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HomeMy WebLinkAbout05/12/2014HUMAN RESOURCES COMMITTEE EE Roll Call Ron Welper, Chairperson Quentin Hart Carolyn Cole Approval of Agenda 4:55 p.m. Monday May 12, 2014 Waterloo Center for the Arts 225 Commercial Waterloo, Iowa 50701 Steve Schmitt Tom Lind David Jones Patrick Morrissey 1. Request from Director of Safety Services for authorization to begin the Civil Service process for Police Sergeant. 2. Request from Culture & Arts Director for authorization to begin the Civil Service process for Facilities Services Manager and make an appointment. 3. Request from Culture & Arts Director for authorization to begin the Civil Service process for Facilities Services Specialist and make an appointment. Adjournment Suzy Schares City Clerk CITY OF WATERLOO Committee Communication Human Resources and Public Safety Committee Meeting: 5/12/2014 Created on Tuesday, May 06, 2014 Dept. Head Signature: Dan Trelka, Director of Safety Services # of Attachments: none SUBJECT: Permission to begin testing process for Police Sergeant. Submitted by: Dan Trelka, Director of Safety Services Recommended City Council Action: Grant permission to begin Civil Service Testing Process for Police Sergeant. Summary Statement: Position openings will be created through the retirement of a Police Captain in June and a Police Lieutenant in September. Expenditure Required: Yes Source of Funds: Funds allocated in the FY 15 budget process Policy Issue: None Alternative: None Background Information: It is imperitive that we have a list of replacements to lessen the cost of overtime associated with contractually obligated vacation scheduling for FY 2015 and to maintain adequate shift supervision. CITY OF WATERLOO Committee Communication Human Resources Committee Meeting: Prepared: 5/2/14 Dept. Head Signature: Kent Shankle # of Attachments: 6 LcC SUBJECT: Request to begin Civil Service process and appoint Facilities Services Specialist for the Waterloo Center for the Arts Submitted by: Kent Shankle. Cultural & Arts Director Recommended City Council Action: Approve request Summary Statement: The Waterloo Center for the Arts seeks to fill the position of Facilities Services Specialist to assist with maintenance duties at the Center for the Arts including opening/securing the building on evening and weekend shifts. Expenditure Required: $29,120 Source of Funds: General Fund 010.26.4208.1111, FT Salaries Policy Issue Alternative Background Information: This position replaces the Assistant Building Manager position which is currently vacant. The new position includes a revised work schedule, additional responsibilities for event support and shift supervision of part-time and volunteer maintenance/event staff. Check as applicable: PERSONNEL REQUISITION FORM To start recruiting or civil service process and/or El To fill a va v ncy 0 F' ❑ Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. *************Air***********************************************f ****licit*******************, ******** Position Title: Facilities Services Specialist Department: Cultural & Arts Reports To: Events Coordinator Work Location: Waterloo Center for the Arts Employment Status: ►/ Regular Full Time ❑ Temporary Full Time from to 111 Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7-Month ❑ 1ntem/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 Non -bargaining Position: ® Yes ❑ No Complete the following if the requisition is to fill a vacancy: New Position or ❑ Replacement Position for: (Specify name of former incumbent) If replacement, former incumbent: ❑ Retired/Resigned/Terminated ❑ Transferred ❑ Promoted Date incumbent terminated employment: Date of final payout: Anticipated start date: 6/2/14 No. of hours/week: 40 Work schedule: Wed -Fri 3-12, Sat 4-1, Sun 11-7 Annual salary requirements: $29,120 Hourly Rate: $14.00 Is position budgeted for this and future FYs? Z Yes ❑ No If no, how will position be funded? Justification of need for position: This position is required for evening and weekend facilities supervision and event support services at the Center for the Arts. These duties were previously assigned to the Assistant Building Manager, a position which is being eliminated as part of an organizational restructuring. What are the likely consequences if the position is not filled? The Center for the Arts will not have staff to adequately supervise facilities during evening and weekend hours, open/secure facilities for evening/weekend hours and to facilitate evening/weekend museum programs and rental events. Approved subject to the following conditions: APPROVALS Submitting Department Head 'c ibf Financial ofTicer i LUZOJH Date Date Date pg, uman Reso ces Manager Date Date Facilities Services Specialist Department: Cultural & Arts FLSA: Full -Time Non -Exempt (40hrs/week) Civil Service: Included Bargaining Unit: Non -Bargaining Work