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HomeMy WebLinkAbout1985 REORGANIZATION COMMITTEE September 23, 1985 4:00 p.m. - Mayor's Conference Room Members present: Penaluna, Dowie, Klinger. It was moved by Dowie, seconded by Klinger that the Fire Department be given authorization to begin the process of testing for the position of Fire Recruit. Motion carried. Police Chief Shook explained the need to replace two (2) civilian dispatchers due to recent resignations. The department operates three (3) shifts, requiring nine (9) dispatchers. With the current vacancies, patrolmen must be pulled off the street to perform dispatching duties, resulting in large amounts of overtime. Chief Shook stated that a decision on a centralized dispatching center for police and fire may be eighteen (18) months away. Prior to a decision on this matter, the State of Iowa may be consulted. It was moved by Dowie, seconded by Klinger that the Police Department be authorized to hire two (2) dispatchers. Motion carried. Jim Rodemeyer, Assistant Personnel Director, reported on the possibility of combining the classifications of Sewer Maintenance I and Sewer Maintenance II. This would allow for cross-utilization of employees. After discussion, the Committee stated that if this and similar situations could be worked out, that this should be expanded to other departments and other classifications. It was moved by Dowie, seconded by Klinger that the combination in the Water Pollution Control Plant and Sewer Department described above be approved. Motion carried. Councilperson Klinger asked Cora Turner, Personnel Analyst, for an update on hiring persons in the protected classes. She reported efforts are being made to meet the goals of the Affirmative Action Plan and that employment patterns are being documented. With no further business before the Coumiittee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor REORGANIZATION COMMITTEE August 12, 1985 4:30 p.m. Mayor's Conference Room Members present: Chairperson Penaluna, Klinger, Dowie. Also present: Seeber, Wright, Getty. The order of the agenda was changed in order to discuss Item 3 first (Update on Centralization of Civilian Dispatch function). Police Chief Shook and Fire Chief Olson summarized their investigation into centralizing the police and fire dispatch function. They both agree that it is feasible, if service is not reduced and the needs of both departments are met. There are • seventeen (17) areas of discussion/concern that must be detailed and studied, including the cost/effectiveness of the center. The departments intend to solicit the assistance of state and national organizations. Klinger now present. The City of Davenport currently has a joint dispatching center. The request of the Central Garage to fill a mechanic vacancy was reviewed. Dowie now present. Larry Cunningham, Garage Superintendent, reported that one of the two (2) Street Sweeper Mechanics will soon be retiring. Due to the complexity of repair of street sweepers, it was felt that a replacement should be made as soon as possible. The position is budgeted. It was moved by Klinger, seconded by Dowie that authorization be given to begin the Civil Service process of hiring a Street Sweeper Mechanic. Motion carried. The request of the Park Department to hire one (1) Park Maintenance IV (Plumbing) and two (2) Park Maintenance II (Construction) personnel was reviewed. These are current vacancies due to retirements and promotions. The positions are budgeted. It was moved by Klinger, seconded by Dowie that authorization be given to begin the Civil Service process of hiring the positions described above. Motion carried. A short update was given on the transfer of the City's Health and Animal Control Department to the Black Hawk County Health Department. Chairperson Penaluna asked that once a recommendation was formulated that the Reorganization Committee be informed. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor Reorganization Committee July 26, 1985 4:45 p.m. Mayor's Conference Room Members present: Klinger, Dowie, Penaluna Also present: Wright The Community Development Board requested authorization to fill a second rehabilitation specialist position. The position would be filled in the manner prescribed by Civil Service. It was moved by Penaluna, seconded by Klinger that authorization be given to fill said vacancy. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor Reorganization Committee Meeting 5:30 p.m. Large Conference Room June 17, 1985 Members present: Chairperson Penaluna, Klinger. Members absent: Dowie. The agenda was approved as proposed. The first item was review of the request of the Commnity Development Board to hire one Rehabilitation Specialist. The opening is due to the recent resignation of Chris Dunn. Mr. Jim Lindsey, Community Development Administrator indicated that housing rehabilitation is a primary activity required to receive funding for its housing and Community Development block grants. Mr. Lindsey indicated that since their office has become involved in the Interstate Substitution Program much of their time has been spent an acquiring property for various projects. Mr. Lindsey requested that the Rehab Specialist start at Range 3. It was discussed that perhaps the cross utilization of employees between the Community Development Office and the Building Officials Office may need to be investigated since employees in these departments belong to different bargaining units. Cross-utilization to employees has been in the area of interstate substitution projects. Jim Rodemeyer, Assistant Personnel Director, reported that should the Reorganization Committee approve this request the position will appear on the Civil Service Commission Agenda of June 25, 1985. It was moved by Klinger, seconded by Penaluna that the Community Development Board be given authorization to hire one Rehab Specialist. Motion carried. The second item was review of the request of the Fire Department for an additional clerical position. Stan Stapella, Assistant Fire Chief, reported that due to the loss of a part time secretary from the Electrical DepaLLu,entit was necessary to fill this position with a full time Clerk. He recommended that a Clerk II be hired. Duties to be performed by this Clerk would include: to act as Clerk to the Fire Marshall, Medical Officer and Training Officer; to assist the Fire Prevention Staff in making fire inspection reports to the State of Iowa; to prepare reports to the State of Iowa on the ambulance service responses; and to assist the training division in keeping accurate records of all training exercises for Fire Department personnel. He indicated that the F.Y. 1986 Fire Department Budget includes funding for an additional Clerical position. It was moved by Klinger, seconded by Penaluna that the Fire Department be given authorization to hire a Clerk II. Motion carried. The next item reviewed was the Citizen's Reorganization Committee Final Report of May, 1985. The plan creates several divisions including the Planning and Development Division, Health and Environmental Division and Street and Maintenance Division. Since job descriptions do not exist for the latter two, Mr. Penaluna instructed the Personnel DepaiLiiient to develop job descriptions for these two division heads. He also asked that the authority and responsibility of these division heads be defined. Under the area of financial procedures the Committee recommended that the recommendation of the Reorganization Committee be forwarded to the Finance Committee for review and approval. Those recommendations include: 1) all line item changes over $1 ,000 must receive prior approval by the City Finance Committee; 2) require all unbudgeted items to be approved by the City Finance Committee; prior to purchase; 3) direct the City budget staff to coordinate cash flow planning with major expenditure planning to eliminate borrowing and maximizing investment opportunities by developing a yearly plan. The Communication System developed by the Citizen's Reorganization Committee requires that any significant communication by phone, in person or in writing should be referred directly to the Division Head for appropriate action. The system will also include an action information request form and an action information request log sheet. Page Two Reorganization Meeting These forms will be reprinted to be used by the departments with a monthly log sheet being filed with the Mayor's Office. In regard to the role of boards and commissions the Personnel Department was directed to notify all boards and commissions that copies of their minutes and agendas be received and filed by the City Council. He also asked that each Commission review the ordinance that empowers them to exist, to review it and make changes as necessary in consultation with the City Attorney's Office. Mr. Penaluna also asked the Personnel Department to meet with the Mayor on the appointment of a Councilperson to the seven commissions and boards that exist within the City of Waterloo. He also asked that work begin on the appointment of one citizen member to serve on both the Parks and Riverfront Board and Recreation and Arts Commission. Councilperson Getty questioned whether or not the salary for Division Heads had been established. Mr. Penaluna indicated at this time money had not been tied to the division head catagory. Assistant City Attorney Donna Lesyshen asked for a clarification on the relationship of the Community Development Board with that of the Planning and Development Division. Russ Lowe, Chairman of the Community Development Board indicated that the chart as now outlined is unclear. He stated that the Community Development Board is independent of the Planning and Development Division and should not answer to this Division Head. The Personnel Department was instructed to prepare a short summary as to the relationship between the Community Development Board and that of other divisions and departments of the City. Cora Turner, Affirmative Action Officer/Personnel Analyst, reported that