HomeMy WebLinkAboutCouncil Packet - 7/10/2017HUMAN RESO UR CES COMMITTEE
5:00 PM, July 10, 2017
Harold E. Getty Council Chambers
Members
Ron Welper Chairperson
Jerome Amos Jr. Vice Chairperson
All Council Members
Roll Call
Approval of Agenda
1. Request of Waterloo Center for the Arts to begin Civil Service process and
appoint Events Coordinator.
2. Chief of Police request for authorization to promote a Sergeant to the rank
of Police Lieutenant from the current civil service list.
3. Chief of Police request for authorization to promote a Police Officer to the
rank of Police Sergeant from the current civil service list.
Adjournment
Kelley Felchle, CMC
City Clerk
CITY OF WATERLOO
Council Communication
Request of Waterloo Center for the Arts to begin Civil Service process and appoint Events Coordinator.
City Council Meeting: 7/10/2017
Prepared: 6/30/2017
REVIEWERS:
D epartment Reviewer Action Date
Culture & Arts Even, LeAnn Approved 7/5/2017 - 12:09 PM
ATTACHMENTS:
Description Type
a Events Coordinator Description, documents Backup Material
SUBJECT:
Submitted by:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Request of Waterloo Center for the Arts to begin Civil Service process and
appoint Events Coordinator.
Submitted By: Kent Shankle, Cultural and Arts Director
Approve request
The Waterloo Center for the Arts hosts over 1,000 events and meetings each
year. The Events Coordinator is responsible for promoting event rentals,
planning and implementing special events, booking private events, managing
associated building schedules and calendars, overseeing facilities staff, and
other related duties.
$43,680.00; plus benefits of $24,320
General Fund 010-26-4250-1111, FT Salaries
This position is critical for the ongoing operation of the Waterloo Center for
the Arts facilities for community meetings and events. It is currently vacant
due to the resignation of Carrie Gleason who had held that position for the
past three years. The position is revenue -generating, projected to bring in
over $100,000 in facility rental revenues for FY18. Filling this position
supports all four primary goals of the City of Waterloo Strategic Plan with a
particular emphasis on Strategies 1.2, 1.7, 3.1 and 4.5.
Events Coordinator
Department: Waterloo Cultural & Arts Commission/Waterloo Center for the Arts
FLSA: Full -Time Exempt
Civil Service: Included
Bargaining Unit: Non -Bargaining
Hourly Rate: $21.00
General Description
The Events Coordinator will be responsible for marketing and managing meeting/event facilities and
services for the Waterloo Center for the Arts, RiverLoop Amphitheatre and RiverLoop Expo Plaza. The
Events Coordinator will oversee and maintain a master event calendar, will be responsible for
coordinating all aspects of events including contract negotiations with renters, event budgets and
coordination, creation of new events, hiring and supervising facilities/event staffing, recruiting and
managing volunteers. The Events Coordinator will also be responsible for managing beverage licenses
and service at RiverLoop Expo Plaza, RiverLoop Amphitheatre, and Waterloo Center for the Arts. The
Events Coordinator reports to the Cultural and Arts Director.
Duties include, but are not limited to the following:
-responsible for coordinating all aspects of event planning including arrangements for any needed
staffing, equipment (tents, lighting, sound, stage, tables, chairs, parking, additional toilet facilities),
beverage and alcohol sales, insurance and licenses, safety and security, waste removal and clean-up
entertainment and/or food vendors;
- collects all event revenues from space rentals, service/equipment fees, alcohol sales, and/or event
admissions; manages petty cash and cash drawers; and completes appropriate forms to record and
document monies received and deposits made on behalf of the Waterloo Center for the Arts and
RiverLoop Association, Inc.;
- submits all bills to be paid for payment processing by the City of Waterloo and/or RiverLoop
Association Inc. in accordance with established policies and procedures. The Events Coordinator will be
responsible for working within approved budgets;
- prepares and submits a profit/loss report for each event and maintains, generates and presents
financial reports to the RiverLoop Association Inc. and the City of Waterloo;
- develops ideas to creatively promote the events working closely with WCA staff;
- actively promotes and markets the Waterloo Center for the Arts and RiverLoop facilities and services to
a wide range of potential rentals;
- maintains a master calendar of all events at the Waterloo Center for the Arts and RiverLoop facilities
and makesscalendar information available to other staff members;
- develops and implements festivals, fairs, performances and other events to produce revenues and
maximize usage or facilities;
- supervises the Facilities Manager and Assistant Facilities Manager as well as additional paid and
volunteer staff engaged in facilities maintenance, event set-up/teardown, and delivery of event services;
- works closely with Center for the Arts staff, the City of Waterloo Leisure Services, Building
Maintenance, and other City Departments to keep the facility properly maintained;
- serves as staff liaison to Friends of the Arts Center Board of Directors.