Schedule: Wed -Fri 3pm-12am, Sat 4pm-lam, Sun 11am-7pm; (occasional flextime evening & weekend hours for special events) Hourly Rate: $14.00/hour Reports to: Events Coordinator General Description: The Facilities Services Specialist is responsible for general maintenance and custodial duties including opening/securing and general supervision of the building on evening and weekend shifts. The Facilities Services Specialist will oversee events as directed by the Events Coordinator, setting up/tearing down for in-house and rental events at WCA and RiverLoop facilities, and serving as a resource person, anticipating and responding to the questions and needs of patrons and other staff members. The Facilities Services Specialist is also responsible for supervising support maintenance workers including those working under various community service and employment programs. Duties: -assists in the implementation of overall maintenance programs throughout facility coordinating ongoing routine maintenance as well as building repair and improvement projects -daily cleaning of facilities including floors, galleries, offices, classrooms, theaters, meeting rooms, kitchens, bathrooms and other spaces -provides general supervision of the facilities during evening and weekend shifts -monitors and works to maintain a safe environment throughout the facility and responds appropriately to potential threats, accidents and emergency situations -oversees and assists with set-up and teardown for events, ensuring that all required materials and equipment are in place -serves as assistant to Events Coordinator, managing and assisting with events as needed -anticipates the needs of facility users and responds to questions and requests from patrons -responds professionally and courteously to customer complaints, directing such complaints to the appropriate staff person when necessary - supervises support maintenance staff, AARP workers and community services workers - assists with snow removal and general grounds -keeping - checks rental equipment in and out - maintains records and prepares and submits reports as required -loads/unloads supplies, equipment and/or exhibits - operates city vehicles, including a 26,000 Ib. panel truck with air brakes to deliver/pick- up supplies, equipment and/or exhibits -safely operates maintenance equipment including floor cleaners, snow blower, and basic power tools -performs all work duties in accordance with City and WCA policies and procedures as well as OSHA, City and WCA safety rules and regulations - attends work regularly at the designated time and place -communicates with and maintains effective working relationships with coworkers supervisors, Board members, volunteers and patrons - participates in Center for the Arts meetings, training and other activities as required - opens and secures building as needed -additional duties as assigned Required Knowledge and Abilities: - ability, without direct supervision, to plan, organize and carry out all activities necessary to complete individual job assignments - ability to communicate clearly and precisely both orally and in writing with co-workers, businesses, organizations, and members of the public -ability to respond to questions or complaints from the public in a courteous and professional manner -ability to supervise, direct and positively and enthusiastically motivate volunteers, interns, paid staff and contractual employees -ability to manage and assign projects -ability to work with diverse groups of people from a broad variety of social, economic, racial, ethnic and cultural backgrounds - ability to use independent judgment to assess problems and address or refer to appropriate WCA or City Maintenance staff person --ability to work independently or as a member of a team with minimum supervision - ability to read basic building plans and diagrams - knowledge of occupational hazards associated with custodial maintenance of a multi- use public facility -ability to anticipate the needs of patrons using the facility -knowledge of fire codes and evacuation procedures - ability to manage several project schedules and a variety of timelines and deadlines concurrently and to keep all projects organized. - ability to work in stressful conditions -knowledge of general office procedures, equipment and terminology - ability to safely operate basic hand tools, custodial maintenance equipment, floor cleaners and snow blower and 26,000 lb. panel truck with air brakes -ability to keep accurate and thorough records -ability to move about frequently -ability to sit for extended periods of time while performing administrative functions within the office -ability to lift and carry objects up to 50 lbs - ability to operate a personal computer keyboard and other office functions -knowledge of and proficiency with personal computers including Microsoft Word, Excel, Access or other database