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HomeMy WebLinkAbout1986 REORGANIZATION COMMITTEE December 8, 1986 5:45 P.M. Large Conference Room Members Present: Chairperson Seeber, Wright and Budak. The Agenda, as proposed, was approved. Motion carried. The policy and fringe benefit manual for non-bargaining employees as it applies to the Community Development Board and the establishment of salaries and appointment of its employees was reviewed. Hugh Field, City Attorney, explained the power of the Board under Iowa Code Section, and local ordinances and their powers of appointment. Jim Lindsey, Director of Community Development, reported that the Board opposed the setting of salaries by the City Council . He explained that he had been hired through the Civil Service process. Jim Rodemeyer, Personnel Director, explained that the problem surfaced when the management package specifically addressed the appointment powers of the Library Board and the Airport Commission as authorized by the Iowa Code. Budak now present at 5:52 p.m. Hugh Field reiterated the Board 's authority beginning with its birth in 1959, and that power of these two (2) items remain with the City Council . Bill Smith, attorney representing the Community Development Board, reported that the Urban Renewal Agency had been created and that the resolution doing so was poorly drafted. Councilperson Dowie questioned why the Board had a problem with the Council appointment of its employees and setting of their salaries. Jim Rodemeyer explained that the policy and fringe benefit manual for non-bargaining employees merely clarified the way the City had been operating with respect to establishment of salaries and appointment of employees for the Community Development Board. The policy and fringe benefit manual for non-bargaining employees will remain as proposed and be presented to the City Council for approval . Section 9(c) Reduction Force contained in the policy and fringe benefit manual for non-bargaining employees was reviewed. This section relates to vested civil service seniority. Mr. Rodemeyer indicated that the Reorganization Committee had requested that alternatives to the proposed policy be investigated. Since it is clear that vested civil service seniority must remain as proposed, it was moved by Budak, seconded by Seeber that the proposed language in Section 9(c) be forwarded to the Council for approval . Motion carried. With no further business before the Committee, the meeting was adjourned . Larry P. Burger City Clerk/Auditor REORGANIZATION COMMITTEE November 17, 1986 4:30 P.M. Large Conference Room Members Present: Chairperson Seeber, Budak and Wright. It was moved by Seeber, seconded by Budak that the Agenda, as proposed, be approved. Motion carried. The request of the Street Department to initiate the Civil Service examination process for the position of Equipment Operator III and the request to fill two Equipment Operator II (EOII)positions from the existing Civil Service List was reviewed. Money is available within the budget for these positions. It was moved by Budak, seconded by Seeber that authorization be given as requested. Motion carried. Jim Rodemeyer, Personnel Director, presented the proposed early retirement policy for City of Waterloo employees. He explained that the state legislature has allowed political subdivisions, including local governments, a one-time option to offer early retirement to its employees. The program would be available to employees between the ages of 59 and 65 years of age who notify the Council at any time between the effective date of the program (December 1, 1986) and March 1, 1987 that they intend to retire no later than June 30, 1987 and do so retire, after timely notification, on or before June 30, 1987. The early retirement program would consist of City paid medical , dental and prescription insurance for those employees who elect early retirement. In addition to the age and notification requirements, an employee must also have completed four years of continuous employment with the City. There are 26 employees between the ages of 59 and 62 who would be affected by this policy. After the state imposed deadline for early retirement on June 30, 1987, this program would cease to exist. It was moved by Budak, seconded by Seeber that the Reorganization Committee recommend to the Council approval of the early retirement policy. Motion carried. Jim Rodemeyer presented proposed revisions to the policy and fringe benefit manual for non-bargaining employees. Mr. Rodemeyer reported that the Community Development Board has requested that they be allowed to solely determine the salaries of its employees and appointment authority. Russ Lowe, Chairman of the Community Development Board, and Hugh Field, City Attorney, exchanged thoughts on the powers granted under the Urban Renewal Law. After discussion, it was determined that Mr. Field would investigate the current law to determine where the power of appointment, etc., remains with the Community Development Board, or remains with the City Council . This letter will be presented at the Reorganization Committee meeting on December 1, 1986. Mr. Rodemeyer presented the following revisions to the manual : 1) Section 1 - General Provisions (A-D) - All New - Establishes general administrative guidelines for implementing this policy manual . (E) - New - Recognizes the statutory authority of the Library Board and Airport Commission. 2) Section 2 - Salary Policy (A) - New - Establishes authority and procedure for annual review of salaries. (C) - New - Recognized authority of Library Board and Airport Commission to establish salaries upon recommendations from the Personnel Department. (D-E) - Clarifies pay periods and payroll deductions. 3) Section 3 - Recruitment, Selection and Appointment (A-D) - Establishes procedure for filling vacancies, explains concept of vested Civil Service seniority and outlines selection and appointment procedures for Airport and Library. 