the Affirmative Action Committee had met and reviewed the Affirmative Action Plan. She stated that implementation of the Plan is now taking place and that she would keep the Committee updated on its progress. The amendments to the Plan will be forwarded to the Council soon. With no further business before the Committee, the meeting was adjourned. Larry P. Burger Clerk/Auditor Reorganization Committee Meeting May 20, 1985 Mayor's Conference Room 4:45 p.m. Members present: Klinger, Mayor Bowers. Also present: Wright and Getty. Jim Rodemeyer, Assistant Personnel Director, presented four (4) positions within the City that are currently vacant for which certified lists need to be developed. Upon approval by the Reorganization Committee, the Civil Service Commission will begin the testing and selection process. The first position was a construction foreman in the Park Department. Due to retirement this position is open and will be filled through a promotional exam. Also due to retirement in the Water Pollution Control Plant an Operator I position is open. It will also be filled through a promotional process. A Pump Operator position in the Sewer Department is open due to retirement and will be filled through a promotional process. The fourth and final position is that of Civilian Dispatcher. This is covered by the Teamsters contract and will be utilized in both the Fire and Police Departments. Councilperson Klinger asked whether or not these positions need to be filled. It was indicated that each position has been reviewed with the Department Head and each was recommended to be filled. Each position is in the current budget and will not increase the City work force because persons already employed with the City will be promoted into these positions. Written job descriptions are available for each of these positions. Because of a lack of quorum, official action could not be taken but informal approval was given to filling each of the four (4) positions. Councilperson Klinger asked that she be provided a status report of the City's Financial position as anticipated on June 30, 1985. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor Reorganization Committe Meeting April 22, 1985 4:00 p.m. Large Conference Room Members present: Penaluna, Klinger, Dowie. Also present: Mayor Bowers, Wright, Lichty, Seeber, Getty. Mr. Jim Rodemeyer, Assistant City Personnel Director presented nine (9) changes in the management package. They are as follows: Section 1 . (C) Work schedules and hours of work for Administrative Employees. This sect ion clarifies the item of compensatory time for administrative employees. Section 4. (A) Vacations This section standardizes vacation for administrative employees so that their anniversary date is changed to January 1 for useage purposes. This item is then consistant with the vacation policy for union employees. Section 8. (D) Sick Leave/Disability This section clarifies the disability insurance offered to employees under the sick leave policy. Section 8. (E) Sick Leave - Probabtion/accural/utilization This allows the probationary employee to utilize sick leave benefit hours with the approval of the employees Department Head or Mayor. Section 8. (K) Sick Leave Pay out upon qualified termination of employment. This item allows an employee to take 50% to a maximum of 60 days of their accumulated sick leave and vacation to extend their actual termination date beyond the employee's departure date. Section 9. (D) (5) Mandatory out patient surgery program The Clerk/Auditor's Office will have on file a copy of those out patient surgery's that will be covered by the City's Blue Cross/Blue Shield Policy. Section 20. Travel Policy This is the City's travel policy as amended by the City Council on February 1985 and is now part of the management package. Section 21 . Management Employees in the Library. This is a refrence to fringe benefits outlined in the management package as they relate to Library Management Employees. Page Two Reorganization Minutes Section 22. Management Salaries This is a listing of the proposed salaries for management personnel beginning July 1 , 1985 and the increase as anticipated January 1986. Chief Shook brought up the problem of overtime for his management employees. Many feel that they should be compensated for this time. He particularly questioned the need to notify the Mayor and Personnel prior to the time an employee uses comp time. Chairperson Penaluna indicated that management employees should not be compensated or should not be given time off for compensatory time on an hour for hour basis. Management employees in, e Police and Fire Department were compensated for loss of overt with significant increases in salaries. /99 Discussion was heard and agreed upon that the Department Head should have the liberty to give comp time at his own discretion and that the item of reporting this to the Mayor and Personnel Department be eliminated. This item will be brought back before the committee at the next reorganization meeting. In reference