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HomeMy WebLinkAboutCouncil Packet - 8/7/2017HUMAN RESO UR CES COMMITTEE 5:05 PM, August 7, 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 the Leisure Services Director for authorization to begin the Civil Service process for the position of Park Maintenance II Construction and make an appointment from the Civil Service list. 2. Request from Interim Public Works Director to begin the Civil Service process and make an appointment for one (1) Clerk II in the Street Department. 3. Request from City Engineer for authorization to begin Civil Service process to create list and make appointment for the Storm Water Specialist position. Adjournment Kelley Felchle City Clerk CITY OF WATERLOO Council Communication Request from the Leisure Services Director for authorization to begin the Civil Service process for the position of Park Maintenance II Construction and make an appointment from the Civil Service list. City Council Meeting: 8/7/2017 Prepared: 7/28/2017 REVIEWERS: Department Leisure Services Clerk Office Reviewer Huting, Paul Higby, Nancy ATTACHMENTS: Description ❑ Pesonnel Requisition form PMII Construction ❑ Job Description PMII Construction D Questions PMII Construction D Org. Chart SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Action Approved Approved Type Cover Memo Cover Memo Cover Memo Backup Material D ate 7/31/2017 - 12:24 PM 7/31/2017 - 5:54 PM Request from the Leisure Services Director for authorization to begin the Civil Service process for the position of Park Maintenance II Construction and make an appointment from the Civil Service list. Submitted By: Paul Huting, Leisure Services Director Recommend approval This request is to fill a funded position that was vacated 7/21/17 due to a resignation. $53,664 annual salary $26,871 annual benefits 010-37-4100-1111- Parks Operating Budget Filling this position would support the City of Waterloo Strategic Plan, strategy 4.5, "Maintain City facilities that support quality of place" and strategy 1.7 "Seek ways to create a live, work, learn, and play environment with amenities that attract and retain population in Waterloo". Using a general contractor or maintenance service for contracted labor would be a more expensive alternative. Background Information: This position is necessary to address maintenance and safety issues in the City's 52 parks and Leisure Services facilities. Duties include park and playground inspections and associated maintenance. Includes rough and finish carpentry, masonry, facilities maintenance and duties as assigned. PERSONNEL REQUISITION FORM R CEIVED JUL 2 5 21)97 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. **x*********xxx**xxxxx********xx***xx***rx Position Title: Park Maintenance 11 Construction Reports To: Facilities/Project Manager Employment Status: ®Regular Full Time n Regular Part Time ❑ Regular 7 -Month **xxx*xx************x*****xxxx**********xxxxx*x Department: Leisure Services Work Location: Leisure Services jJ Temporary Full Time from to ❑Temporary Part Time from to n Intern/Co-op Student from to Type of Position: Recommended Recruitment Sources: Civil Service Position: ® Yes ❑ No ❑ Internal Posting Only Bargaining Position: ® Yes ❑ No ® InternaI Posting and External. Advertising Bargaining Group: Non -bargaining Position: ❑ Yes ® No ************************************************************************************************* Complete the following if the requisition is to fill a vacancy: n New Position or ® Replacement Position for: Kurt Welsh, Park Maintenance II Construction (Specify name and title of former incumbent) If replacement, former incumbent: Retireddesi e erminated f l Transferred n Promoted Date incumbent terminated employment: 7/21/17 Date of final payout: 8/18/17 Anticipated start date: ASAP No. of hours/week: 40 Work schedule: M -F 7-3:30 Justification of need for position: This position is necessary to address maintenance and safety issues in the City's 52 parks and Leisure Services facilities. Duties include park and playground inspections and associated maintenance to include rough and finish carpentry, masonry, facilities maintenance and duties as assigned. What are the likely consequences if the position is not filled? Park maintenance and safety related maintenance will not be completed. APPROVALS Annual salary requirements: $53,664 Hourly Rate: $25.80 Benefits. $26,871 Y:475.—g --- (Payroll `(Payroll taxes, pension, health ins.- assuming family) Is position budgeted for this and future FYs? ® Yes n No If no, how will position be funded? Approved subject to the following conditions: 7:27 Submitting DepartrepAead Date hief Financial UM= Date Created 6/30/2017 Mayor w Human Resour es Director late ate DEPARTMENT SALARY FLSA CIVIL SERVICE BARGAINING UNIT PARK MAINTENANCE II -CONSTRUCTION LEISURE SERVICES $24.80 with $1.00 increase after 6 months NON-EXEMPT INCLUDED MUNICIPAL EMPLOYEES LOCAL #177 GENERAL STATEMENT OF DUTIES Performs construction, maintenance and repair of Leisure Services buildings, structures and facilities. The work is performed under the general direction of the Facilities/Project Manager and supervision of the Construction Foreman but often works independently and with minimum supervision. Supervises seasonal or part-time employees as assigned. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Perforans rough and finish carpentry, masonry and concrete flatwork and general facility maintenance related to construction. 2, installs, maintains and repairs playground equipment, picnic tables, grills, chairs, benches and chain link fences. 3. Prepares and paints Leisure Services structures, facilities, playground equipment and signs. 4, Assists park maintenance crews with mowing and snow removal as needed. 5. Operates light and heavy-duty trucks, tractors, backhoe, trencher, power tools and hand tools and snow removal equipment. 6. Participates in department preventive maintenance program for vehicles and equipment. 7. Responds to questions from the public concerning Leisure Services building maintenance and repair work. 8. May assist other departments with building construction, maintenance projects and snow removal. 9. Directs the work activities of part time and seasonal workers as assigned. 10. Workload varies and may be repetitive. 11. Works independently and with others with minimum supervision. 12. Works outside in all weather conditions; works around mechanical, hydraulic and electrical hazards; work environment is dirty; low visibility during unfavorable weather; operates equipment and tools that cause vibration; noise level is frequently loud; walking surface may be uneven, wet, muddy or slippery. 13. Attends work regularly at the designated place and time. 14. Performs all work duties and activities in accordance with City policies, procedures and OSHA, City and LeisureServices safety rules and regulations. 15. Perforans all other related duties as assigned. REOUIRED KNOWLEDGE & ABILITIES 1. Knowledge of techniques and principles of facilities construction and maintenance. 2. Knowledge of occupational hazards involved with and the safety precautions necessary when performing building maintenance and construction or operating powered equipment and tools. 2. Knowledge of the tools and equipment used in the construction of facilities and buildings. 3. Ability to read, interpret and follow blueprints and plans of the construction trade. 4. Knowledge of and ability to safely operate a variety of machines and equipment including light and heavy duty trucks, tractors, backhoe, trencher, powered and manual tools of the trade. S. Ability to read and understand chemical hazard labels and written or verbal directions of supervisor. 6. Ability to supervise seasonal and part-time employees. 7. Ability to respond to questions and comments from the public tactfully and politely. 8. Ability to communicate effectively and maintain working relationships with other City employees, supervisors and the public. 9. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED. 2. Minimum four years experience in building construction OR Any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the work. 2. Current driver's license and good driving record based on City of Waterloo driver performance criteria. Must obtain Iowa Class A or B Commercial Driver's License within 30 working days of hire date. 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 another major moving violation within the previous Eve 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; a combination of three or more at -fault accidents within a three-year period. An applicant's driving record will be reviewed prior to an offer of employment and at least annually atter hire. ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without reasonable accommodations. 1. Sufficient strength to perform assigned tasks (lifting up to 60 pounds with weight distributed among crew members). 2. Sufficient strength and stamina to perform strenuous activity such as carpentry, masonry and concrete flatwork. 3. Sufficient speech and hearing that permits the employee to communicate effectively with other workers in person or over a radio, and to safely operate equipment. 4. Sufficient depth perception, distance and peripheral vision to safely operate vehicles and equipment in all weather conditions; sufficient dexterity to safely operate powered and manual construction tools and equipment; sufficient hearing to understand verbal instructions, respond to questions from the public and diagnose equipment malfunctions. 5. Sufficient personal mobility that permits the employee to safely operate a variety of motorized and non -motorized park and snow removal equipment in all types of weather. MISCELLANEOUS 1. Must wear personal protective equipment such as safety shoes, safety glasses, hearing protection, hardhat, gloves and safety vest. 2. Must submit to Department of Transportation requirements including pre-employment, post -accident, reasonable suspicion, random and return-to-duty/follow-up alcohol and drug testing. 