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Home My WebLink AboutCouncil Packet - 9/5/2017HUMAN RESO UR CES COMMITTEE 5:00 PM, September 5, 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 from Waste Management Services Director for authorization to begin Civil Service process to create a list and make appointment for a CMOM Coordinator. 2. Request from Waste Management Services Director to initiate the Civil Service process to fill a position of Instrument Control Technician (ICT). 3. Request from Waste Management Services Director to initiate the process to fill a position and make an appointment for Assistant Director, Collection Systems/Maintenance. Adjournment Kelley Felchle City Clerk CITY OF WATERLOO Council Communication Request from Waste Management Services Director for authorization to begin Civil Service process to create a list and make appointment for a CMOM Coordinator. City Council Meeting: 9/5/2017 Prepared: 8/25/2017 REVIEWERS: Department Waste Management Clerk Office Waste Management Waste Management Waste Management Clerk Office ATTACHMENTS: Description • psnl req cmom coord D cmom questions D cmom job description SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Reviewer Hoambrecker, Steven Higby, Nancy Higby, Nancy Russell, Evelyn Hoambrecker, Steven Higby, Nancy Action Approved Rej ected Rej ected Approved Approved Approved Type Cover Memo Cover Memo Cover Memo D ate 8/28/2017 - 3:39 PM 8/30/2017 - 10:25 AM 8/30/2017 - 10:25 AM 8/30/2017 - 11:11 AM 8/30/2017 - 11:53 AM 8/30/2017 - 11:55 AM Request from Waste Management Services Director for authorization to begin Civil Service process to create a list and make appointment for a CMOM Coordinator. Submitted By: Steven Hoambrecker, Director Waste Management Services Motion to approve request from Waste Management Services Director to initiate the Civil Service process to fill a position of CMOM Coordinator at the Waste Management Services Department. Upon approval of a certified list I also request approval to make an appointment from that list directly to Council pending pre-employment physical and drug testing. Background Information: Check as applicable: RECEIVED AUG 14 2017 PERSONNEL REQUISITION FORM x 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: (NOM C.nord i n ltoi Department: WMSD Reports To: Collection System. Supervisor Work Location: WMSD L'.ip3t]j_ment Status: Z Regular Full Time ❑ Regular Part Time ❑ Regular 7 -Month Type of Position: Civil Service Position: ® Yes Bargaining Position: ® Yes Non -bargaining Position: ❑ Yes ❑ Temporary Full Time from ❑ Temporary Part Time from n Intern/Co-op Student from ❑ No ❑ No ® No Recommended Recruitment Sources: Internal Posting Only ❑] Internal Posting and External Advertising ii ************************************************************************************************* Complete the following if the requisition is to fill a vacancy: ® New Position or ® Replacement Position for: Note:: Will replace C vIOM Specialist Postcon _ (Specify name of forint incumbent) If replacement, former incumbent: ❑ Retired/Resigned/Terminated ❑ Transferred ❑ Promoted Date incumbent terminated employment: _ Date of final payout: Anticipated start date: ASAP No. of hours/week: 40 Work schedule: Mon - Fri 7 am to 3 pm Annual salary requirements: x62 3l 6.80 Is position budgeted for this and future. FYs? E Yes ® No If no, how, 11 position be funded? The former positon of CMOM Specialist is being restructured to CMOM Coordinator. "I his position will continue to per rbrrn many of the same duties but will be a Civil Service/Bargaining position. Funds for this position are available from the unused monies of the CMOM Specialist. Justification orneed ,ed for position: A supervisory/foreman level position is needed to oversee the CMOM program which Is responsible for compliance with the Consent Decree. It is proposed to eliminate the current (vacant) CMOM Specialist position and create a new CMOM Coordinator position at the foreman's pay level. ti3'lti_iE are the lil.ely, consequences i P' the position is not lilted'? The only other CMOM position is the CMOM Technician positon and that person has been perfortning both the duties and responsibilities ofthe CMOM Specialist and the Technician. Failure to till the Supervisory related positon would more than likely result in that person finding another position and create a major void in the system compliance with CMOM/Consent Decree requirements. Approved subject to the following conditions: APPROVALS irialrrh(inr Deparlsnen t Date Mayor g/7�7 Date ch'rc4t 1 i:r nc uI C?ftic 1/(;(,,;/ 6"-/? -r7 7 uman Resources tt irector Date Date PERSONNEL REQUISITION CMOM COORDINATOR WASTE MANAGEMENT SERVICES DEPT 8/7/17 (1) What are the key job responsibilities of this position? Oversee the CMOMprogram and Consent Decree Paperwork for the City of Waterloo. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? No, we have no one with needed skills (3) How is the work of this position being accomplished now? The majority of this work was to be completed by the CMOM Specialist position which is by this move being converted to the CMOM Coordinator position and has been handled by the CMOM Technician acting in an upgraded role. (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? Ensure compliance with CMOMprogram and Consent Decree requirements regarding EPA/IDNR regulations (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? Having this position filled will in part ensure compliance with requirement of the Consent Decree, minimizing present andfuture potential fines established in the Consent Decree. (7) (8) (9) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? Currently approximately 75-100 hours per year of OT/Comp time is being spent The majority of that occurs during quarterly reporting periods. The amount of OT is expected to remain high until the Colelction Systems Supervisor position is refilled. How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. There have been increased demands put on the department by EPA/IDNR consent decree requirements. If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. Only portions of the CMOMprogram will be accomplished Cost may come in the form of fines. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? At present we don't if allowed to hire we will attempt to make needed adjustments. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? Yes, but would not be recommended With the amount of time required, it is anticipated the city would pay much more at a contracted rate. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? High (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? It follows the objective of being in compliance with state and federal regulations. Most notably would be Goal #3, specifically strategy 3.4 "Identify and implement proven cost and resource saving measures" 3.5 streamline efforts and improve efficiency in City operations': CAPACITY MANAGEMENT, OPERATION & MAINTENANCE (CMOM) COORDINATOR DEPARTMENT SALARY FL SA CIVIL SERVICE BARGAINING UNIT • • • WASTE MANAGEMENT SERVICES $29.96 per hour (FY 18 wage rate) NON-EXEMPT INCLUDED MUNICIPAL EMPLOYEES LOCAL #177 GENERAL STATEMENT OF DUTIES Technical position responsible for the ongoing development and implementation of the Capacity Management, Operation & Maintenance (CMOM) Program for the sanitary and storm sewer systems. This includes but is not limited to: providing regular reports and documentation regarding results of analysis performed on the systems and making recommendations to the Waste Management Director in accordance with the City of Waterloo Condition Assessment Program. The work is performed under the general direction of the Waste Management Director and/or Assistant Director Collection Systems and Maintenance, but considerable leeway is granted for the exercise of independent judgment and initiative. No direct supervisory responsibilities, however; will be responsible for providing recommendations to Collections Systems Supervisor and sewer maintenance crews regarding areas to clean and televise. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Assists in establishing programs and works with other City of Waterloo and Black Hawk County departments to collect necessary data and works in coordination with the Engineering Department in implementing Storm Water Pollution Prevention Plan (SWPPP) compliance. 2. Works with Collection Systems Supervisor to establishes standard inspection criteria for sanitary and storm sewers and all associated equipment and structures. 3. Analyzes visual data and performs ratings of sewer pipes based on the physical condition of the pipes and a pipe rating system, enters resulting data into a specialized computer program and assures the data is saved and stored. 4. Supplies technical data and uses multiple maps to locate sewer lines for contracted engineering firms and other City departments. 5. Generates a schedule for systematic televising programs in compliance with the CMOM requirements and establishes and assures implementation of a man-hour accounting/work order system. 6. Assists with updating the CMOM Manual, Hydraulic Model and Master Plan for the sanitary sewer system. 7 Assists in reviewing and documenting capital improvements needed for the sanitary sewer system. 8. Coordinates assignments for or completes data collection, reviews collected data for completeness, processes data and generates required reports for State and Federal government agencies. 9. Conducts field inspections of the sanitary and storm sewers. 10. Trains employees in Waste Management and other City departments involved in implementing CMOM operating procedures. 11. Works with EPA/IDNR to insure Citywide compliance with all applicable policies, procedures, rules and regulations of the CMOM Program. 12. Works with department and City staff to develop public information programs. 13. Compiles reports, performs data entry and completes forms on personal computer using the applicable software. 14. Works inside and outside to conduct field inspections of sewer systems and attend meetings; operates passenger -type vehicle to visit inspection sites; works in a variety of weather extremes, excessive noise, mechanical hazards; work environment may be dusty and dirty; terrain may be wet, slippery or uneven. 15. May assist in answering telephone customer service calls, completing reports and servicing calls or informing supervisor of requests and inquiries. 16. Works independently and with others with minimal supervision. 