programs, and other office equipment -ability to establish and maintain effective working relationships - regular attendance on the job and at the work site is required -travel within the United States by car or truck will be required Minimum Qualifications: - graduation from an accredited college or University with at least an Associates Degree and at least one year of related professional experience (can include volunteer experience, an internship or other unpaid experience) OR any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the work. -work experience must be verifiable - must possess a current 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 Jess 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 or not -at -fault accidents within a three year period. -must obtain Iowa Class D with endorsement 2 for driving non-commercial vehicles weighing up to 26,000 pounds within six month probation . -following a conditional offer of employment, a candidate may be required to demonstrate he/she is able to perform the essential functions of this job classification. The City of Waterloo reserves the right to require physical examination, including drug test, by a physician of the City's choice to determine if an applicant is capable of performing the essential functions of the job. The City reserves the right to conduct a background investigation including employment and criminal history check. -required to submit to and successfully pass oral and interview examinations CITY OF WATERLOO Committee Communication Human Resources Committee Meetings Prepared: 5/2/14 Dept. Head Signature: Kent Shankle S l # of Attachments: 7 SUBJECT: Request to begin Civil Service process and appoint Facilities Services Manager for the Waterloo Center for the Arts Submitted by: Kent Shankle. Cultural & Arts Director Recommended City Council Action: Approve request Summary Statement: The Waterloo Center for the Arts seeks to fill the position of Facilities Services Manager to oversee and implement maintenance programs at the Center for the Arts including opening/securing the building on evening and weekend shifts. Expenditure Required: $33,280 Source of Funds: General Fund 010-26-4250.1111, FT Salaries Policy Issue Alternative Background information: This position is a new position, created as part of an overall staff restructuring/reduction resulting from changes in event and rental operations at the Center for the Arts. The restructuring was reviewed by and endorsed by the Cultural & Arts Commission and is expected to result in consolidated services and significant savings in associated personnel expenses. Proposed job description and overall organization chart are attached. PERSONNEL REQUISITION FORM Check as applicable: ® To start recruiting or civil service process and/or ❑ To fill a vacagey 0 Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Facilities Services Manager Department: Cultural & Arts Reports To: Events Coordinator Work Location: Waterloo Center for the Arts Employment Status: ® Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7-Month ❑ Intem/Co-op Student from to Type of Position: Civil Service Position: ® Yes ❑ No Bargaining Position: ❑ Yes ® No Non -bargaining Position: ® Yes ❑ No Recommended Recruitment Sources: ❑ Internal Posting Only ® Internal Posting and External Advertising *************************************** ****tip******************************.******************** Complete the following if the requisition is to fill a vacancy: ® New Position or ❑ Replacement Position for: (Specify name of former incumbent) If replacement, former incumbent: ❑ Retired/Resigned/Terminated ❑ Transferred ❑ Promoted Date incumbent terminated employment: Date of final payout: Anticipated start date: 6/2/14 No. of hours/week: 40 Work schedule: Tues 3-12, Wed -Fri 10-7, Sat 8-5 Annual salary requirements: $33,280 Hourly Rate: $16.00 Is position budgeted for this and future FYs? ® Yes ❑ No If no, how will position be funded? Justification of need for position: This position is required for successful implementation and management of maintenance and event support services at the Center for the Arts. These duties were previously assigned to the Building Manager, a position which is being eliminated with the establishment of an Events Coordinator position and an organizational restructuring. What are the likely consequences if the position is not filled? The Center for the Arts will not have staff to adequately manage and implement maintenance programs, open/secure facilities for evening/weekend hours and to facilitate evening/weekend museum programs and rental events. Approved subject to the following conditions: APPROVALS t-f12111 '71 Submitting Department Head Date G1./,(.ei(4 4 a4- 'V hie Fin cial Offic Date 9i %� e J �/-.e?9 ,4' Human Resources Committee C)r rperson Date Human Res Date aq—/(/ Date Waterloo Center for the Arts Organizational