3. Following a conditional offer of employment, the City of Waterloo requires 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 position, Failure to pass the physical exam and drug test will result in withdrawal of the employment offer. 4. The City of Waterloo will conduct a background investigation including employment and criminal history checks on any applicant being considered for this position. 5. Must submit and. pass Civil Service examination procedures including a panel interview. WORK SCHEDULE Will generally work Monday -Friday 7:00 a.m.-3:30 p.m. with a half-hour unpaid lunch. May be required to work significant overtime on special construction projects and snow removal. PARK MAINTENANCE II CONSTRUCTION DESCRIPTION 13 April 2013 PERSONNEL REQUISITION Park Maintenance 11 Construction The following questions are provided as guidelines to assist you in developing your rational for the position of Park Maintenance 11 Construction in the leisure 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. (1) What are the key job responsibilities of this position? Performs construction, maintenance and repair of Leisure Services buildings, structures and facilities (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? No, by assigning these job responsibilities to other employees would cause other duties not to be completed. (3) How is the work of this position being accomplished now? This work is not getting completed since position was vacated by resignation of former employee (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)? Filling this position would allow for more timely safety and park inspections and maintenance in the city's 52 parks and Leisure Services facilities. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? This position keeps the parks and playgrounds safe reducing the city's liability claims and protects the users of the parks and playgrounds from injury. The maintenance done on facility structures and buildings increases the longevity of their usefulness and increases the time before replacement. (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? It would require 40 hours of overtime or comp to replace this position weekly. (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. The work load and demand for the Park Maintenance II Construction position is constantly increasing every year. Any time a new trail, playground or amenity is added it creates maintenance and inspection requirements. Also the aging of our park system is requiring more maintenance requirements than before. In the last six years the Park Maintenance Construction crew has gone from b employees to 4 without a reduction in workload. (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. The Park Maintenance II Construction position is responsible for safety and maintenance of the park system. By reducing the position by one person creates a 25% reduction in maintenance and safety related inspections and repairs in the city's 52 parks and creates liability issues for the city. Leisure Services would be forced to use overtime and comp to complete work not completed by reduction in staff (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? The Park Maintenance crew prioritizes all responsibilities and completes task based on priority. This method creates a backlog of maintenance concerns that remains uncompleted or repaired (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? This position is required to multitask and change directions at any given time. The employee has to be proficient in all kinds of repairs and maintenance, The repairs usually happen simultaneously during the inspections. This being a skilled trade position I see an increase in cost to the city if this position was outsourced. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? All positions within Leisure Services are important to the safety and the wellbeing of the City as a whole. They work together to achieve a common goal to create a safe and well maintained park system within the city. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? This position impacts Strategy 1.7: Seek ways to create a "live, learn, work and play" environment with amenities that attract and retain population in Waterloo. This position maintains and builds these amenities. This position also impacts Strategy 4.5: Maintain and develop community services and city facilities that support quality of place. This position maintains all Leisure Services facilities to include parks, playgrounds, buildings and structures. Note.,. orwardcoiripeted nest onua0e::ti, Huma4Resources. Department with original copy of:P rso iuei Requisition orm ©e, 0 0 �l FCU J 0 vv U CITY OF WATERLOO Council Communication Request from Interim Public Works Director to begin the Civil Service process and make an appointment for one (1) Clerk II in the Street Department. City Council Meeting: 8/7/2017 Prepared: 8/1/2017 REVIEWERS: Department Reviewer Traffic Operations Even, LeAnn ATTACHMENTS: Description D Job Description Clerk II D Requisition Form D Requisition Response D Organizational Chart SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Action Approved Type Cover Memo Cover Memo Cover Memo Backup Material D ate 8/2/2017 - 1:16 PM Request from Interim Public Works Director to begin the Civil Service process and make an appointment for one (1) Clerk II in the Street Department. Submitted By:Sandie Greco, Interim Public Works Director Approve Request This position is a replacement for a Clerk I retirement in March of 2017. Salary - $45,718.40 Benefits following probation: $23,753.00 Road Use Tax Strategy 2.2 - Enlist all City departments and staff member in efforts to promote a safer community. And Strategy 3.5 - Continue to engage with local public partners to identify cost savings, streamline efforts and improve efficiency in City operation and activities. DEPARTMENT SALARY FLSA CIVIL SERVICE BARGAINING UNIT • • CLERK II CLERK' OFFICE/ POLICE/ ENGINEERING $20.9Iper hour NONEXEMPT INCLUDED TEAMSTERS LOCAL #238 GENERAL STATEMENT OF DIA IES Staff support position responsible for performing a variety of difficult clerical tasks within one of the above departments requiring the use of independent judgement. The work is performed under the general direction of a department head or designee. May direct the work of lower level clerical or temporary employees. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Performs data entry, types correspondence, reports and statistical data. 2, . Collects and compiles statistical data manually and through the use of a computerized system. 3. Greets. the public and answers incoming department phone calls as needed and provides information based on knowledge of department and City policies, regulations and procedures or directs call to proper person. 4, Performs minor bookkeeping and financial record keeping. 5, Collects fees and revenues, prepares receipts and maintains records of revenue/expense transactions. 6, May schedule and assign tasks to subordinate clerks and review their work for accuracy. 7. May prepare and input payroll data and other financial information. 8, May perform accounts receivable, accounts payable or banking functions. 8. Operates personal computer, typewriter, calculator, fax machine and other general office equipment. 9. May interpret technical data, review materials OD a variety of projects and present facts and findings clearly and concisely to a supervisor, coworkers, City officials and the public. 10. May prepare written reports, complete forms and keep files up-to-date. 11. Communicates with the public, City officials and coworkers by telephone and in person. 12. Works under strict time constraints and stressful conditions. 13. Works independently and with others with limited supervision. 14. Attends work regularly at the designated place and time. 15. Performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety rules. 16. Performs other duties as assigned by a supervisor or designee. REQUIRED KNOWLEDGE & ABILITIES 1. Knowledge of Microsoft Office software, in particular Word and Excel (testing of skills will be done). 2. Thorough knowledge of clerical functions, office procedures, terminology and equipment including personal computer. 3, Ability to type fifty (50) words per minute net of errors (verification of typing speed required). 4. Ability to perform general office services, team specialized computer software, develop computer-generated reports and keep accurate, thorough and updated records. 5. Ability to collect, analyze and present data from computerized reports in organized and understandable form. 6. Ability to answer questions and provide information to the public in person and over the telephone in a clear, concise and easily understandable manner. 7. Ability to write legibly, prioritize work, produce a quality work product within strict time lines and handle multiple tasks. 8. Ability to work independently and with others with minimum_ supervision and to direct the work of other employees. 9. Ability to exercise independent judgment and to make decisions based on department policies, City ordinances and established regulations. 10. Ability to establish and maintain effective working relationships with supervisors, coworkers and the public. 11, Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED with minimum one year business clerical, secretarial, bookkeeping or other closely related experience in an office setting; prefer additional education beyond high school in business clerical, accounting or closely related field. OR Any equivalent combination of experience and education that provides the knowledge, skills and abilities necessary to perform the work, 2. Skilled in use of personal computer and Microsoft Office software (verification of skills through testing arranged by the City of Waterloo Human Resources Office), ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without accommodation, Sufficient speech and hearing that permits the employee to communicate effectively with supervisors, other employees and the public hi person or by telephone. 2. Sufficient vision and manual dexterity that permits the employee to operate a personal computer and other standard office equipment, handle files, perfoinl customer service duties and other clerical responsibilities. 3. Sufficient personal mobility that permits the employee to move from one work area to another. MISCELLANEOUS 1. The City of Waterloo will conduct a background investigation including a review of past employers and references. 2. Required to submit to and pass Civil Service written and oral examinations, as specified in job notice. 3. If position is filled as a promotional appointment, any regular employee who meets the minimum qualifications is eligible to apply for the position. WORK SCHEDULE Generally 8:00 a.m. to 5:00 p.m, Monday through Friday with one hour unpaid lunch, although hours may vary depending on department, with earliest starting time 7:00 a.m, The City of Waterloo reserves the right to change these hours within the guidelines of the Teamsters contract. Occasional overtime. CLERK I1 DESCRIPTION 15 July 2015 Check as applicable: PERSONNEL REQUISITION F RECEIVED A ; : 2017 ® 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 ti Human Resources. is* ** * **1" .. '*i' *H..***** * ":c**Y: *C i:**** * ***.. .. ** ****.. .. .. .. .. Position Title: Clerk II Reports To: Department: Street Department Public Works Director Work Location: 625 Glenwood St. Employment Status: ® Regular Full Time ❑ Temporary Full Time from . to ❑ Regular Part.Time ® Temporary Pari Time from, to -_.❑ Regular 74.40nth ❑ Iriterh/Co-op.Student from to Type of Position: Recommended Recruitment Sources: Civil Service Position: ® Yes ® No ® Internal Posting Only - Bargaining Position: 12 Yes .: - Er No 121 Internal Posting arid External Advertising Bargaining Group: Non -bargaining Position: ,.0. Yes ❑ No *********************************************************************** ************************* Complete the following if the requisition is to fill a vacancy: ❑ New Position or RI Replacement Position for: Clerk I - Shelly Theroith (Specifylair a aril tiii of former incumbent) Date incumbent terminated employment: 3.31-17 Date of final payout: 4-28-17 Anticipated start date: ASAP No. of hours/week: 40 Work schedule: 8:OOam to 5:00 pm Justification of need for position: Position isbudgeted and required to provide administrative support and customer service in support of Street Department operations and other Public Works functions.' The Public Works office receives nearly 100 calls per day from citizens and others in matters pertaining to Public -Works. What are the likely consequences if the position is not filled? This is a key position relating to payroll, purchase orders and customer SerViCV and, If not filled, will require the use of an automated attendant which does not meet the goals of the department. APPROVALS 4671/3 ,Annual salary requirements: $42,140 Hourly Rate: $20-26 Benefits: $26,125 (Payroll taxes, pension, health ins.- assuming family) Is position budgeted for this and future FYs? E Yes' ❑ No If no, how will position be funded? Approved subject to the following conditions: .J1_ILIA L. / ubmitting Departme Head Chief Financial Officer Created 8/7/2014 Date 7--! P -f7 7 Mayo Date Date ' City Clerk/Human Resources Director Date PERSONNEL REQUISITION Clerk II The following questions are provided as guidelines to assist you in developing your rational for the position of Clerk II in the Street/Public Works 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? Clerical/ Receptionist/ Data Entry/ Payroll/Customer Service/ Answering In -coming Calls (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? No. Limited administrative staff, not enough hours in a day. (3) How is the work of this position being accomplished now? Temporary thru outside agency. (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)? It would maintain the clerical/administrative fiinetion of the departments, meeting timelines. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? There is a value associated with customer service, timely submission of reports, completion of work, etc. (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? None 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. The workload of this position has increased two fold over what the responsibilities were 3 years ago. 