17. Performs work of a repetitive nature and varied workload pace. 18. Attends work regularly at the designated place and time. 19. Performs all work duties and activities in accordance with OSHA, City and Waste Management Services policies, procedures and safety rules and regulations. 20. Performs all other related duties as assigned. REQUIRED KNOWLEDGE & ABILITIES 1. Knowledge of the principles and practices of engineering as applied to the maintenance and inspection of storm and sanitary sewers and related structures and equipment. 2. Knowledge of the sanitary sewers as it relates to appropriate physical condition and ability to visually assess and rate the condition of the sewer lines. 3. Ability to locate sewer lines as requested for sewer maintenance, engineering firms and other City departments. 4. Ability to learn City streets layout and sewer system lines. 5. Ability to keep work logs and prepare timely and understandable notices for non- compliance with related rules and regulations. 6. Ability to function with independent judgment and skill to plan, assist and monitor the work of others as it relates to CMOM, to set up a televising schedule for sanitary sewer lines in compliance with CMOM requirements and to recognize and solve problems as they occur. 7 Ability to present materials and information in good report form, complete forms and perform required record keeping; ability to develop written reports utilizing computerized data compiled from inspections. 8. Skilled in use of personal computer and database knowledge. 9. Ability to communicate orally and in writing to read, analyze, record and interpret complex technical data and computations, review materials on a variety of sewer projects, present facts and findings, give advice and recommendations and respond to questions from the public, engineers, contractors and coworkers tactfully and promptly, in a clear, concise and easily understandable manner. 10. Ability to communicate effectively and maintain working relationships with other City employees, supervisors, public officials and other government agencies. 11. Ability to safely operate passenger vehicle. 12. Knowledge of occupational hazards and ability to enforce appropriate safety precautions when working at inspection sites. 13. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. Graduate from an accredited college or university preferably with a degree in a communication science related degree with minimal of 1 year related experience. OR Graduate of a technical school or community college with an Associate of Applied Science Degree in Civil Engineering Technology or a directly equivalent degree and prefer minimum of three (3) years experience in public works inspection OR High school graduate/GED with minimum of (5) years experience in wastewater collections systems inspection related services. WITH Any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the essential functions of the position effectively with a preference given for demonstrated performance capabilities to establish plans and put together detailed comprehensive reports. 2. Significant data entry experience. 3. Excellent writing skills as evidenced by education and/or work experience. 4. Significant experience working with sanitary sewer systems. 5. Iowa Driver's License and good driving record based on City of Waterloo driver performance criteria. A candidate with any of the following will not be considered for employment: loss of license for any reason during the period of candidacy for employment, if the candidate remains without a valid, current license for the position when the City issues an offer of employment; loss of license, plea of guilty, plea of no contest or its equivalent or conviction for OWI, reckless driving or other major moving violation within the previous five years; four or more citations for moving violations within the previous three-year period, excluding speeding violations of 10 mph or less over the posted speed limit; three or more citations for moving violations within the previous one-year period. After appointment to the position, disciplinary action or continuing employment status may be reviewed for the following: four or more moving violations within the previous three years, three or more moving violations within the previous one year or loss of license or conviction for OWI, reckless driving or other major moving violation within the previous five years; two or more at -fault accidents within a three-year period while driving on City business. An applicant's driving record will be reviewed prior to an offer of employment and at least annually after hire. ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without accommodations. 1. Sufficient speech and hearing to understand and give verbal instructions, respond to questions from the public, public officials and contractors, engineers and other employees, in person, over the telephone or over a radio; also, to hear traffic in work areas. 2. Sufficient vision and manual dexterity that permits the employee to operate a personal computer, review inspection sites, review video tapes of televised sewer lines, handle files and perform other administrative and technical duties; must be able to spend a significant number of hours viewing and analyzing videos of sewer lines and performing the necessary data entry. 