Chart Executive Director Marketing/ Development Coordinator Digital Arts Manager Visitor Services Manager Secretaries Store Clerks Curator Registrar Technician/ Preparator Education Coordinator Youth Pavilion Manager Contractual Class/program Instructors v Youth Pavilion Docents Bookkeeper March 03, 2014 Events Coordinator 1 Facilities Services Manager v Faci sties Services Specialist v Maintenance Staff Evening/Weekend Receptionists AARP Community Service Facilities Services Manager Department: Cultural & Arts FLSA: Full -Time Non -Exempt (40hrs/week) Civil Service: Included Bargaining Unit: Non -Bargaining Work Schedule: Tues 3-12, Wed -Fri 10-7, Sat 8-5; (occasional flextime evening & weekend hours for special events) Hourly Rate: $16.00/hour Reports to: Events Coordinator General Description: The Facilities Services Manager is responsible for overseeing and implementing overall maintenance programs at the Waterloo Center for the Arts, including opening/securing and general supervision of the building on evening and weekend shifts. In addition to general maintenance and custodial duties, the Facilities Services Manager will oversee events as directed by the Events Coordinator, setting up/tearing down for in-house and rental events at WCA and RiverLoop facilities , and serving as a resource person, anticipating and responding to the questions and needs of patrons and other staff members. The Facilities Services Manager is also responsible for recruiting, training, scheduling and supervising support maintenance workers including those working under various community service and employment programs. Duties: -manages overall maintenance programs throughout facility coordinating ongoing routine maintenance as well as building repair and improvement projects -oversees and assists with daily cleaning of facilities including floors, galleries, offices, classrooms, theaters, meeting rooms, kitchens, bathrooms and other spaces -provides general supervision of the facilities during evening and weekend shifts -monitors and works to maintain a safe environment throughout the facility and responds appropriately to potential threats, accidents and emergency situations -oversees and assists with set-up and teardown for events, ensuring that all required materials and equipment are in place -serves as assistant to Events Coordinator, managing and assisting with events as needed -anticipates the needs of facility users and responds to questions and requests from patrons -responds professionally and courteously to customer complaints, directing such complaints to the appropriate staff person when necessary -recruits, trains, schedules and supervises support maintenance staff, HARP workers and community services workers -recruits, trains, schedules and supervises evening/weekend secretarial staff -purchases and manages inventories of consumable building supplies including cleaning agents, light bulbs, paper products, etc. -working under the direction of the Events Coordinator, manages inventories and places orders for alcohol products and beverage service supplies -researches and prepares recommendations for purchase of new/replacement maintenance equipment -assists Events Coordinator with billings, contract preparation, and provides other clerical support -prepares and distributes weekly event calendar and work schedules for all maintenance staff -coordinates and assists with snow removal and general grounds -keeping -ensures that all equipment and mechanical systems are properly maintained and functioning, making arrangements with other City Departments or outside contractors to schedule preventative maintenance or repairs as necessary -checks rental equipment in and out -maintains records and prepares and submits reports as required -loads/unloads supplies, equipment and/or exhibits -operates city vehicles, including a 26,000 lb. panel truck with air brakes to deliver/pick- up supplies, equipment and/or exhibits -safely operates maintenance equipment including floor cleaners, snow blower, and basic power tools -performs all work duties in accordance with City and WCA policies and procedures as well as OSHA, City and WCA safety rules and regulations -attends work regularly at the designated time and place -communicates with and maintains effective working relationships with coworkers supervisors, Board members, volunteers and patrons -participates in Center for the Arts meetings, training and other activities as required -opens and secures building as needed -additional duties as assigned Required Knowledge and Abilities: -ability, without direct supervision, to plan, organize and carry out all activities necessary to complete individual job assignments -ability to communicate clearly and precisely both orally and in writing with co-workers, businesses, organizations, and members of the public -ability to respond to questions or complaints from the