Dubuque council approves midyear Public Works position to speed vehicle-maintenance and fuel-system projects

The Dubuque City Council voted unanimously Jan. 21 to add a midyear full-time position in the Public Works Department, prompting a council discussion about when staff additions should occur outside the annual budget process.

City Manager Mike Van Milligen told the council the proposed position responds to workload that cannot wait for the regular budget cycle. He said Public Works remains responsible for a broad portfolio — sanitary sewer maintenance, refuse collection, landfill operations, vehicle maintenance for multiple departments, fuel procurement and winter operations such as snow and ice control — and staff identified multiple near-term projects that require dedicated management: implementation of a recent consultant study of the municipal vehicle maintenance system and a more than $1 million project to replace the city's fuel system after a failure earlier this year. Van Milligen said those tasks, combined with routine responsibilities, mean the department needs additional higher-level administrative capacity now rather than waiting through a multi-month recruitment process after budget adoption.

Public Works Director Ariel Swift (referenced by staff) initially explored replacing a vacated assistant director position with a different skill set (a data scientist) but, Van Milligen said, "it really can't be done" because the department still needs a director-level administrative role plus a project manager. The council discussed the decision publicly and several members praised staff for limiting midyear FTE additions to exceptional cases and for providing background in the council memos.

Council discussion: Council Member Wethal said she wanted the public to understand that adding FTEs midyear is rare and should be intentional. Members Sprank, Farber and Jones described witnessing Public Works staff stretched thin and welcomed the additional position. Council Member Sprank estimated Public Works represents roughly 20–25% of the city’s permanent full‑time workforce, an observation that reinforced the council’s acceptance of the request.

Outcome and next steps: The motion to "receive and file and approve" the consent item that included the new Project and Facilities Manager position passed on a 7–0 roll call (motion by Wethal; second by Sprank). City staff indicated recruitment would begin; council and staff said the new position aims to speed implementation of the vehicle maintenance and fuel-system projects and support ongoing operational demands.

Speakers: Mike Van Milligen, City Manager; Ariel Swift, Public Works Director (referenced); Council Member Wethal; Council Member Sprank; Council Member Farber; Council Member Jones; Mayor Cavanaugh.

Clarifying details: Van Milligen said a consultant study of the vehicle maintenance system was recently completed and the city faces a project to replace its fuel system that could cost "over a million dollars"; recruitment timelines were described as typically taking several months and would delay filling a position if postponed until the annual budget process.

Ending: Council members emphasized they do not add FTEs lightly and said midyear requests are considered when time-sensitive operational needs make waiting for the budget impractical.