4) Section 4 - Hours of Work (A-B) - Implements the Fair Labor Standards Act through the establishment of compensatory time procedures. 5) Section 5 - Insurance -- Deletes certain provisions which either no longer apply or handled on a policy basis through either the insurance company or Clerk/Auditor's Office. REORGANIZATION COMMITTEE PAGE TWO 6) Section 6 - Other Benefits (C) - Clarifies the present policy of prorating vacation for new employees. 7) Section 7 - Leaves of Absence (A) - New - Establishes a procedure for requesting a leave of absence. (I) - New - Establishes a policy for inclement weather. 8) Section 8 - Health and Safety (B) - New - Establishes pre-employment exam for new employees. (C) - Outlines policy on implementing the annual exam. 9) Section 9 - Reduction in Force and Recall (B) - New - Establishes a reduction in force procedure for Non-Civil Service employees . (C) - New - Explains reduction in force procedure for employees no longer covered by Civil Service who have vested Civil Service rights. 10) Section 10 - Separation from Service TA-C) - New - Defines the terms resignation, retirement, and disciplinary procedure. (D) - Clarifies complaint procedure. 11) Section 11 - Miscellaneous (B) - New Establishes procedure for evaluation. There was considerable discussion concerning Section 9 - Reduction in Force and Recall as it applies to non-Civil Service employees with vested civil service seniority. The City Attorneys were asked to review this section and prepare a response for the meeting of December 1, 1986. No action was taken on the policy and fringe benefit manual for non-bargaining employees . With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor REORGANIZATION MEETING 4:30 p.m. Monday, November 17, 1986 Large Conference Room Roll Call Approval of Agenda 1. Request Street Department to initiate a Civil Service Examination for Equipment Operator III and Equipment Operator II. (See Attachment #1 . ) 2. Review and recommend to City Council proposed Early Retirement Policy. (See Attachment #1, ) 3. Review and adopt proposed revisions to the Policy and Fringe Benefit Manual for Non-Bargaining Employees. (See Attachment #3. ) PUBLIC WORKS/REORGANIZATION COMMITTEE MINUTES October 13, 1986 5:00 P.M. Large Conference Room Members Present: Chairperson Seeber, Lichty, Budak, Wright, Angel and Mayor McKinley. The Reorganization Committee was called to order by Chairperson Seeber. It was moved by Wright, seconded by Budak that the joint Public Works/Reorganization Committee Agenda, as proposed, be approved. Motion carried. The first item considered by the Reorganization Committee was the request of the Superintendent of Central Garage to fill the position of mechanic. Due to the retirement of a mechanic on September 30, 1986, the position is open. Funds for this position are budgeted for the current year. A certified list for persons eligible for appointment to this position is available. It was moved by Budak, seconded by Wright that authorization be given to fill the position as requested. Motion carried. The request of the Superintendent of Waterloo Pollution Control Plant to initiate the Civil Service process for hiring of a mechanic and Operator I was reviewed. Due to the resignation of one (1) Operator I, the position is vacant . The mechanic vacancy is due to a retirement. The latter position is budgeted and is needed to maintain the physical plant and equipment at the facility. It was moved by Wright, seconded by Budak that authorization be given to initiate the Civil Service process as requested for both positions . Motion carried . An update on the Aviation Director vacancy was given. Friday, October 17, 1986 is the deadline for submission of resumes for this position. After the deadline, the resumes will be reviewed and oral interviews conducted. No action was taken on this vacancy. The Public Works Committee was called to order by Chairperson Lichty. The first item under the Public Works Agenda was the amendment to the RISE (Revitalize Iowa Sound Economy) Application for Anita/Louise Streets and Greyhound Drive Phase III . Jim Lindsey, Community Development Administrator, reported that the Council had previously approved the admission of these streets to the state of Iowa for RISE Funding. The Iowa Department of Transportation ( IDOT) has indicated to the City that chances of approval of these projects would be more favorable if the applications were revised. The original RISE Application was for a grant of $52,000.00 with City participation of $14,000.00. IDOT requested the City to raise its share to 35% or $23,000.00 and the RISE Grant amount be reduced to $43,000.00. The original Phase III application for Greyhound Drive was a $310,000.00 grant. IDOT has suggested that the application be a loan rather than a grant, and be repaid in three (3) yearly installments on the 6th, 7th and 8th year after RISE approval . The funds for repayment of this loan would come from landowners adjacent to the street as the land is developed and secondly, from revenue from the dog track. Mayor McKinley indicted that Chamberlin Manufacturing has expressed a willingness to expand in Waterloo. The Anita/Louise Street improvements could be instrumental in such expansion efforts. It was moved by Seeber, seconded by Budak that the Public Works Committee recommend to the Council that the Anita/Louise Street Application be amended as presented. Motion carried. It was moved by Seeber, seconded by Budak that the Public Works Committee recommend to the Council that the Greyhound Drive Phase III Application be amended, as presented. Ayes : Seeber and Budak. Abstain: Lichty. Motion carried. The request of the Waterloo Cemetary for assistance in overlay of the roads was reviewed. Mr. Thorson presented the costs for City crews and equipment as well as the cost for ASPRO, who is the City's contractor in conjunction with the F.Y. 1987 Asphalt Overlay Program, Contract No. 316. City