Essential Functions
These are considered essential for successful performance in the job classification.
1. Ability, without direct supervision, to plan, organize and carry out all activities necessary to
complete individual job assignments.
2. Ability to communicate clearly and precisely both orally and in writing with co-workers,
businesses, organizations, and members of the public in the delivery of a variety of programs
and services.
3. Ability to supervise and direct volunteers, paid staff members and contractual employees in the
delivery of event programs and services.
4. Ability to work with diverse groups of people from a broad variety of social, economic, racial,
ethnic and cultural backgrounds.
5. Ability to move about frequently.
6. Ability to sit for extended periods of time while performing administrative functions within the
office.
7. Ability to lift and carry objects up to 50 lbs.
8. Ability to operate a personal computer keyboard andother office functions.
9. Regular attendance on the job and at the work site is required.
10. Travel within the United States by car, truck or plane will be required.
Minimum Qualifications
1. Graduation from an accredited college or University with at least a Bachelor's Degree in
Marketing, Management, Public Relations, Communications or a related field.
2. At least one year of related professional experience (can include volunteer experience, an
internship or other unpaid experience).
3. Ability to use independent judgment to formulate ideas.
4. Ability to communicate both orally and in writing.
5. Ability to establish and maintain excellent relationships with members of the public, co-workers,
community groups, businesses and organizations.
6. Proficiency with computers, word processors and other office equipment with experience using
a variety of communications, data and image management software programs including
QuickBooks and digital scheduling software.
7. Must have current Iowa Driver's License and satisfactory driving record based on the City of
Waterloo driving record point system. A class D license with endorsement 2 for driving. non-
commercial vehicles weighing up to 26,000 lbs. will be required.
8. Following a conditional offer of employment, a candidate may be required to demonstrate
he/she is able to perform the essential functions of this job classification. The City of Waterloo
reserves the right to require physical examination, including drug test, by a physician of the
City's choice to determine if an applicant is capable of performing the essential functions of the
job. The City reserves the right to conduct a background investigation including employment
and criminal history check.
9. Required to submit to and successfully pass oral and interview examinations.
Work Schedule
Generally 9:00-6:OOpm Monday -Friday. Occasional weekend and evening hours especially during
summer months. Must be available for meetings or activities that require the attendance of the Events
Coordinator.
PERSONNEL. REQUISITION FORM
Check as applicable: ® To start recruiting or civil service process and/or M To fill a vacancy
Active Civil Service List Expires:
A proposed job description and questionnaire must accompany this form at time of submission to
Human Resources.
6722-41
Position Title: Events Coordinator Department: Cultural & Arts
Reports To: Director Work Location: Waterloo Center for the Arts
Employment Status: Z Regular Full Time ❑ Temporary Full Time from to
Regular Part Time ❑ Temporary Part Time from to
Regular 7 -Month ❑ Intern/Co-op Student from to
Type of Position:
Civil Service Position: ►1 Yes ❑ No
Bargaining Position: ❑ Yes ►1 No
Bargaining Group:
Non -bargaining Position: Yes ❑ No
►1
Complete the following if the requisition is to fill a vacancy:
❑ New Position or
Recommended Recruitment Sources:
Internal Posting Only
Z Internal Posting and External Advertising
Z Replacement Position for: Carrie Gleason,Events Coordinator
(Specify " ;' of former incumbent)
Date incumbent terminated employment: 7/5/17 Date of final payout: 7/21/17
Anticipated start date: ASAP No. of hours/week: 40 Work schedule: Mon -Fri, 9am-6pm; some eve & wknd
Justification of need for position: WCA hosts over 1000 events and meetings each year. The Events Coordinator is
responsible for promoting event rentals, planning and implementing special events, booking private events, managing
associated building schedules and calendars, overseeing facilities staff, and other related duties.