3. Sufficient color vision and depth perception to discern pipe defects. 4. Sufficient personal mobility that permits the employee to safely operate a passenger vehicle, travel inside and outside in all weather, review inspection sites and attend meetings at various locations throughout the City. MISCELLANEOUS 1. Required to wear personal protective equipment as needed such as safety glasses, safety shoes and safety vest and ability to observe and enforce appropriate safety precautions. 2. 2. The City of Waterloo reserves the right to conduct a background investigation including employment, education and criminal history checks on any applicant being considered for this position. 3. Must submit to and pass Civil Service examination procedures including a panel interview and written examination. WORK SCHEDULE Generally Monday -Friday 7:00 a.m.-3:00 p.m. with 20 minute paid lunch. CITY OF WATERLOO Council Communication Request from Waste Management Services Director to initiate the Civil Service process to fill a position of Instrument Control Technician (ICT) City Council Meeting: 9/5/2017 Prepared: 8/25/2017 REVIEWERS: Department Waste Management Clerk Office Waste Management Waste Management Waste Management Clerk Office ATTACHMENTS: Description D psnl requisition ICT D ict questions D ict job description SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Reviewer Hoambrecker, Steven Higby, Nancy Higby, Nancy Russell, Evelyn Hoambrecker, Steven Higby, Nancy Action Approved Rej ected Rej ected Approved Approved Approved Type Cover Memo Cover Memo Cover Memo D ate 8/28/2017 - 3:39 PM 8/30/2017 - 10:25 AM 8/30/2017 - 10:25 AM 8/30/2017 - 11:12 AM 8/30/2017 - 11:53 AM 8/30/2017 - 11:55 AM Request from Waste Management Services Director to initiate the Civil Service process to fill a position of Instrument Control Technician (ICT). Submitted By:Steven Hoambrecker, Director, Waste Management Services Motion to approve request from Waste Management Services Director Request from Waste Management Services Director to initiate the Civil Service process to fill a position of Instrument Control Technician (ICT) at the Waste Management Services Department. Upon approval of a certified list I also request approval to make an appointment from that list directly to Council pending pre-employment physical and drug testing. Background Information: PERSONNEL REQUISITION FORM Check as applicable: ® To start recruiting or civil service process and/or ® To fill a vacancy n Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of sub Human Resources. t, RECEIVED AUG 14 2017 ****v **+. c°\1 - Position Title: Instrument Control Technician (y.:"1') Department: Waste Mantis etnen w ices Reports To: !CT Foreman Work Location: 3505 Easton Ave Employment Status: Type of Position: Civil Service Position: Bargaining Position: Bargaining Group: 177 Non -bargaining Position: ® Regular Full Time ❑ Regular Part Time ❑ Regular 7 -Month ® Yes ® Yes Lf Temporary Full Time from Temporary Part Time from ❑ Intern/Co-op Student from 0 !‘,, to to Recommended Recruitment Sources: ❑ No J Internal Posting Only ❑ No D Internal Posting and External Advertising ❑ Yes ❑ No 6 Complete the following if the requisition is to fill a vacancy: ❑ New Position or ® Replacement Position for: One of 3 current 1(.2•1" of which I will fill the ICT Forman (Specify ntnrsc and title of former incumhent) Date incumbent terminated employment: Date of final payout: Anticipated start date: 11/1/17 No. of hours/week: 40 Work schedule: 7-3 Justification of need for position: We are in the process of filling the position of the ICT Foreman internally which will create a vacancy in this position. The ICT staff consists of 3 ICTs and an ICT foreman. It is important to be fully staffed to maintain equipment, especially with the new upgrade in our SCADA system. What are the likely consequences if the position is not filled? Duties will continue to be done but some delay will continue to be realized by the lack of the third TCT. APPROVALS Annual salary requirements: 56,888 Hourly Rate: $27.35 Benefits: 2-7;315 1,:` g6" Is position budgeted for this and future FYs? (Payroll taxes, pension, health ins.- assuming family) ® Yes ❑ No If no, how will position be funded? Approved subject to the following conditions: !P" / </ • Submitting Ieparlmen(— fe.)// )Ells C.irieFinancial Officer Human Resources COM mittcc Citairpers('on Created 8/7/2014 Date Date r4 )•_ Mayor.' _rty-eterk!Flum Resources Director Date Date PERSONNEL REQUISITION Instrumentation Control Technician The following questions are provided as guidelines to assist you in developing your rational for the position of Instrumentation Control Technician in the Waste Services Management Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. (1) What are the key job responsibilities of this position? Install/maintain electrical and electronic equipment systems for multiplex Dept. activities. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? Not Certified/Qualified (3) How is the work of this position being accomplished now? With (2) ICT'S and Foremen. (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes (+) (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? With the degree of automation and electrical and electronic controls it is critical to have another person on board to maintain service levels at adequate status. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? No revenues, may save considerable cost if we can keep maintenance of systems current in all areas. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? Less than 10 hours per week unless emergency on call report in flood or major emergency could accumulate very quickly. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. Instrumentation controls systems are increasingly becoming status quo in operating waste water systems. We have added several lift stations and are currently upgrading our SCADA systems. ICT personnel are critical for properly maintaining these sytesms. (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. Cost est. more but no way to tell. In this area this is the epitome of "Risk Management" (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? In today's situation we currently would have one ICT on duty would utilize mechanic or possibly request help for Sign/Traffic or outside contractor. Both would be at risk and the latter would be 2x cost factor. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? It would be possible. Last "study" was 2x current overall costs. With more people (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? Critical/ required. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? It follows the objective being in compliance with state and federal regulations. Most notably would be Goal #3, specifically strategy 3.4 "Identify and implement proven cost and resource saving measures" 3.5 "streamline efforts and improve efficiency in City operations".. INSTRUMENT CONTROL TECHNICIAN ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING Assists in electrical and electronic installation and major mechanical repair of pumps, engines, motors and other auxiliary equipment; instructs other plant personnel in proper methods of electrical maintenance and repair; assists in rewiring and rebuilding controls for conformance to instructions and applicable electrical standards; keeps daily log sheets and records of work performed, prepares written reports and completes forms; assists in performing administrative duties including inventory accountability record keeping and assures equipment and tools are serviced and maintained in safe and proper working order at all times; applies electronic theory, diagnoses malfunctions and performs necessary repair work on pre -timed electronic controllers and other related equipment; enters and works in confined spaces; lifts, moves, carries, pushes and pulls heavy objects; works around mechanical and electrical hazards; faces exposure to toxic and explosive gases; works in excessive noise, poor visibility, limited mobility; dirty and possibly infectious environments in all weather conditions for extended periods of time; performs work of a repetitive nature and varied workload pace; works independently and with others with minimum supervision; attends work regularly at the designated place and time; performs all work duties and activities in accordance with City policies and procedures and OSHA, City and Waste Management Services safety rules and regulations; performs all other related duties as assigned. ACCEPTABLE EXPERIENCE AND TRAINING: High school graduate/GEC; minimum of seven years combination of experience in electrical construction and installation, computer installation and repair, installation and repair of motor control systems supplemented with courses in electrical shop work, electronics technology or other related vocational instruction or any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the work; work must be verifiable; prefer current City of Waterloo electrical license; Iowa Driver's License and good driving performance criteria; must obtain Class A or B Commercial Driver's License within 120 days of employment; subject to Department of Transportation drug and alcohol testing including pre-employment, post -accident, random and return- to-duty/follow-up testing; must become respirator certified and trained regarding Permit Required Confined Space Program as required; must become certified in CPR and First Aid as required by department; must comply with City of Waterloo residency policy for critical employees (must live within 10 mile radius of Waterloo City HII) by end of four-month probation period. Must maintain a local telephone number where can be contacted quickly. REQUIRED KNOWLEDGE AND ABILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING: Knowledge of the standard methods, practices, tools, equipment, materials and terminology used in construction, installation, maintenance and repair of electrical and electronic equipment and systems; ability to access and repair complex electrical and electronic control problems using appropriate tools, materials and procedures; ability to work from plans, blueprints and verbal instructions; ability to read, analyze and record complex technical data and computations; thorough knowledge of occupational hazards associated with and the safety precautions necessary in the maintenance of electrical and electronic systems; ability to limit exposures to infectious waste, toxic and explosive gases; ability to observe and enforce appropriate safety rules and regulations; ability to exercise