cost would be $2,625.35 (estimated) . Mayor McKinley indicated that concerned residents of Waterloo formed the Waterloo Cemetary Association and has provided for the upkeep of the cemetary. Without the Association's concern to make improvements when necessary, maintenance of the cemetary could revert to a public agency, including the City of Waterloo. Councilpersons Dowie and Miller now present. It was moved by Budak, seconded by Seeber that the City assist in the overlay of streets within Waterloo Cemetary at an approximate cost of $2,625.35. Motion carried. • PUBLIC WORKS/REORGANIZATION COMMITTEE MINUTES October 13, 1986 Page Two The combined item of discussion for both Committees was the Statewide Survey on Public Works Departments as prepared by the Waterloo Personnel Department. Councilperson Seeber asked those present whether or not the City wishes to consider the hiring of a Public Works, Director. This opportunity arises due to the recent retirement of the Street Superintendent, Don Thorson. Councilperson Seeber indicated that he had viewed the Des Moines Public Works Department and felt that its operation provided a good management and planning base. Jim Rodemeyer, Personnel Director, indicated that due to recent legislative changes in the Civil Service law beginning July 1, 1986, Department head positions such as this are non-civil service positions. The Council is therefore able to advertise for the position and select among the qualified candidates for the position. He briefly reviewed the current City Organizational Structure, the Citizen's Reorganization chart adopted in May, 1985, and the Statewide Survey of Public Works Departments. Comparisons were made with other Iowa cities, including the number of employees, square miles of streets, population and salary ranges. It was suggested that a salary of $42,000.00-$46,000.00 be considered for this position. Councilperson Budak suggested that whomever is selected should have a strong background in street maintenance and repair. Councilperson Dowie suggested that now is the time to upgrade the position since the opportunity now presents itself. Councilperson Miller suggested that the Council look at the overall dollar amount of the Department's budget and set the salary accordingly. Councilperson Angel stressed that the person should also have a strong background in street maintenance and repair. Councilperson Lichty expressed that the Council should consider placing the City Engineering Department under the auspices of the Public Works Director. The consensus of the Committee was to authorize the Personnel Department to create a job description for the position of Public Works Director, as well as develop the advertising procedure and salary recommendation to a joint meeting of the Public Works/Reorganization Committees for their review on October 20, 1986. With no further business before the Committee, the meeting was adjourned . Larry P. Burger City Clerk/Auditor PUBLIC WORKS - REORGANIZATION COMMITTEE AGENDA October 13, 1986 5:00 P.M. Large Conference Room Roll Call Approval of Agenda Reorganization Committee Items 1 . Request from Superintendent of Central Garage for approval to fill Mechanic vacancy. (See attachment no. 1 ) 2. Request from the Superintendent of the Water Pollution Control Plant to initiate Civil Service process for Mechanic and Operator I. (See attachment no. 2 and 3) 3. Update on Aviation Director vacancy. Public Works Committee Items (Action required) 1 . Amendment to RISE application for Anita, Louise, and Greyhound Drive. 2. Discussion on overlay of streets/roads within Waterloo Cemetery. Combined Item of Discussion 1 . State-wide survey on Public Works Departments. (See attachment No. 4) Adjournment Larry P. Burger City Clerk/Auditor REORGANIZATION MEETING 4:45p.m. , Tuesday, September 2, 1986 Large Conference Room Roll Call Approval of Agenda 1 . Request from Fire Chief to promote Fire Fighter to position of Lieutenant and fill vacancy. Both actions caused by a Retirement of Lieutenant Woods. (See attached letter. ) Larry P. Burger i City Clerk/Auditor k REORGANIZATION COMMITTEE September 2, 1986 4:45 P.M. Large Conference Room Members present: Chairperson Seeber, Wright and Budak. The Agenda, as proposed, was approved. The request of the Fire Chief to promote a firefighter to the position of lieutenant and fill the position of firefighter was reviewed. Chief Stapella indicated that with the retirement of Lieutenant Woods, it was necessary to promote a firefighter to his former position. Larry Ohrt, a firefighter equipment operator, has indicated that he will not be returning to work. Mr. Ohrt has been on medical leave. Therefore, Chief Stapella amended his request to fill these two positions, together with the promotion of a FEO to the position of lieutenant. It was moved by Wright, seconded by Budak that the Fire Chief be given authorization to employ two firefighters and promote a firefighter to the position of lieutenant as requested. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor REORGANIZATION COMMITTEE MINUTES August 4, 1986 5:30 p.m. Large Conference Room Members present: Chairperson Seeber, Budak and Mayor McKinley. Members absent: Wright. The Agenda, as proposed, was approved. The request of the Fire Chief to fill a vacancy created by the resignation of LaVern Schrader effective August 14, 1986 was discussed. There is a Certified Civil Service List to fill this position. It was moved by Budak, seconded by Seeber that authorization be given to the Fire Chief to fill this vacancy. Motion carried. The request of the Police Chief to fill the position of Police Officer due to the retirement of Paul Loveless effective July 2, 1986 was discussed. There is no Certified Civil Service List for the position of Police Officer, therefore, the Civil Service Commission would be required to begin the process to establish a list. It was moved by Seeber, seconded by Budak that authorization be given to fill