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. Citizen calls will not be answered immediately — will go into voicemail. This could be a problem regarding garbage/yard waste/recycling pickup. Record keeping could suffer, maintaining office correspondence could suffer, and filing of records, documents will not be done efficiently. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? Other officer personnel pick up the workload for the day or week. (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? Doubtful that this position could be outsourced without outsourcing city-wide functions. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? Equally as important as the job is not done until the calls are answered and the paperwork is completed. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? This position allows the departments within the Public Works Building to provide the service to the citizens/taxpayers of Waterloo by answering and getting complaint and or problem calls taken care of in a timely manner. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. Public Works Organizational Chart Works Director C6 a) U Mechanic N CO 4- LO CO - h- a; a) Route Driver N CITY OF WATERLOO Council Communication Request from City Engineer for authorization to begin Civil Service process to create list and make appointment for the Storm Water Specialist position. City Council Meeting: 8/7/2017 Prepared: 8/1/2017 REVIEWERS: Department Engineering Clerk Office Engineering Clerk Office Reviewer Thorson, Eric Higby, Nancy Thorson, Eric Higby, Nancy ATTACHMENTS: Description D Documentation for position D Organizational Chart SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Action Approved Rejected Approved Approved Type Cover Memo Backup Material D ate 8/1/2017 - 12:32 PM 8/1/2017 - 12:58 PM 8/1/2017 - 2:45 PM 8/1/2017 - 4:16 PM Request from City Engineer for authorization to begin Civil Service process to create list and make appointment for the Storm Water Specialist position. Submitted By: Eric Thorson, PE, City Engineer Approval PE! `ScIjNNEL IE 1?UISITION F • RECEIVED JUL 1'4 ZLfl/ Check as applicable: LXj To start recruiting or civil service process and/or i/ To fill a vacancy ❑ Active Civil Service List Expires: A proposed job descriptio i, and questionnaire must accompany this formai at time of submission to uman esources. ::*xxxxx�Yxxxxxxxx:Fxxxxxx xxxxx************x******* Fir*************iciciriraYxie*****Ve*****ic*ic****d:x:'a***** Position Title: Storm Water Specialist Department: Engineering Reports To: City Engineer Work Location: City Hall Employment Status: ® Regular Full Time ❑ Temporary Full Time from to C Regular Part Time n Temporary Part Time from to U Regular 7 -Month r Intern/Co-op Student from to Type of Position: Civil Service Position: ® Yes nNo Bargaining Position: ® Yes n No Bargaining Group: 1195 Non -bargaining Position: n Yes ® No Recommended Recruitment Sources: n Internal Posting Only ® Internal Posting and External Advertising Complete the following if the requisition is to fill a vacancy: n New Position or ® Replacement Position for: Phil Schuppert_ Storm Water Specialist (Specify ane rid title of former incumbent) If replacement, former incumbent: X Retired/Resigned/Terminated ❑ Transferred n Promoted Date incumbent terminated employment: 8/4/17 Date of final payout: 8/14/17 Anticipated start date: ASAP No. of hours/week: 40 Work schedule: 8 AM - 5 PM; M - F Justification of need for position: The Storer Water Specialist is primarily responsible for the City's Storm Water Management Program and seeing that the City meets ifs NPDES Storm Water Penult requirements mandated by the EPA and IDNR. What are the likely consequences if the position is not filled? The City will have a very hard time meeting it's mandated storm water permit requirements, which could cause the City to receive significant fines and possibly put the City in position to have another consent decree. APPROVALS Annual salary requirements: TBD Hourly Rate: TBD Benefits: yes (Payroll taxes, pension, health ins.- assuming family) Is position budgeted for this and future FYs? ® Yes ❑ No If no, how will position be funded? Approved subject to the following conditions: Adill u . mitt ng Department Head y7, "'/i Date Mayor Date Chief Financial Officer Date Human Resources Director Date Created 6/30/2017 Human Resources Committee Chairperson Date Created 6/30/2017 PERSONNEL REQUISITION Storm Water Specialist The following questions are provided as guidelines to assist you in developing your rational for the position of Storm Water Specialist in the Engineering Depai lnient. 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? This position is responsible for the City's Storm Water Management Program and seeing that the City meets it's NPDES Storm Water Permit requirements. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? (3) No, each position in the department has plenty of job tasks to keep them busy. Especially because much of the work of this position occurs during the long construction season, which is our busiest time of year for most employees. How is the work of this position being accomplished now? The position isn't vacant yet, but the plan is have an engineer and a part-time position do the mandated permit requirements. (4) Are the filled positions in your department currently being utilized to their maximum potential? (5) Yes, each position has certain responsibilities and there isn't much crossover or backup. 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)? The department is responsible for meeting the mandated Storm Water Peiniit. This position does most of that work with a little help from other staff (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? (7) The City is saving the cost of fines by meeting the requirements of the City's mandated NPDES Storm Water Permit. If you are paying overtime or comp time within your depal lrent: 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? 1 r`, Does not apply (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years?i Prouide sth, stics,if possible (9) The staff level has stayed the same, but the work load has increased mostly due to the mandated maintenance and repairs to the Flood Control Levee System. 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. The department will not be able to meet the requirements of the Storm Water Permit and other storm water management issues will not be addressed. The City could incur significant fines for not being in compliance with the City's Stoic Water Permit. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? Other than mandated inspections required by the Storm Water Permit any other work this position has is not covered. (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? Possibly a consultant , but because there is so much interaction with other departments, developers, and contractors, the position needs to be in City Hall. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? Because of the mandated Storm Water Permit and possible fines, the position is right near the top. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? This position focuses entirely on storm water and the storm water permit to keep the City in compliance and out of trouble. Note: Forward completed questionnaire to human Resources Department with original copy of Personnel Requisition form. re a@' DEPARTMENT SALARY/GRADE FLSA. CIVIL, SERVICE BARGAINING UNIT STORM WATER. SPECIALIST ENGINEERING r : -$-.24M,"5-per hour DOE NON-EXEMPT INCLUDED Pa C/4 //9 GENERAL STATFMI N T` GE DUTIES Professional and technical position responsible for performing storm water management related work in the field and office and on a variety of public works projects. The work is performed under the general direction of a higher-level engineer but considerable leeway is granted for the exercise of independent judgment and initiative. EXAMPLF,S (1F ESSENTIAL ETTNCTTONS (Tliustrative finlvl t These functions are considered essential for successful performance in this job classification. 1. Conducts inspections of a variety of public works projects for Storm Water Pollution Prevention Plan (SWPPP) compliance. 2. Reviews SWPPP plans and post -construction site plans. Conducts wet \ weak i' sta r `i�uater: t =,rn nitoruig, 3, 4. Coordinates and conducts National Pollutant Discharge Elimination System (NPDES) inspections program for construction sites and post -construction storm water management facilities. 5, Helps coordinate storm water management program. 6. - Inspects all storm water facilities including pump stations, gate wells, manholes, inlets, other structures, drainage ways, etc. 7. Helps train municipal employees on storm water Best Management Practices (BMP's). 8. Conducts public education activities for storm water management program. 9. Responds to complaints and answers requests from the public regarding storm water management. 10. Participates in the preparation and maintenance of storm water system records. 11. Notifies, works with and provides expertise to Fire Rescue, Building Inspections, Waste Management and Planning and Zoning regarding storm water issues. 12. Monitors, responds to complaints, resolves violations, including possible storm water violations and issues citations if necessary. 13, Testifies in court regarding violations of related City storm water ordinances. 14. Compiles reports, perforins data entry and completes forms on personal computer using the applicable software, 15. Works inside and outside to review construction sites, meet with contractors 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 16. Works independently and with others :Iwith minirpals pervision 17. Perforins work of. a repetitive nature and varied workload pace. 18. Regular attendance on the job and at the work site is required. 19. Performs all work duties and activities in accordance with OSHA, City and Engineering Department policies, procedures and safety rules and regulations. 