technical and independent judgment in making recommendations on electrical and electronic problems and in completing assigned and unassigned work projects; ability to consult and communicate orally and in writing with contractors, coworkers, supervisors and other City maintenance personnel regarding specialized needs; ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds; ability to fill in for Instrumentation Control Foreman in their absence. Following a conditional offer of employment, a physical examination and drug test is required. CITY OF WATERLOO Council Communication Request from Waste Management Services Director to initiate the process to fill a position and make an appointment for Assistant Director, Collection Systems/Maintenance. City Council Meeting: 9/5/2017 Prepared: 8/28/2017 REVIEWERS: Department Reviewer Action Date Waste Management Hoambrecker, Steven Approved 8/28/2017 - 3:40 PM Clerk Office Higby, Nancy Rejected 8/30/2017 - 10:26 AM Waste Management Higby, Nancy Rejected 8/30/2017 - 10:26 AM Waste Management Russell, Evelyn Approved 8/30/2017 - 11:15 AM Waste Management Hoambrecker, Steven Approved 8/30/2017 - 11:53 AM Clerk Office Higby, Nancy Approved 8/30/2017 - 11:55 AM ATTACHMENTS: Description Type • Assistant Director Collection Sys Questions Cover Memo • Assistant Director Collections Sys Job Descripton Cover Memo D personnel requisition Cover Memo SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Request from Waste Management Services Director to initiate the process to fill a position and make an appointment for Assistant Director, Collection Systems/Maintenance. Submitted By: Steven Hoambrecker, Director, Waste Management Services Motion to approve request from Waste Management Services Director Request from Waste Management Services Director to initiate the process to fill a position of Collection systems/Maintenance Supervisor at the Waste Management Services Department. Upon approval of a list I also request approval to make an appointment from that list directly to Council. Background Information: PERSONNEL REQUISITION ASSISTANT DIRECTOR COLLECTION SYSTEMS/MAINTENANCE SUPERVISOR The following questions are provided as guidelines to assist you in developing your rational for the position of ASSISTANT DIRECTOR COLLECTION SYSTEMS/MAINTENANCE SUPERVISOR in the Waste Management Services Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. Supplemental recommended job title change comment: I am suggesting that the job title be upgraded to add Assistant Director, primarily to potentially better attract candidates. That essential job duty was already in the job description. (1) What are the key job responsibilities of this position? This position mainly will be responsible for coordination and supervision of all maintenance functions of the City's CMOM program including storm and sanitary waste water collection systems and waste water treatment plant. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? No, not really. Related work must either not receive the attention it deserves or attempt to be accomplished by the director. (3) How is the work of this position being accomplished now? It is being covered on an as needed basis, but not to the level and completeness it could be if filled. (4) Are the filled positions in your department currently being utilized to their maximum potential? It has been proven that filling of this position will actually improve overall operational efficiencies by improved supervision of the collection system operation. (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? In a short term basis, it will enable the Director to be less involved in direct oversight of aspects of the management and enable more focus on the departments overall big picture needs. In the long term, it is expected that with the Director expecting to retire within the next 5 years, filling of this position will potentially enable this person to be groomed to fill the Director's position (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? Direct cost savings would be difficult to predict, the majority of cost savings would be noticed in efficiency improvement in maintenance activities and improved oversight of overall maintenance activities. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? No real way to identify. A minimal amount could be saved for any OT being obtained by the CMOM (Specialist/Technician) position that might not be incurred with that position as this position would not be entitled to OT. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. Most notably would be the Consent Decree and CMOM program. Filling of this position will assist in the management oversight that will better insure compliance and avoidance of future penalties. (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. This is difficult to accurately predict; however, most notably will be a retarded progression of completeness and delayed activities to enable proper implementation of the CMOM program. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? The incumbent had not been here long enough to acquire vacation, however; those duties would be covered in a diluted fashion as much as time allows with other work load. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? I would say direct outsourcing is not applicable; however, potentially less outsourcing to consultants could be reduced depending upon the person's expertise and capabilities. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? Extremely high, other than local system knowledge, that type of leadership - capabilities is generally lacking with current personnel. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? Most notably would be Goal #3, specifically strategy 3.4 "Identify and implement proven cost and resource saving measures" 3.5 streamline efforts and improve efficiency in City operations". Filling of this position will provide more direct oversight with observations and associated recommendations to potentially improve overall work productivity. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. ASSISTANT DIRECTOR COLLECTION SYSTEMS/MAINTENANCE SUPERVISOR DEPARTMENT SALARY/GRADE FLSA • CIVIL SERVICE • BARGAINING UNIT • • • • WASTE MANAGEMENT SERVICES EXEMPT EXCLUDED NON -BARGAINING GENERAL STATEMENT OF DUTIES Assistant Department Head position responsible for coordination and supervision of all maintenance functions of the City's CMOM program including storm and sanitary waste water collection systems and waste water treatment plant The work is performed under the general direction of the Waste Management Services Director, but considerable leeway is granted for the exercise of independent judgment and initiative. Directly supervises employees in Sanitary -Storm Sewer Maintenance and CMOM associated programs. Will act on behalf of Director in his absence. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Develops and implements an ongoing preventive maintenance program for all wastewater and sewer structures and facilities. 2. Coordinates and inspects the maintenance and repair of the collection system, lift stations, flood control system and waste water treatment plant. 3. Plans and supervises the maintenance, upkeep and repair of department machinery and equipment. 4. Assists with capital improvements planning, costing and construction planning. 5. Assists Waste Management Services Director in ensuring all related maintenance programs are in compliance with regulatory guidelines. 6. Plans, coordinates and supervises plant and sewer maintenance employees and contractors in scheduled and emergency maintenance activities; supervises, plans and provides oversight of the city's CMOM program to insure compliance. 7. Coordinates flood control activities; confers with engineers, developers and the business community about flood control procedures and plans. 8. Assists in the investigation and resolution of citizen complaints regarding flood control, and sewer maintenance. 9. Assists with orienting new employees and solving personnel problems. 10. In coordination with Treatment Operations Supervisor, sets up safety training programs for staff and ensures that all employees receive initial and ongoing safety training including hazardous materials, confined space entry and personal protective equipment training. 11. Performs administrative duties including assisting with budget preparation, union contract administration and personnel evaluations. 12. Approves vacation and other time -off requests and monitors use of sick leave and other absences. 13. Acts as department director , on rotating basis with Treatment Operations Supervisor, in absence of Waste Management Services Director. 14. Compiles reports, performs data entry and completes forms on personal computer using the applicable software. 15. Works independently and with others with minimum supervision. 16. Attends work regularly at the designated place and time. 17. Performs all work duties and activities in accordance with City policies, procedures and OSHA, City and Waste Management Services safety rules and regulations. 18. Performs all other related duties as assigned. REQUIRED KNOWLEDGE & ABILITIES 1. Thorough knowledge of the practices, equipment, materials and methods necessary to maintain a comprehensive waste water collection and treatment system. 2. Basic knowledge of hydraulics and flood control systems. 3. Ability to plan, assign, supervise and review work of subordinate employees. 4. Ability to solve problems and make independent decisions and recommendations that involve flood control, and storm -sanitary sewer maintenance. 5. Ability to review work logs and statistical data and present facts and findings clearly and concisely. 6. Ability to enforce rules, policies and procedures; ability to observe and enforce appropriate safety precautions. 7. Ability to understand, give and carry out written and verbal instructions and respond to questions from supervisors, elected officials and coworkers. 8. Ability to discuss work related issues with the public tactfully and promptly in a clear, concise and easily understandable manner. 9. Ability to complete assigned work without direct supervision. 10. Personal computer skills and ability to learn related software applications, enter and retrieve information on a computer, develop computer- generated reports and update records. 11. Ability to travel inside and outside in all types of weather conditions to review work sites, meet with the public and to attend meetings; will require driving to and from the destination and/or physically moving from one City facility or work site to another. 