJECT: ENGINEERING SERVICES RESTRUCTURING RECOMMENDATIONS Recommendations: 1. THAT Report EGD-43-02 be received _ 2. THAT Council give authorization for the creation of a position of Manager of Construction without adding to the overall staff complement and; 3. THAT subsequent to the approval of the position of Manager of Construction, fair compensation be determined through a review conducted by the Pay Equity Committee. Submitted by: ~ A.S. Cannella, C.E.T., Director of Engineering Services Reviewed bY:?) ~..::- ~ Franklin Wu, Chief Administrative Officer ASC/jb " . REPORT NO.: EGD-43-o2 PAGE 2 1.0 BACKGROUND One of the key responsibilities for the newly appointed Director of Engineering falls in line with recommendations that were outlined in the Chief Administrative Officer's Report, ADMIN 27-00, Organizational Restructure. That report emphasized the need to have each department structure itself to provide the highest quality of customer service, while at the same time ensuring professional and timely responses that are delivered in a cost effective manner. Our Departmental goal is to continue to be recognized as a Department of excellence even as we deal with the increasing and diversified needs of a growing community. The Transportation, Design and Construction areas are targeted priorities for growth and improvement. Our Department restructuring recommendations have been designed to provide a balance between authority and responsibility with a philosophy that each Branch Manager will show leadership to their respective staff. The Engineering Department would like to respectfully put forward recommended changes to its Departmental structure. These changes are strategic in that they allow the optimal use of existing resources to provide an overall level of improved internal and external customer service. These recommendations would normally be presented as part of the budget process, however due to circumstances identified below, the timing was not appropriate until recently: · The position of Director of Engineering Services has recently been finalized. · We now have a Manager of Transportation & Design but the current Departmental structure reflects positions that would not be reporting to it under the proposed restructuring. Without restructuring the position may be seen to have responsibilities eroded should the restructuring take place at some later date. · Implementation and success of new initiatives in transportation, traffic and especially transit, dictate immediate changes. · Implementation of the realigned responsibilities would facilitate the preparation of the 2003 Budgets and the coordination of the 2003 Capital Works Program for next year's construction season. 2.0 EXISTING DEPARTMENTAL STRUCTURE Our review was comprised of a comprehensive appraisal of the Engineering Services Department as a whole. With a focus on managerial effectiveness, branch functionality and delivery responsibilities we looked at each branch as a unit, as well as each individual job classification. ,...:, REPORT NO.: EGD-43~2 PAGE 3 The current structure of the Engineering Department is comprised of four (4) main branches: . Building Services · Park Development · Engineering Administration · Engineering Design and Construction A brief summary of the highlights of the review are as follows: Building Services · At present the structure and staffing levels adequately address the current needs. · The impacts of bill 124 "An Act to Improve Public Safety and to Increase Efficiency in Building Code Enforcement" will continue to be monitored for possible future implications. · We are reviewing the requirements of the "Backflow Prevention Program" for potential impact. Park Development · This branch is responsible for the administration, design and implementation of parks, trails, and open space lands throughout the municipality. · This area of responsibility is new and expanding and may require future consideration. · To reflect the true scope of the position and its responsibilities, and to be consistent with other management positions in the Department, the title of Landscape Architect should be changed to Manager of Park Development. Engineering Administration · This branch is responsible for public relations, administrative support to the Engineering Services Department, which includes Clarington Transit, and for providing customer service, follow-up and support. · It is clear that the creation of the Clarington Transit system has had a noticeable impact on the workload of this branch. While it may be premature to determine the need for additional staffing at this time we will, in the interest of customer service, continue to monitor impacts in this area. Engineering Design and Construction · The responsibilities of the Engineering Design and Construction branch are broad ranging and incorporate such responsibilities as; preparation of the Capital Works Budget, review of engineering designs and development applications, transportation and transit issues as well as legal issues relating to the Municipal Act. Responsibilities also include; overseeing all field issues such as subdivision and municipal construction projects, inquiries and concerns raised by residents and the coordination of all public utilities within Municipal roadways. This extensive workload has required us to look at how we can best provide prompt, effective service. , " REPORT NO.: EGD-43-02 PAGE 4 . The location of the workplace, being both in the office as well as on construction sites across the Municipality, has further reduced the effectiveness of this branch. . The creation of Clarington Transit has had an impact on the workload. . Transportation and traffic responsibilities have a much higher Departmental priority than has existed in the past. 3.0 RESTRUCTURING GOALS It is in the Engineering Design and Construction branch that there is the opportunity for significantly improved managerial effectiveness and delivery of service. Technical expertise in this branch is excellent and can be maximized through the assignment of an appropriate level of authority and the realignment of the broad scope of responsibilities. 