Adopt Resolution #13-03-059 Granting Authorization to Hire a City Engineer and to Approve a Transition Period with the Engineering Consultant

Earlier this evening the Personnel Committee motioned to recommend approval of this case. 

The background was presented as follows:

At the June 5, 2012, City Council meeting, staff received authorization to recruit for the position of City Engineer and to use a consulting engineer during the recruitment period.

Hakanson Anderson Engineering was brought on board in July and a recruitment process was conducted; however, staff was not able to recommend a candidate for the City Engineer position at that time. Consequently, at the September 25, 2012 meeting, the City Council authorized Hakanson Anderson to continue serving the City for up to an additional six months or through March 27, 2013. At that same meeting, the City Council directed staff to recruit again in January or February.

A second recruitment was conducted in January. Staff received six applications and interviewed two candidates. The interview panel included the City Administrator, the Public Works Superintendent, the Human Resources Manager, and the Interim City Engineer.

Staff considered both finalists to be excellent candidates for the City’s new City Engineer position and both candidates were interviewed a second time. The second interview panel included the management team, as well as the engineering staff. It was the consensus of both groups to advance Mr. Bruce Westby in recruitment process.

Mr. Westby received a contingent job offer on February 26, 2013. Following that, Mr. Westby has successfully passed the City’s background check, reference checks, physical and drug screen, as well as the work-style assessment.

At this time, staff is asking the City Council to consider: 1) hiring Mr. Bruce Westby, and 2) extending Hakanson Anderson’s contract through at least Mr. Westby’s start date of April 8, 2013, and 3) preferably retaining Hakanson Anderson part-time for an additional one-month period following Mr. Westby’s start date, in order to ensure a successful transition and continuity of service within the City.

Hakanson Anderson’s fee would include 24 hours per week for the first two weeks, followed by 16 hours per week for the second two weeks (one month all together) and would not exceed $5200. In the event that the City opted for less than one month of transition time, the amount would be prorated accordingly. Note: $5200 is the City’s negotiated rate; if the City were to require 16 hours per week for one month at the normal rate ($110/hr.) the cost would be approximately $7040.

The alternatives were presented as follows:

approve hiring Mr. Bruce Westby, effective April 8, 2013. This alternative is not recommended.

Pros: Hakanson Anderson Interim City Engineer expenses would end as of the end of March.
Cons: There would be a gap in Engineering coverage from March 27, 2013 through April 8, 2013 and no transition period.

Alternatives #2: Approve hiring Mr. Bruce Westby and approve extending the contract with Hakanson Anderson through April 8, 2013, but not allow for a one month transition period. This alternative is not recommended.

Pros: The City would realize a savings of $5200.
Cons: Without some level of a transition period Mr. Westby will have a longer learning curve and the City may be vulnerable to losses.

The Personnel Committee recommended that he City Council authorize hiring Mr. Bruce Westby as the City’s new City Engineer, effective on April 8, 2013, at $43.67 per hour or $90,834 per year (step 4 of the 2013 wage scale) with a credit of 5 vacation days; extending Hakanson Anderson’s contract through  Mr. Westby’s start date of April 8, 2013; and retaining Hakanson Anderson for an additional one-month period following Mr. Westby’s start date, in order to ensure a successful transition and continuity of service within the City.

The annual cost  (wages and benefits) for this position is $120,519 ($89,050 coming from the General Fund and $31,469 from the Enterprise Fund). With an April start date, the actual funding required for 2013 is approximately $90,387. The funding required to extend the current contract with Hakanson Anderson through April 8, 2013 is approximately $2000 and an additional $5200 for one-month of service beyond April 8, 2013.

Motion to approve resolution #13-03-059, which confirms the recommendation of the Personnel Committee to do the following:

1) Hire Mr. Bruce Westby as the City’s new City Engineer, effective on April 8, 2013, at $43.67 per hour (step 4 of the 2013 wage scale) with a credit of 5 vacation days; and
2) Extend Hakanson Anderson’s contract through Mr. Westby’s start date of April 8, 2013; and
3) Retain Hakanson Anderson part-time for an additional one-month period following Mr. Westby’s start date, in order to ensure a successful transition and continuity of service within the City.