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HomeMy WebLinkAboutCouncil Packet - 3/20/2017HUMAN RESO UR CES COMMITTEE 4:40 PM, March 20, 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 Director of Waste Management Services Department to fill the position of Collection Systems/Maintenance Supervisor. Adjournment Kelley Felchle City Clerk CITY OF WATERLOO Council Communication Request from the Director of Waste Management Services Department to fill the position of Collection Systems/Maintenance Supervisor. City Council Meeting: 3/20/2017 Prepared: 3/15/2017 REVIEWERS: Department Reviewer Action Date Waste Management Hoambrecker, Steven Approved 3/15/2017 - 2:09 PM Clerk Office Even, LeAnn Approved 3/15/2017 - 2:25 PM ATTACHMENTS: Description Type ❑ Collection Systems Superintendent Cover Memo ❑ Personnel Requisition Cover Memo SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Request from the Director of Waste Management Services Department to fill the position of Collection Systems/Maintenance Supervisor. Submitted By:Steven Hoambrecker, Director, Waste Management Services Dept. To approve the filling of the Collection Systems/Maintenance Supervisor position. CITY OF WATERLOO, IOWA WASTE MANAGEMENT SERVICES DEPARTMENT 3505 Easton Ave. • Waterloo, IA 50702 • (319) 291-4553 March 14, 2017 Memo to City Council Committee RE: Filling of Collection System Superintendent Position The Waste Management Services Division is requesting to fill a vacant position, Collection System Superintendent. It is a budgeted position. In taking my current position, I was asked to evaluate the need for this position during my first 6 months on the job. It is my determination and conclusion this is a much needed management position for a variety of reasons. This position is an integral position that coordinates all the Consent Decree-CMOM programs with the work activities of the sewer collection system maintenance activities. Having a person in this position should enable improved efficiencies coordinating the collection system cleaning and televising activities which in part ensures compliance with expectations of the Consent Decree. Originally the request was brought before the Human Resources committee on December 12, 2016. At that time, the committee approved to begin recruitment process but did not officially approved to fill the position. The recruitment process has ensued and the department would like approval to fill the position. Steve Hoambrecker, Director Waste Management Services Department City of Waterloo, Iowa PERSONNEL REQUISITION FORM RECEIVED NOV 0 8 2016 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. Position Title: Collection Systems/Maintenance Supervisor Department: WMSD Reports To: WSMD Director Work Location: WWTP Employment loyment 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 i'vpe of Position: Recommended Recruitment Sources: Civil Service Position: ❑ Yes ❑ No ❑ Internal Posting Only Bargaining Position: U Yes ❑ No ® Internal Posting and External Advertising tw it 2fj1ij Bargaining Group: Non -bargaining Position: ® Yes ❑ No Complete the following if the requisition is to fill a vacancy: ❑ New Position or ® Replacement Position for: Keith Kearns (retired several years) (Specify name and title of former incumbent) Date incumbent terminated employment: 10/4/13 Date of final payout: 10/18/13 Anticipated start date: 2/1/17 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 APPROVALS Annual salary requirements: Hourly Rate: Benefits: i-4 (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: ubmittting Dep 1.414 7 Chi F. cial officer u an Resources Committee Chairp ison Date Created 8/7/2014 (,47 a /1 9 1. Magic r Date' r C -'iii C1crk1E 11M sari Re.source. Director Data 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? Not totally, the person in the CMOM Specialist position is not meeting expectations and is being addressed with the assistance of HR department. Depending upon how that position's issues evolve, the filling of this position will become much more of an immediate filling. (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) (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? No real way to identify. A minimal amount could be saved for any OT being obtained by the CMOM specialist position that might not be incurred with that position as this position would not be entitled to OT. 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. 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? There has been no incumbent for several years, but yes those duties are being 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 current Goal #8, "Encourage efficiency improvements within the City's operations". Filling of this position will provide more direct oversight with observations and associated recommendations to potentially improve overall work productivity.