4.0 PROPOSED DEPARTMENTAL STRUCTURE The conclusion of our review is that the Engineering Design and Construction branch requires managerial realignment to improve overall effectiveness, decision making and service delivery. The former position of Manager of Engineering has been renamed Manager of Transportation and Design and we now propose that a new position of Manager of Construction be created. The appropriate existing technical staff would report to the respective managers, based on their duties. The position of Traffic Coordinator will be renamed Transportation and Traffic Coordinator. Transportation and Design Branch The duties of the Manaqer of Transportation and Desiqn will include: . Managing the engineering functions of the department, supervising and scheduling staff, and distributing work schedules to meet expectations and desired time deadlines. . Preparation and administration of the Capital Budget and Four-Year Forecast. . Approval of engineering drawings and contract preparation for municipal projects. . Providing comments on development applications, major studies and technical reports. . Administration of the Through Highway by-law and management of the Municipal rights-of-way in accordance with Provincial legislation and municipal by-laws; . Management of the Clarington Transit system. . Responding to legal inquiries and issues relating to the Municipal Act. . Coordination of all transportation and traffic issues. . Developing and maintaining an Asset Management plan. . Developing and maintaining a Corridor management plan. . Acting Director of Engineering Services. '- REPORT NO.: EGD-43-02 PAGE 5 Construction Services Branch The duties of the ManaQer of Construction will include: . Managing the construction functions of the Department, supervising and scheduling staff, distributing all work schedules to meet expectations and time deadlines. . Preparation and administration of capital improvement contracts and subdivision agreements and the enforcement of contractual obligations. . Liaise between consultant, contractor and the public with respect to the construction of municipal works and related inquiries and complaints. . Providing direction and supervision to municipal and engineering consultants and to field inspectors to ensure compliance with plans, specifications and applicable local, provincial or federal legislation. . Construction inspection and coordination of all utilities within municipal road allowances. . Coordinating the construction of projects under the annual Capital Budget Works Program. . Updating and maintaining construction specifications and guidelines. . Provision of surveying and construction layout services. . Develop and maintain construction safety policies and procedures. 5.0 CREATING THE POSITION OF MANAGER OF CONSTRUCTION The existing vacancy for the position of Manager of Transportation and Design has recently been filled. In order to effectively coordinate our entire management team it is now recommended that the position of Manager of Construction be created immediately. Once the position of Manager of Construction has been approved it will be necessary to look at where the position fits within the Corporate Salary and Administration Program. We feel that it would be most appropriate to recommend that the position be evaluated by the Pay Equity Committee immediately after it has been formally approved by Council. The proposed realignment of the Engineering Design and Construction Branch and the creation of the position of Manager of Construction will not increase the current complement of staff because we intend to promote from within the Department at this time, without immediately filling any subsequent vacancies. Any required increases in staff will instead be reviewed as part of future staffing budget considerations. ... '- , REPORT NO.: EGD-43-02 PAGE 6 6.0 BUDGET CONSIDERATIONS The total costs of the proposed restructuring, even after the position is evaluated by the Pay Equity Committee, will actually result in an overall reduction in the 2002 Engineering Services Department salary budget. This is largely due to the salary changes relating to the position of the Confidential Secretary. The Managers will then review their branch structure, responsibilities and compliment of staff, for short term and long term considerations. Taking into account the Departmental goals and opportunities for internal promotion and succession planning, each branch manager will be expected to provide structure and staffing recommendations to the Director for consideration in the preparation of the Engineering Department 2003 Budget. 7.0 CONCLUSIONS The proposed restructuring of the Engineering Services Department will achieve our Departmental goals while streamlining the responsibilities of the Department. We believe this will improve managerial effectiveness, branch functionality and delivery responsibilities to intemal and external customers. These improvements will also provide a strong foundation for future Departmental improvements and initiatives. The Chief Administrative Officer has reviewed the proposed Departmental restructuring proposal and is in support of the recommendations detailed in this report. CORPORATION OF THE MUNICIPALITY OF CLARfNGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169