the position of Police Officer and recommend to the Civil Service Commission to begin testing for this position. Motion carried. The request of the Clerk/Auditor's office to fill the position of Secretary II was discussed. The person who has held this position since November 14, 1983 was recently on maternity leave and elected not to return to work for the City. It was moved by Seeber, seconded by Budak that authorization be given to fill the position of Secretary II in the Clerk/Auditor's office and that the Civil Service Commission begin the process of hiring for said position. Motion carried. With no further business before the Reorganization Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor REORGANIZATION COMMITTEE MINUTES July 14, 1986 5:45 p.m. Large Conference Room Members present: Chairperson Seeber, Budak and Wright. It was moved by Budak, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The request of the Planning and Development Division to fill a vacant administrative secretary position was reviewed. Jim Rodemeyer, Personnel Director, indicated that as a part of the fiscal year 1987-1988 budget preparation, this position was approved. This position will provide secretarial assistance to the Planning and Development Director as well as in the area of Transportation and Planning, Programming and Zoning Commission work. It was moved by Budak, seconded by Seeber that authorization be given to fill this position, as requested. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor REORGANIZATION COMMITTEE MINUTES June 9, 1986 5:00 p.m. Large Conference Room Members present: Chairperson Seeber, Budak, and Wright. Also present: Miller, Lichty, and Angel . It was moved by Budak, seconded by Seeber that the Agenda, as proposed, be approved. Motion carried. The first item of discussion was the filling of an Animal Control Officer left by a resignation of one of the officers effective June 20, 1986. Jim Rodemeyer, Personnel Director, stated that this would be an open position and would be filled from the outside. Miller now present. The Civil Service Commission will be meeting on Thursday, June 12, 1986, to begin the process of filling this position if approved by the Reorganization Committee. Chairperson Seeber asked if any fur- ther consideration had been given to the merger of the City's Animal Control Department with the Black Hawk Humane Society. Prior to the Civil Service taking action on Thursday, Mr. Rodemeyer will further investigate this possibility. It was moved by Wright, seconded by Budak that authorization be given to initiate the process of hiring an Animal Control Officer and that said recommendation be forwarded to the Civil Service Commission to begin the hiring process. Motion carried. The request of the Personnel Department to fill the position of Personnel Analyst was reviewed. This position is vacant due to the promotion of Cora Turner, Personnel Analyst to the position of Assistant Personnel Director. Mr. Rodemeyer explained the primary job responsibilities of this individual : administration of the Civil Service procedure, development of Civil Service job notices, imple- mentation, and monitoring of written procedures, correspondence with applicants and interviewing. Also the individual would be assigned other duties as time permitted with particular emphasis being placed on the revision on the City's Job Classification and Description Book. Angel and Lichty now present. Mr. Rodemeyer also delineated other activities for which the Personnel Department is presently responsible for including implemen- tation of the Hazardous Material Control Program, monitoring statis- tical data and extensive recruitment efforts as required by the Affirmative Action Plan, finalizing the implementation of the Fair Labor Standards Act, revising Civil Service rules and regulations to comply with recent changes in state law, and implementation of the City's Safety Program. Mr. Seeber announced that he had received a letter from B. J. Furgerson, Director of the Humam Rights Commission, stating that if this position was not filled, the Personnel Department would not be able to spend adequate time on the implementation of the Affirmative Action Plan. Mr. Rodemeyer indicated that this position would be down-graded from its current classification of Range 12 to Range 5 ($19,527 - $21,383). This is equal to that of the Associate Planner position. It is recommended that the position require a minimum of a Bachelor of Arts Degree with one year of experience. The position will be open and not a promotional exam. It was moved by Wright, seconded by Budak that it be recommended to the Civil Service Commission to begin the process of hiring for the position of Personnel Analyst. Motion carried. REORGANIZATION COMMITTEE MINUTES PAGE TWO The next item of discussion was filling three Sewer Maintenance II vacancies in the Sewer Department. It was indicated that these vacancies have come about due to the transfer of three Sewer Department Employees to the Street Department. The three positions will be posted internally for transfer and then opened to the public. The three positions in the Sewer Department are budgeted. It was moved by Budak, seconded by Wright that the Civil Sevice Commission begin the process of filling the three vacancies for the position of Sewer Maintenance II. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P . Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES May 27, 1986 6:00 p.m. Large Conference Room Members present: Chairperson Seeher, Wright and Budak. Also present: Angel , Dowie, Lichty, Miller and Mayor McKinley. It was moved by Wright, seconded by Budak that the Agenda, as proposed, be approved. Motion carried. The request of the City Planner to fill the position of Associate Planner was reviewed. Jim Rodemeyer, Personnel Director, explained that this opening results due to the resignation of John McCool, Senior Planner, and the anticipated promotion of an Associate Planner to that of the Senior Planner position. It was moved by Budak, seconded by Wright that authorization to fill the position of Associate Planner be recommended to the Civil Service Commission to begin the testing procedure. Motion carried. The request of the Superintendent of Traffic Signals to fill the position of Electrician Foreman was reviewed. Currently there are three individuals in the Electrical Department and since the retirement of Al Gardner none of these three have been appointed to the position of Foreman. Mike Mrzlak indicated that with continued construction of City streets, the need for this position escalates. This position would be retained within the bargaining unit but would carry some supervisory capacity. It was moved by Wright, seconded by Budak that the committee recommend to the Civil Service Commission to begin the testing process for the position of Electrician Foreman. Motion carried. The request of the Superintendent of Central Garage to fill the position of mechanic was reviewed. It was reported that a mechanic in the garage has recently resigned resulting in this vacancy. The job will first be posted for transfers from the Street and Parks Departments. It was moved by Budak, seconded by Wright that the committee recommend to the Civil Service Commission to begin the testing process for the position of mechanic. Motion carried. The request of Mayor McKinley to refill the position vacated by Roger Mogle, Economic Analyst, was reviewed. Mayor McKinley stated that Dave Van Dee has fulfilled this position but with the resignation of John McCool , Dave has qualified for the position of Senior Planner. Mayor McKinley reiterated that many things in the area of Economic Development are not being properly addressed due to the lack of staff support. Don Temeyer, Planning and Development Director, stated that one area of responsibility of this person would be to work with small business in the community to put financing packages together. Councilperson Wright questioned whether this position would be a duplication of efforts of other departments or the Chamber. It was moved by Wright, seconded by Budak that the committee recommend to the Civil Service Commission to begin the process to hire the position of Economic Analyst and that the position be placed in Step Range 12-B, $23,520. Motion carried. With no further business before the Committee, it was moved by Budak, seconded by Wright that the meeting be adjourned. Motion carried. Larry P. Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES May 13, 1986 4:00 p.m. Large Conference Room Members present: Chairperson Seeber, Wright and Budak. Also present: Lichty, Angel and Mayor McKinley. It was moved by Wright, seconded by Seeber that the Agenda, as proposed, be approved. Motion carried. Jim Rodemeyer, Personnel Director, stated that the purpose of the meeting was to discuss recommendations on the fiscal year salary proposal for non-bargaining employees beginning July 1, 1986. The recommendation for all non-bargaining employees to receive an increase on July 1, 1986 of 1.5% on their base rate and an increase of 2.5% on January 1, 1987 was reviewed. These increases were budgeted as a part of the FY87 Operating Budget. There was no discussion on this proposal . It was moved by Budak, seconded by Wright that the Reorganization Committee recommend to the Council the proposed salary increases as stated above. Motion carried. Several exceptions to the 1.5% July increase and 2.5% January increase were discussed. They are as follows: Assistant City Planner - It was recommended that this position be placed in Range 19 effective July 1, 1986. The increased cost of this recommendation is $1,527. This increase was justified by the additional emphasis being placed by the City on economic development. It was moved by Wright, seconded by Budak that this recommendation be transmitted to the Council for approval . Motion carried. Assistant City Attorney - It was recommended that this position (currently in Range 4) be placed in Range 7 effective July 1, 1986. The increased cost of this proposal is $1,365. After discussion, it was moved by Wright, seconded by Seeber that the Reorganization Committee recommend to the Council that this position be placed in Range 8. Motion carried. City Planner/Transportation Program Manager - It was recommended that this position (currently in Range 23) be moved to Range 24 effective July 1, 1986. The increased cost of this proposal is $874. It was moved by Wright, seconded by Budak that this recommendation be forwarded to the Council for their approval . Motion carried. Paramedic Supervisor - It was recommended that this position receive a 4.5% increase July 1, 1986 and a 4.5% increase January 1, 1987. This increase will result in the Paramedic Supervisor receiving compensation equal to that of a Captain in the Fire Department. It was moved by Budak, seconded by Wright that this recommendation be forwarded to the Council for their approval . Motion carried. Administrative Secretaries - It was recommended that the 12 Administrative Secretaries currently classified in Range C be placed in Range D effective July 1, 1986 and in Range E effective January 1, 1987 and a commitment made to move them to Range F on July 1, 1987. Additionally, it was proposed that the secretary currently classified in Range E be moved to Range F on January 1, 1987 and that the salary of the Administrative Secretary in the Parks Department, Police Department and Fire Department be placed in Range F whenever any of these positions become vacant. It was reported that this recommendation does not include any change for the Mayor's Secretary other than the normal 1.5% and 2.5% increase. It was moved by Wright, seconded by Budak that these recommendations be forwarded to the Council for their approval . Motion carried. REORGANIZATION COMMITTEE MINUTES PAGE TWO Several other recommendations were proposed. These changes include the deletions