The following press release was sent to us by Wayland Town Administrator Fred Turkington. It details the transition process that led to the establishment of the Department of Public works earlier this month. There is information regarding the consolidated office, new webpage, links to related documents that detail the organizational structure and authority of the department and oversight board, and an explanation of the cost savings and efficiencies that resulted from the initial consolidation.
The Department of Public Works was officially formed on July 1, 2009. Since last fall, representatives from the Personnel Board, Park and Recreation Commission, Board of Road Commissioners, Board of Water Commissioners, and Board of Health (landfill operations) who now form the initial Board of Public Works have met and worked closely with town administration and operational staff to assess current policies, practices, organizational structure and budgets. The existing budgets for the formerly separate departments were reviewed and line-items consolidated where possible to eliminate overlapping costs. Negotiations with employee unions over changes to the organizational structure were concluded. As a result of this preparation, we believe a solid foundation has been laid for a more efficient and effective organization to provide services to the residents of Wayland.
Town staff, in conjunction with the transitional advisory Board of Public Works, conducted a lengthy, intensive and very competitive public interview process to identify the individual to lead the consolidated department as the first director. Donald Ouellette was chosen to serve as Wayland’s first DPW Director. Don comes to Wayland with extensive engineering, project management and public works administration experience over a 25 year career that includes work for the Army Corps of Engineers (in Kuwait and in the US), Medford, Acton, Ashburnham and Nashua. A licensed professional engineer for more than two decades, he has a BS in civil engineering from the University of Maine, Orono and a Master’s in Engineering Management from Western New England College. Reporting to Don are superintendents for the Highway and Landfill Division (Stubby Kadlik), the Parks Division (Mike Lindeman), and the Water Division (Don Millette). The DPW has no responsibility for either Wastewater or Septage Facility operations. A DPW administrative office has been established in Town Building. It is located on the 2nd floor, just to left of the lobby staircase. The main number is 508-358-3672. Residents may stop by the office on any matter concerning highway, parks, cemetery, water or transfer station operations.
The Board of Public Works convened its initial meeting on July 13th and ended its temporary, advisory status. With that meeting, the Board of Road Commissioners and the Board of Water Commissioners dissolved and responsibility for Transfer Station operations shifts from the Board of Health. The Park & Recreation Commission becomes the Recreation Commission. We thank and give appreciation to each of the many residents who have served as members of these boards over the years for their exemplary service to the community. Under the new structure, the Board of Public Works is charged with the policy-making and rate-setting authority for the DPW. Responsibility for management and operational oversight for DPW rests with the Town Administrator.
In the April 2009 Warrant, an informational budget document was printed on page 101 to assist residents understand structural changes to the budget. In the document, a comparison was drawn between individual department budget requests (assuming there would be no DPW) and a consolidated DPW budget. So that an accurate comparison could be made, Recreation Department costs were included in both sets of projections. The initial DPW budget planned for personnel savings of $115,849 and operational savings of $12,000 for a total first year savings of $127,849. The personnel reductions represent a savings of 4.26% for the first year when the DPW budget is compared to individual department requests, while the projected savings represent 2.16% of the total combined budget for the consolidated DPW units. These projected savings had incorporated the previously bargained FY 10 wage increases into both the individual department budget requests and the consolidated DPW budget, thereby allowing for a direct comparison of costs had DPW not been established. A copy of the budget comparison can be found on the DPW website at http://www.wayland.ma.us/dpw/legislation.htm.
With the recent conclusion of the Town’s DPW collective bargaining obligations with the 5 unions representing DPW and recreation employees, the projected DPW budget savings have become a reality. These savings were achieved without sacrificing the Town’s work force or adversely affecting employees’ wages. As part of the DPW implementation, an evaluation of the organizational structure was conducted, including input from the new director. Duties and responsibilities for a number of positions were modified – some with increased responsibilities, some with decreased responsibilities. The number of specific positions changed to strengthen operational oversight, provide flexible work teams, and improve work efficiency. These changes in assignments and positions will not adversely impact overtime expenditures. Rather, a cross-trained work force is expected to have a positive effect on overtime expenditures compared to the former separate departments.
In the new DPW organization, one vacant position in the labor pool resulting from a retirement will not be refilled. Although the former department head position of Water Superintendent had been budgeted but left vacant in anticipation of the establishment of DPW for the past few years, monies have been expended on a services contract with an engineering firm to provide supervision to the department during that period of time. In the new DPW, both the position and the expenditure for contracted services are eliminated. In addition, one part-time clerical position was eliminated with the creation of DPW. The employee performing those duties was reassigned to a vacancy in a non-DPW department.
As part of the consolidation, the former Parks & Recreation Director position was reclassified at a lower rate of pay as Recreation Director to provide additional savings. The change reflects the shift of responsibility for parks and cemetery management to DPW. Since the initial DPW budget projections were completed, Wayland and Sudbury entered into an innovative inter-municipal agreement whereby the towns would share the cost of the Recreation Director position. To facilitate the agreement, the Recreation Director’s weekly work hours increased, resulting in 20 hours of services for each community. Nancy McShea continues to serve our residents in her role as Recreation Director as an employee of the Town of Wayland, with the Town of Sudbury paying for one-half of the wage and benefit costs in exchange for her leading the recreation program for its residents. The arrangement allows Wayland to provide increased recreation staffing for the benefit of our program participants. It also will serve as an opportunity for innovative recreational programs to be shared through the larger population base of the two communities.
Other structural organization changes are made as part of the creation of a DPW. Management and supervisory positions compared with the separate operations are reduced by a total of three positions, strengthening the number of equipment operators and laborers. In the former department structure, there were 3 directors, 1 superintendent, and 8 foremen for a total of 12 supervisors. In the DPW structure, there is 1 director, 4 superintendents, and 4 foremen for a total of 9 supervisors. It is important to note that the new DPW structure, while achieving the twin goals of reduced personnel costs and improved organizational efficiency, also achieved a third goal of maintaining jobs for all current employees. That said, the new DPW organization structure is a starting point that will be continuously reviewed for improved efficiency, effectiveness and savings. Attrition will provide additional opportunities for the structure to evolve over the next several years. The initial organizational chart is published on the DPW website at http://www.wayland.ma.us/dpw/legislation.htm.
As the DPW proceeds through its initial year, updates on progress will be posted on the DPW website. We look forward to providing continued reports on projects undertaken by the department and explanations of additional benefits derived from the DPW organization.