What are the likely consequences if the position is not filled? Services offered would be reduced and the facility
would not be able to be utilized by the public to the extent which it currently is. Revenues would also be reduced.
APPROVALS
Annual salary requirements: $43,680 Hourly Rate: $21.00 Benefits: $24,320
(Payroll taxes, pension, health ins.- assuming family)
Is position budgeted for this and future FYs? ►1 Yes ❑ No If no, how will position be funded?
Approved subject to the following conditions:
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CITY OF WATERLOO
Council Communication
Chief of Police request for authorization to promote a Sergeant to the rank of Police Lieutenant from the
current civil service list.
City Council Meeting: 7/10/2017
Prepared: 7/5/2017
REVIEWERS:
Department Reviewer Action Date
Police Department Krogh, Frank Approved 7/5/2017 - 12:19 PM
Clerk Office Higby, Nancy Rejected 7/5/2017 - 12:22 PM
Police Department Krogh, Frank Approved 7/5/2017 - 12:30 PM
Clerk Office Even, LeAnn Approved 7/5/2017 - 2:07 PM
ATTACHMENTS:
Description Type
❑ Personnel Requisition Lieutenant Cover Memo
SUBJECT:
Submitted by:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Chief of Police request for authorization to promote a Sergeant to the rank
of Police Lieutenant from the current civil service list.
Submitted By: Captain Frank Krogh
approval to promote a Sergeant to the rank of Police Lieutenant.
The Police Department currently has an open position for the rank of
Lieutenant. We are asking to promote a Sergeant from the certified civil
service list to the rank of Police Lieutenant.
None
N/A
Without the promotion it will jeopardize the Police Departments ability to
fully staff creating a safety issue for both Officers and the general public and
create overtime.
PERSONNEL REQUISITION FORM RECEIVED MAY 2017
Check as applicable: ❑ To start recruiting or civil service process and/or ® To fill a vacancy
A proposed job description and questionnaire must accompany this form at time of submission to
Human Resources.
**************************************************************************************************
Position Title: Police Lieutenant Department: Waterloo Police Department
Reports To: Police Chief Work Location: City of Waterloo
Employment Status: ® Regular Full Time ❑ Temporary Full Time from to
❑ Regular Part Time ❑ Temporary Part Time from to
❑ Regular 7 -Month ❑ Intern/Co-op Student from to
Type of Position:
Civil Service Position:
Bargaining Position:
Non -bargaining Position:
® Yes
® Yes
❑ Yes
111 No
❑ No
❑ No
Recommended Recruitment Sources:.
® Internal Posting Only
❑ Internal Posting and External Advertising
*************:***********************************************************************************
Complete the following if the requisition is to fill a vacancy:
❑ New Position or ® Replacement Position for: Vacant Position
(Specify name of former incumbent)
If replacement, former incumbent: Retired/Resigned/Terminated n Transferred ❑ Promoted
Date incumbent terminated employment/final payout: 2/21/17
Anticipated start date: As Soon as Possible No. of hours/week: 40 Work schedule: 5/2
Annual salary requirements: $83,491.00 is position budgeted for this and future FYs? ® Yes ❑ No
If no, how will position be funded? General Funds
Justification of need for position: The Waterloo Police Department currently has a vacancy for Police Lieutenant.