of salaries for Electrical Superintendent, Health, Sanitation/Animal Control Director and Transportation Specialist since these are vacant nonbudgeted positions. It was also recommended that the Reorganization Committee recommend to the Airport Commission that the salary of the Assistant Airport Director and Administrative Secretary be granted an increase of 1.5% for July 1986 and 2.5% for July 1987. It was moved by Budak, seconded by Wright that the Personnel Department be instructed to notify the Airport Commission accordingly. Motion carried. It was also recommended that the position of Assistant Fire Chief although not budgeted for FY87 be reflected in the salary schedule with a notation that it is vacant. There was some discussion by Mr. Budak that the salaries of Division Chiefs be reviewed. He felt that since the Assistant Fire Chief position has been eliminated, that the Division Chiefs may assume more responsibility and should be paid accordingly. It was reported that prior to January 1, this recommendation will be reviewed by the Reorganization Committee. It was moved by Wright, seconded by Budak that the position of Assistant Fire Chief be reflected in the salary schedule with a notation that it is vacant. Motion carried. It was also recommended that the possibility of establishing a range for the positions of Police Lieutenants and Fire Captains be reviewed. It was reported that the above recommendations would be referred to the full Council for their action. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES May 5, 1986 4:00 p.m. Large Conference Room Members present: Chairperson Seeber, Wright and Budak. Also present: Councilpersons Miller and Lichty and Mayor McKinley. The first item of discussion was the request of the City Planner to refill the Senior Planner position. Bob Stevenson indicated that John McCool has resigned his position effective June 6, 1986. It was moved by Wright, seconded by Budak that authorization be given to begin the Civil Service process to hire a Senior Planner in the Planning, Programming and Zoning Commission Office. Motion carried. The request of the Personnel Director to refill the position of Assistant Personnel Director was reviewed. Personnel Director, James Rodemeyer, stated that the FY86 Budget permits staffing the personnel department with a director, an assistant, a personnel analyst and an executive secretary. Councilperson Budak questioned the need to replace the assistant 's position since the Personnel Department has been functioning for many months without it. Mr. Rodemeyer indicated that his department has been assigned many duties that need the attention of the department including a performance evaluation system for all City employees; revision of the Civil Service rules and regulations based on recently enacted state legislation: a fringe benefit package for management employees; and continual monitoring and updating of the Affirmative Action Plan. It was moved by Wright, seconded by Seeber that authorization be given to begin the Civil Service process of hiring an Assistant Personnel Director. Motion carried. The request of the Police Chief to initiate the Police Recruitment Process and Sergeant Promotional Process was reviewed. Chief Shook summarized the anticipated vacancies in the sworn personnel rank and additional vacancies in 1987. It was moved by Budak, seconded by Wright that authorization be given to the Police Department to fill one sergeant position and three Police Officer positions and that the necessary Civil Service Commission procedures he initiated to fill these vacancies. Motion carried. The request of the Police Department to fill a Clerk II vacancy was reviewed. With the appointment of Sally Schmoll , Clerk II, to the position of Dispatcher, this transfer leaves a vacancy. A Clerk II list exists from which to fill this position. It was moved by Budak, seconded by Seeber that authorization be given to the Police Department to fill this vacancy as requested. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES April 14, 1986 7:45 p.m. City Hall Council Chambers Members present: Chairperson Seeber, Wright, and Budak. Also present Lichty, Angel , Dowie, Miller, and Mayor McKinley. It was moved by Wright, seconded by Budak that the Street Department be given authorization to appoint an Equipment Operator II from the existing certified list to fill a vacancy. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES March 17, 1986 5:30 p.m. Large Conference Room Members present: Chairperson Seeber, Wright, Budak. Chairperson Seeber announced that the agenda was being amended to include New Business Item No. 3 - request of Police Department to fill Dispatcher Vacancy. It was moved by Wright, seconded by Seeber that the agenda, as amended, be approved. Motion carried. Mayor McKinley stated that Roger Mogle has vacated his position with the City in the Economic Development area. He explained the need to immediately fill this position. He proposed the transfer of Dave Van Dee from the Planning, Programming and Zoning Commission to this vacancy. Mr. Van Dee would remain at his current salary of Range 5, Step 1 ($20,454). The vacancy created by Dave Van Dee's transfer would result in moving Jeff Klein to Mr. Van Dee's position (Associate Planner) . The vacancy created by Mr. Klein's transfer would then be filled by selecting a person from the Civil Service list for Associate Engineer. Jim Rodemeyer, Assistant Personnel Director, indicated that these changes would merely be work reassignments for both positions and that no one would be given a pay increase with this proposal . It was moved by Budak, seconded by Wright that authorization be given to the above described transfers. Motion carried. Jim Rodemeyer, Assistant Personnel Director, indicated that the Administrative Secretary at the Water Pollution Control Plant will be retiring effective April 30, 1986. He requested replacement of this position. It was moved by