Council Communication

Approval of Resolution and Personal Services Contract with Public Works Management Inc. as the City's Public Works Director
Meeting Date:	February 1, 2005		Primary Staff Contact:	Paula Brown, 552-2411 brownp@ashland.or.us
Department:	Public Works		Secondary Staff Contact:	Mike Franell, 552-2090 franellm@ashland.or.us
Contributing Departments:	Legal
Approval:	Gino Grimaldi

Statement: Paula Brown, Public Works Director/City Engineer has been recalled to active duty military status. This item requests Council's approval on a resolution to enter into a personal services contract with Public Works Management, Inc. to fulfill a significant portion of the Public Works Director responsibilities.
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Background: Paula Brown has been recalled to active duty military status effective February 7, 2005. Although the actual period of Paula's absence is unknown, it is anticipated that she will return in April 2006. After discussing options for staffing the Public Works Director/City Engineer responsibilities, filling the oversight and Director responsibilities for this temporary period with a contract employee was deemed the best solution. It is intended that Joe Strahl, PE, President of Public Works Management, Inc. will provide the leadership and direction for the Public Works Department during Paula's military "sabbatical". Public Works Management Inc will also provide the expertise of Ed Olson, PE, to assist with the water and wastewater program management and assist with the capital projects that are underway in the water division. Existing city staff will have more responsibilities during this period as well; Pieter Smeenk, PE, will provide the City Engineer responsibilities during Paula's absence; Jim Olson will take a larger role in project management; Mike Morrison will have full operational responsibility and a larger role in the Budget and Dawn Lamb will continue to provide the glue that holds the department and the consultant staff services together. It is expected that Public Works Management, Inc. will enter into a Personal Services Contract for Joe Strahl and Ed Olson combined to perform an average of 20 hours per week for the 14-month duration. As such, it is anticipated that this contract will exceed the $75,000 Personal Services Contract limit. Pursuant to Ashland Resolution No. 2000-15, Section 12.1.2, the Council may exempt a contract for personal services over $75,000 by Resolution.
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Related City Policies: Ashland Municipal Code Ashland Resolution No. 2000-15, Section 12.1.2
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Council Options: 1. The desired option is for Council to accept the staff's recommendation to approve the contract with Public Works Management, Inc. to utilize the services of Joe Strahl as Ashland's Public Works Director with project management assistance from Ed Olson. 2. If the contract is not approved, the City would likely advertise for a temporary part time employee to fill the Public Works Director responsibilities. 3. The final option is to have existing staff (Mike Morrison, PW Superintendent or Jim Olson, City Surveyor/Project Manager) fulfill the Director's responsibility and either hire temporary additional staff to fill the gaps, or remove work load from the department.
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Staff Recommendation: Staff recommends approval of the resolution to enter into a personal services contract with Public Works Management, Inc. to utilize the services of Joe Strahl as Public Works Director with project management assistance from Ed Olson for the period in which Paula Brown is recalled to active duty.
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Potential Motions: Council moves approval of the attached Resolution Authorizing Sole Source in entering into a Personal Services Contract for the Temporary Performance of the Public Works Director Duties and authorized the City Administrator to execute the contract with Public Works Management, Inc.
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Attachments: • Resolution • • Joe Strahl and Ed Olson Resumes Personal Services Contract

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