20, Performs all other related duties as assigned. 1 1 IIA. 1 ,.i► 1 AA 1 Z. :.1 . ' . f[ 1 1, Knowledge of the principles and practices of engineering as applied to the design, maintenance, inspection and repair of public works facilities. 2. Ability to present materials and information in good report foirrr, complete forms and perform required record keeping. 3. Skilled in use of personal computer and database knowledge, 4. Skilled in use of civil engineering instruments and equipment. 5. Ability to function with independent judgment and skill to plan, assist and supervise the work of others as it relates to engineering principles and practices. 6. Ability to communicate orally and in writing to read, analyze, record and interpret complex technical data and computations, review materials on a variety of engineering projects, present facts and findings, give advice and recommendations and respond to questions from the public, public officials, contractors and coworkers tactfully and promptly, in a clear, concise and easily understandable manner. 7. Ability to communicate effectively and maintain working relationships. wits?. other City employees, supervisors, public officials, contractors, other government agencies and the public. 8. Ability to safely operate passenger vehicle, 9. Ability to use independent judgment to recognize and solve problems as they occur, 10. Knowledge of occupational hazards and ability to enforce appropriate safety precautions when working at construction sites. 11. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCERIABLE.E.XPERIENCEATRADITIKG 1. Graduate of an accredited college, or university with a Bachelor's Degree in Civil or Construction Engineering with major course work in construction or municipal engineering 0.11 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 minimum five (5) years experience in public works design, engineering and public works inspection High school graduate/GED with minimum ten (10) years experience in public works design, engineering and inspection OR Any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform all aspects of the position effectively. 2. Prefer Iowa Certified Construction Site Pollution Prevention Inspector (ICCSPPI) Certification or other recognized certification; must obtain within six months of appointment. 3. Prefer storm water management program expe ehee. :M ,V f 3 . 4. Iowa . Drivers Lice se ,fin a; good driving rccor based n, Ci ` '4 ate' r ,c o driver perfo made criteria; A,3 ,Candidate, with any of th e following will not be considered for empl ,yrne :t:„ loss ,of license,,,for any,re .son 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 OW1, 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; a combination of three or more at - fault or not -at -fault accidents within a three- year period. An applicant's driving record will be reviewed prior to an offer of employment and at least annually after hire. 4ssalnALEffYSICAi, ART111TTTT+�S The following physical abilities are required with or without accommodation. Sufficient speech and hearing to understand verbal instructions, respond to questions from the public, public officials and contractors, hear traffic in work areas, communicate with coworkers in person, over the telephone or over a radio and make oral presentations. 2. Sufficient personal mobility that permits the employee to safely operate a passenger vehicle, travel inside and outside in all weather, review construction sites and attend meetings, 3. Sufficient vision and manual dexteritythat permits the employee to operate a personal computer, use civil engineering instruments and equipment, review construction sites, handle files and perform other administrative and technical duties. 4. Sufficient strength, mobility and flexibility to lift, carry, push or pull surveying and testing equipment weighing up to one hundred (100) pounds (may request assistance) and climb and work at heights up to fifteen (15) feet. MTSCFT.T,ANP.OTTS 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. Following a conditional offer of employment, the City. of Waterloo requires a physical examination by a physician of the City's choice, including a drug test, to determine if an applicant is capable of performing the essential functions of the job. 3. The City of Waterloo reserves the right to conduct a background investigation including employment and errninal history checks on any applicant being considered for this position. 4. Must submit to Civil Service examination procedures including a panel interview, WORti_SCHEDIILE Generally Monday -Friday, 8:00 a.m, - 5:00 p,m. with one hour unpaid lunch. Must be available for department or City activities or meetings that require the attendance of the Storm Water Specialist. STORM WATER SFECIAIIST DESCRIPT1ON'11 Apiii 2011 cc 0 w w z SECRETARY (1) z zw up 0 w Lu Ow Oz 0 ¢z U2 LU U L