12. Ability to consult and communicate orally and in writing to read, analyze, record and interpret complex technical data, review materials on a variety of projects, present facts and findings clearly and concisely, give advice and recommendations, and respond to questions by the public, public officials, coworkers and contractors; ability to prepare written reports, complete forms and perform required record keeping. 13. Knowledge of occupational hazards and the safety precautions necessary in sewer maintenance operations. 14. Ability to maintain effective working relationships with other City departments, supervisor and subordinates. 15. Ability to work independently and with others with little or no supervision. 16. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. Graduation from an accredited college or university preferably with a BS in civil or environmental engineering, An alternate degree coupled with extensive municipal related management experience will be considered. 2. A minimum of five (5) preferably ten (10) years responsible professional municipal utilities experience and/or professional engineering experience related to municipal utilities infrastructure planning and development, including demonstrated admini strative leadership. OR 3. Any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the work. 4. Will be expected to obtain a Grade W Collection Systems Iowa DNR License within 1 year of hire. The ability to obtain a Grade IV Wastewater Treatment license within 3 years of hire will be a plus. 5. Iowa Driver's License and good driving record based on City of Waterloo driver performance criteria. ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without accommodation. 1. Sufficient speech and hearing that permits the employee to communicate effectively with coworkers, vendors and contractors in person or over a radio, to understand and give verbal instructions and respond to questions from the public or coworkers. 2. Sufficient personal mobility that permits the employee to operate passenger vehicle (generally a pickup truck) safely in all types of weather and a variety of street conditions and to inspect properties in all areas of the City in response to violations of applicable codes and ordinances. 3. Sufficient vision to operate a passenger vehicle, complete regulatory reports and observe properties for possible code violations. 4. Sufficient manual dexterity that permits the employee to operate a personal computer, handle files and perform other administrative/technical responsibilities. MISCELLANEOUS 1. Willing to comply with City of Waterloo residency policy concerning emergency response time within six month probationary period (must live within ten mile radius of Waterloo City Hall). 2. The City of Waterloo reserves the right to require a physical examination, including a 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 classification. 3. The City of Waterloo will conduct a background investigation including employment, education and criminal history checks on any applicant being considered for this position. 4. Must submit to and pass oral interview. WORK SCHEDULE Generally 7:00 a.m. to 4:00 p.m. Monday through Friday. Hours may vary based on flexible scheduling or needs of the department. Must be available outside of an in addition to these hours for City meetings and emergency activities that require the attendance of the Collection Systems/Maintenance Supervisor. Will also be required to be on call twenty-four hours a day, seven days a week on rotating basis as required by department director. RECEIVED AUG 0 9 2017 PERSONNEL REQUISITION FORM Check as applicable: ❑ To start recruiting or civil service process and/or 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. 11 ********************************************,****************************�,�,**,�******************* « 1�t 'fJlrt,c rui- Position Title: Collection Systems/Maintenance Su0P Department: WMSD Reports To: WSMD Director Work Location: WWTP 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: Recommended Recruitment Sources: Civil Service Position: ❑ Yes ❑ No ❑ Internal Posting Only Bargaining Position: ❑ Yes ❑ No ® Internal Posting and External Advertising Bargaining Group: Non -bargaining Position: ® Yes ❑ No Complete the following if the requisition is to fill a vacancy: ❑ New Position or Replacement Position for: Ryan Broadhead (Specify name and title of former incumbent) cj /1 7 Date incumbent terminated employment: 8/25/17 Date of final payout: t,CP/Olt0 Anticipated start date: 11/1/17 No. of hours/week: 40+ Work schedule: 7 AM to 4 PM Justification of need for position: Covered in Supplemental Questions form What are the likely consequences if the position is not filled? Covered in Supplemental Questions form Annual salary requirements: $85K =/- Is position budgeted for this and future FYs? APPROVALS r Hourly Rate: 40.87 Benefits: 34es �9 73t (Payroll taxes, pension, health ins.- assuming family) Yes ❑ No If no, how will position be funded? Approved subj t to the following conditions: S' lnttiuing I)cpartrttcrfl 1 Ica Chief ',Irian 'al Officer aLt_LAP. D le 8:111'7 Date 6—.7—" Human Resources Committee Chairpg ort Date Created 8/7/2014 Mayor Mayor Ci4 Atr'Human esources Director Date e/7 / Date