Police Lieutenants serve as Watch and Unit. Commanders throughout the Police Department. They are responsible
for day-to-day operations of their respective units and a'variety of other tasks, including grant management, staffing,
discipline, recall, extra duty and special events. In order to reduce recall for out of rank pay it is imperative we
replace this position as soon as possible.
What are the likely consequences if the position is not filled? There would be increased overtime and out of rank
pay to back fill for this vacant position. Duties of this staff position would have to be reassigned to other staff
members not working in that unit or division.
APPROVALS
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Approved subject to die following conditions:
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CITY OF WATERLOO
Council Communication
Chief of Police request for authorization to promote a Police Officer to the rank of Police Sergeant from the
current civil service list.
City Council Meeting: 7/10/2017
Prepared: 7/5/2017
REVIEWERS:
Department Reviewer Action Date
Police Department Krogh, Frank Approved 7/5/2017 - 12:40 PM
Clerk Office Even, LeAnn Approved 7/5/2017 - 2:06 PM
ATTACHMENTS:
Description Type
❑ Personnel Requisition for Sergeant Cover Memo
SUBJECT:
Submitted by:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Chief of Police request for authorization to promote a Police Officer to the
rank of Police Sergeant from the current civil service list.
Submitted By: Captain Frank Krogh
approval to promote a Police Officer to the rank of Police Sergeant.
The Police Department currently has an open position for the rank of
Lieutenant. We are asking to promote a Sergeant from the certified civil
service list to the rank of Police Lieutenant. This promotion will cause an
open position for the rank of Sergeant. We are asking to fill this open
position and promote a Police Officer to the rank of Sergeant.
None
N/A
Without the promotion it will jeopardize the Police Departments ability to
fully staff creating a safety issue for both Officers and the general public and
create overtime.
PERSONNEL REQUISITION FORM
Check as applicable: ❑ To start recruiting or civil service process and/or
® To fill a vacancy
osedjob description and questionnaire accompany this form at time of submission to
A. prop j
**a,********************************** ***************************** *********************Roman Resources.
int*****
Department: Waterloo Police De artm
Position Title: Police Ser � eant
Reports To: Police Chief
Work Location: Cit of Waterloo
®Full Time from to
Regular Full Time 0 Temporary to
Em to mint Status: 0 Regular Part Time 0 Temporary Part Time from
0 Regular 7 -Month ❑
Intern/Co-op Student from to
Recommended Recruitment Sources:
C1�Pace Position:
o ❑ No ® Internal Posting Only
® Yes
Civil Service P Position:
® Yes ❑ No ❑ Internal Posting and External Advertising
Bargaining Position:
Non -bargaining
Position: 0 Yes0 No
********:*:**************************************************************************************
Complete the following if the requisition is to fill a vacancy:
0 New Position or ® Replacement Position for: Vacant Position
(Specify name of former incumbent)
If re lacement, former incumbent: Retired/Resigned/Terminated ❑ Transferred 0 Promoted
p
Date incumbent terminated employment/final payout: 2/21117
Work schedule: 512
Anticipated start date: As Soon as Possible No, of hours/week: 40 ❑ No
Annual salary requirements: $75 776.00 is position budgeted for this and future FYs? ® Yes
If no, how will position be funded? General Funds
urrently has a vacancy
or Police Lieutenant.
Justification of need for position: The Waterloo Police Department the Police Department. fWe have requested to
Police Lieutenants serve as Watch and Unit Commanders throughout
d on.
filFirst l 1 a vacancy in the rank of Lieutenant which will leave a Sergeant position open when
enfxt ise pro Patrol tion is acten order
The Sergeant's position is very important because ahe�y ewetreplace this positione as soon as possible.
to reduce recall for the rank of Sergeant it is imp
What
are the likely consequences if the position is not filled? There would
Officers causing vebii ty and safetck fill
for this vacant position. We would lack adequate Supervision for thePatrol
issues for the city. APPROVALS
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Approved subject to the following conditions: ;.,:,
RECEIVED MAY 2 6 2017
Submitting Department Head
Chief Financial Officer
Date Mayor
Date Human Resou
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