public in a courteous and professional manner -ability to supervise, direct and positively and enthusiastically motivate volunteers, interns, paid staff and contractual employees - ability to manage and assign projects -ability to work with diverse groups of people from a broad variety of social, economic, racial, ethnic and cultural backgrounds -ability to use independent judgment to assess problems and address or refer to appropriate WCA or City Maintenance staff person --ability to work independently or as a member of a team with minimum supervision - ability to read basic building plans and diagrams -knowledge of occupational hazards associated with custodial maintenance of a multi- use public facility -ability to anticipate the needs of patrons using the facility -knowledge of fire codes and evacuation procedures - ability to manage several project schedules and a variety of timelines and deadlines concurrently and to keep all projects organized. - ability to work in stressful conditions - knowledge of general office procedures, equipment and terminology -ability to safely operate basic hand tools, custodial maintenance equipment, floor cleaners and snow blower and 26,000 Ib, panel truck with air brakes -ability to keep accurate and thorough records - ability to move about frequently -ability to sit for extended periods of time while performing administrative functions within the office - ability to lift and carry objects up to 50 lbs -ability to operate a personal computer keyboard and other office functions - knowledge of and proficiency with personal computers including Microsoft Word, Excel, Access or other database programs, and other office equipment -ability to establish and maintain effective working relationships -regular attendance on the job and at the work site is required -travel within the United States by car or truck will be required Minimum Qualifications: - graduation from an accredited college or University with at least an Associates Degree and at least two years of related professional experience (can include volunteer experience, an internship or other unpaid experience) OR any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the work. -work experience must be verifiable -must possess a current 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 Jess 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 or not -at -fault accidents within a three year period. -must obtain Iowa Class D with endorsement 2 for driving non-commercial vehicles weighing up to 26,000 pounds within six month probation . -following a conditional offer of employment, a candidate may be required to demonstrate he/she is able to perform the essential functions of this job classification. The City of Waterloo reserves the right to require physical examination, including drug test, by a physician of the City's choice to determine if an applicant is capable of performing the essential functions of the job. The City reserves the right to conduct a background investigation including employment and criminal history check. -required to submit to and successfully pass oral and interview examinations HUMAN RESOURCES COMMITTEE Roll Call Ron Welper, Chairperson Quentin Hart Carolyn Cole Approval of Agenda 4:55 p.m. Monday May 12, 2014 Waterloo Center for the Arts 225 Commercial Waterloo, Iowa 50701 Steve Schmitt Tom Lind David Jones Patrick Morrissey 1. Request from Director of Safety Services for authorization to begin the Civil Service process for Police Sergeant and make an appointment. 2. Request from Culture & Arts Director for authorization to begin the Civil Service process for Facilities Services Manager and make an appointment. 3. Request from Culture & Arts Director for authorization to begin the Civil Service process for Facilities Services Specialist and make an appointment. Adjournment Suzy Schares City Clerk Waterloo Center for the Arts March 03, 2014 Executive Director i N 0. d d 0 0 CO Organizational Chart Maintenance Staff r a. CC M d —) Salary Adjustments Breakdown draft 4/29/14 DECREASES (from budgeted FY14) Budgeted Hourly Rate Revised Hourly Rate Hourly Reduction Annual Reduction Curator $24.50 $21.00 $3.50 $7,280 Education Coordinator $22.67 $21.00 $1.67 $3,474 Digital Arts Manager $18.74 $16.00 $2.74 $5,699 Visitor Services Manager $20.17 $16.00 $4.17 $8,674 Public Program Coord $17.63 $0 $17.63 $36,670 Bldg Mgr/Fac Svcs Mgr $23.27 $16.00 $7.27 $15,122 TOTAL $36.98 $76,919 INCREASES (from budgeted FY14) Budgeted Hourly Rate Revised Hourly Rate Hourly Increase Annual Increase Registrar $14.72 $16.00 $1.28 $2,662 Preparator $13.48 $16.00 $2.52 $5,242 Ast Bldg Mgr/Fac Svcs Sp $12.32 $14.00 $1.68 $3,494 Event Coord $0 $21.00 $21.00 $43,680 Marketing Coord $16.32 $21.00 $4.68 $9,734 TOTAL $28.66 $64,812 NET DECREASE $12,107 ADDITIONAL REVENUES RAI Salary Support $24,000 TOTAL NET DECREASE IN TAX SUPPORT FOR SALARIES $36,107