Wright, seconded by Budak that authorization be given to proceed with the process to fill this position. Motion carried. The request of the Police Department to fill a Civilian Dispatcher position was reviewed. It was indicated that an employee was terminated during her probationary period. Police Chief Roger Shook indicated that the individual was evaluated at the end of 30 days, 60 days, 90 days and 120 days of employment. Each time the individual was told of the areas needed for improvement but the employee did not progress to a satisfactory level . General discussion was heard on the combination of the Police and Fire Dispatch Units. Chief Shook indicated that preliminary investigation of this combination has been done:, however, the help of outside communications experts must be sought prior to further investigation. The Committee encouraged continuation of this combination. It was moved by Wright, seconded by Budak that authorization be given to refill the vacancy as requested. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES March 12, 1986 4:00 p.m. Mayor's Conference Room Members present: Chairperson Seeber, Budak. Members absent: Wright. Also present: Miller and Mayor McKinley. The first item of discussion was the request of the Library Director to fill a part-time Library Aide position. The position will become vacant on March 22, 1986. This person is used extensively on Saturdays and in the evenings. Jim Rodemeyer, Assistant Personnel Director, stated that the position is budgeted and is a non Civil Service position. As a non Civil Service position, it will be posted five days within the City. If no applicants are received, the position will be advertised at Job Service of Iowa. It was moved by Budak, seconded by Seeber that authorization be given to fill this position. Motion carried. The request of the Street Superintendent to fill one Equipment Operator II, four Equipment Operator I 's, and one laborer position was reviewed. These positions are budgeted in the FY87 Budget and would put the Street Department back to a force of 40. It was explained that the EO-II would be a promotional position for which there is a Civil Service list certified. A selection will be made from this list. The EO-I position would require that a Civil Service examination procedure be implemented. The labor position is a non Civil Service position and would be posted internally. It was moved by Budak, seconded by Seeber that the Street Department be given authorization as requested. Motion carried. The next item of discussion was the establishing of the Fire Chief's salary for purposes of advertisement. Jim Rodemeyer, Assistant Personnel Director, stated that both the Reorganization Committee and the Civil Service Commission has given authority to begin the process to hire a new Fire Chief. Inadvertently, the salary range for this position was not discussed. Mr. Rodemeyer recommended that the salary range and level of $36,500 - $39,500 with a middle step of $38,000 be established for this position. The present salary is $39,566. Councilperson Budak indicated that the recommended salary was too low for the position. With this in mind, the salary range and level of $37,496 - $41,055 was discussed. It was agreed that depending upon the persons background and experience a salary within this range could be established by the Mayor. It was moved by Budak, seconded by Seeber that the range and level of ($37,496 - $41,055) be established. Motion carried. The next item of discussion was the placement of the Animal Control duties under the Sign and Traffic Department. Mr. Rodemeyer indicated that the Civil Defense Office is currently performing the day to day functions of the Animal Control Department with the Clerk/Auditor's Office performing administrative duties. With the transfer of the Health and Sanitation Inspectors to Black Hawk County, the administrative duties of the Animal Control Department must now be reviewed and the administrative functions be transferred to a City Department. Several options were reviewed including placement with the Water Pollution Control Plant, Police Department, Street Department, and Sign and Traffic Department. Studying all the options it was recommended that the administrative functions be placed under the review of the Sign and Traffic Department. Several advantages were cited including the proximity to City Hall and adequate space requirements of the department. If Mr. Mrzlak were given Animal Control, it was recommended that he be given additional pay for this duty. He currently is receiving $23,500 for duties related to the Sign and Traffic Department and an additional $1,000 for supervising and administering the Electrical Department. It was recommended that he be raised to a salary of $26,300 or Range 16. Money is available in his department 's budget due to decreased costs of fuel and lower than expected paint bids. It was moved by Seeber, seconded by Budak that the Animal Control Department be placed under the administrative review of the Sign and Traffic Department and that Mike Mrzlak be given additional compensation equal to $26,300 (Range 16). Motion carried. REORGANIZATION COMMITTEE MINUTES Page Two The final item of discussion was the request of the City Planner to hire two Associate Engineers from the current certified list. Originally, one Transportation Specialist and one Associate Engineer were to be hired. Due to the many qualified appplicants that are on the Associate Engineer list, it was recommended that two be hired from this list and not go through the process of establishing a certified list for the Transportation Specialist position. The difference between these two salaries is approximately $600. It was moved by Seeber, seconded by Budak that the City Planner be authorized to hire two Associate Engineers from the certified list. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor REORGANIZATION COMMITTEE MINUTES March 3, 1986 4:00 p.m. Large Conference Room Members present: Chairperson Seeber, Wright and Budak. Also present: Councilperson Angel . The Agenda, as proposed, was approved. Jim Rodemeyer, Assistant City Personnel Director, stated that the Administrative Secretary in the Street Department plans to retire in April . Authorization was being requested to begin the process of refilling this position. It is anticipated that this position will not require a new hiring, as the Administrative Secretary in the Health and Sanitation Department requested a transfer to the Street Department. (Due to the combination of the City and County Health Department, the Administrative Secretary in the City Health and Sanitation Department is available to fill the position. ) It was moved by Wright, seconded by Budak that authorization be given to fill the position with said recommendation forwarded to the Civil Service Commission. Motion carried. With no further business before the Committee, the meeting was adjourned. Michelle Temeyer Deputy Clerk/Auditor REORGANIZATION COMMITTEE MINUTES February 17, 1986 4:00 p.m. Large Conference Room Members present: Chairperson Seeber, Wright, Budak. Also present: Mayor McKinley, Miller, Angel, Lichty. It was moved by Wright, seconded by Budak that the agenda, as proposed, be approved. Motion carried. The first item of discussion was the vacancy of the janitor in the Street Department. Don Thorson, Street Superintendent, stated that this is a fulltime labor position which was created by a retirement. It would be filled from within the department with no increase in budget expenditures. This is not a Civil Service position and would merely be a transfer of an individual from the Garbage or Street Division. It was the recommendation of the Personnel Department to fill the position on a temporary basis until the FY 87 Budget has been certified. It was moved by Wright, seconded by Budak that the hiring of this position be put "on hold" until the budget is certified (March 15, 1986) with review at that time. Motion carried. The job description for the position of Fire Chief was reviewed. Chairman Seeber pointed out that applicants must have attained the rank of lieutenant or above to qualify. The position will be recommended to the Civil Service Commission as promotional . Jim Rodemeyer stated that the City Attorney is currently reviewing the authority of the Civil Service Commission in contrast to that of the Reorganization Committee particularly relating to who has the final decision in advertising, determining whether an opening will be "open" or "promotional ," etc. It was clarified for members of the Committee that the Fire Chief is not a Civil Service employee but the process by which the Fire Chief is hired is covered under Civil Service. It was the recommendation of the Personnel Department to not use a written exam in the examination process. The Civil Service Commission will establish a panel of interviewers consisting of the Commission, possibly two chiefs from other communities, and one other person at large. A grading system for the oral interview will be established. It was moved by Budak, seconded by Wright that the position of Fire Chief be recommended to the Civil Service Commission as a promotional exam process. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P . Burger Clerk/Auditor REORGANIZATION COMMITTEE February 3, 1986 5:00 p.m. Large Conference Room Members present: Chairperson Seeber, Wright and Budak. Also present: Miller, Angel and Lichty. The agenda as proposed was approved. The first item of discussion was the request of the Clerk/Auditor's Department to fill a Clerk III vacancy. Due to the expected retirement of the Payroll Clerk in the Spring, authorization was requested to begin the process of hiring. A current organizational structure of the office was reviewed. It was moved by Wright, seconded by Budak that authorization be given to hiring a Clerk III and the matter be referred to the Civil Service Commission to begin the process. Motion carried. Bruce Bottorff, Superintendent of Water Pollution Control, requested authorization to hire a Lab Tech I due to the untimely death of Sue Kelley. He stated that this position is needed to fill the requirements of the Iowa Department of Water, Air and Waste Management Pretreatment Program. Questions were raised as to whether or not money is available in the FY87 Budget for this position. Mr. Seeber stated that he did not want to hire a person and then end up laying the person off due to the unavailability of funds. Mr. Bottorff stated that the position is currently budgeted in the FY86 Budget but that if personnel cutbacks were necessary within his department during FY87, another position would need to be cut due to the need to implement the requirements of DWAM. It was moved by Wright, seconded by Budak that authorization be given as requested. Motion carried. It was reported that the Fire Chief intends to retire in May, 1986, therefore, authorization was requested to initiate the process to fill this position. The Committee instructed the Personnel Department to draw up a job description and bring it back to the Committee in two weeks for review. The request of the Personnel Department for authorization to commence the process of hiring a Personnel Director was discussed. The current staffing within the office is an Assistant Personnel Director, Personnel Analyst, and Administrative Secretary. The department is budgeted for four (4) positions. It was stated that the current workload within the department warrants a full staff of four people. Discussion was heard as to whether or not this should be a promotional or an open exam. It was moved by Wright, seconded by Budak that this position be hired through the promotional process and that this item be referred to the Civil Service Commission to begin the process. Motion carried. With no further business before the Committee, the meeting was adjourned. Michelle Temeyer Deputy Clerk/Auditor