to Attachment 9, Councilperson Lichty indicated that the "steps" that were shown are "merit pay increases" for management employees. She objected to this schedule. Assistant Personnel Director, Jim Rodemeyer indicated that the Administrative Secretaries would be coming before the committee to discuss concerns and changes they would like incorporated in the Management Package. These will be presented at a later date. The request of Jim Lindsey, Administrator of the Community Development Board to change the step and range of Chris Dunn, Rehabilitation Specialist was reviewed. He indicated that Chris is currently at Range 1 , Level H or $18,685. Since the other two rehab specialists in the office are at Ranges 5 and 7 he requested that Chris be allowed to move to Range 3, Level 1 . This will not result in an increase for Chris at this time. However, in January, (his anniversary date) he will advance to Range 3, Step H and would allow him a slight increase. It was moved by Klinger, seconded by Dowie that the step and range of Chris Dunn, Rehab Specialist in the Community Development Department be at Range 3, Level I. Motion carried. Chairperson Penaluna indicated that the Airport Commission should be notified of the City's intent to give its administrative employees a 3% raise in July 1 , 1985 and a 2% raise in January, 1986. It was moved by Klinger, seconded by Dowie that the Personnel Department be instructed to draft this letter to the Airport Manager. Motion carried. The next meeting of the Reorganization Committee was tentatively scheduled for May 6, 1985. With no further business before the committee, the meeting was adjourned. Michelle Temeyer Deputy Clerk/Auditor Reorganization Committee April 4, 1985 - 4:00 p.m. Mayor's Conference Room Members present: Mayor Bowers, Wright, Penaluna, Dowie, Seeber and Getty. It was moved by Dowie, seconded by Penaluna that the agenda, as proposed, be approved. Motion carried. The request of the Park Commission to fill the vacant position of Assistant Superintendent of Parks was discussed. A proposed job description was reviewed. This position is being proposed as a promotional exam. Mr. Bob Brooks, Director of Parks, stated that this position must be filled because 1) it is one (1) of two (2) supervisory positions of summer crews and 2) several other vacancies exist within the department that are not to be filled at the present time. It was moved by Dowie, seconded by Penaluna that the Affirmative Action Committee review the request, in light of the Mayor's hiring freeze (until the Affirmative Action Plan is completed and implemented). Motion carried. City Attorney, W. David Tyler reported that the Committee should meet in Executive Session as the subject matter involved possible litigation and the reopening of labor negotiations with Local #66 (Fire Fighters). It was moved by Dowie, seconded by Penaluna that the Committee meet in the Executive Session. Motion carried. Wright now present. EXECUTIVE SESSION--The following persons were present during the Executive Session: Roger Mogle, Personnel Director Mayor Bowers Councilpersons Wright, Penaluna, Dowie, Seeber and Getty Michelle Temeyer, Deputy Clerk/Auditor Stan Stapella, Assistant Fire Chief Jerry Olson, Fire Chief W. David Tyler, City Attorney Linda Klinger, Councilperson (entered during Executive Session) It was moved by Dowie, seconded by Klinger that the Executive Session be adjourned. Motion carried. It was moved by Dowie, seconded by Klinger that the following issues be approved: 1) Hazardous Waste Officer 2) Airport Positions on CFR 3) Issue III - Fire Labor Standards Act 4) Issue IV - Departmental Reorganization 5) Issue V - Contractual Revision Motion carried. Reorganization Committee April 4, 1985 - 4:00 p.m. Page Two The Fire Chief and Assistant Chief were thanked for their work on the reorganization plan for the department. Mayor Bowers asked the committee to affirm or deny the step increase of Assistant City Attorney Donna Lesyshen. The step would be from $26,865 to $28,080 retroactive to January 1 , 1985. The committee instructed the Deputy Clerk/Auditor to check the tape and minutes for past discussion on this matter. If the committee had approved the request, the Mayor should authorize the step. With no further business before the Committee, the meeting adjourned. Michelle Temeyer Deputy Clerk/Auditor Reorganization Committee Meeting January 28, 1985 5:00 p.m. Large Conference Room Members present: Chairperson Penaluna, Dowie. Also present: Getty, Wright. The Superintendent of the Water Pollution Control Plant asked that he be authorized to hire two (2) operator trainees from the Certified List. These existing positions are open due to promotions within the department. He reported that because of the reduced revenue from Rath Packing Company, money is not currently available to hire both positions; therefore, he requested that one be hired immediately with the second person at a later point should money become available. It was moved by Dowie, seconded by Penaluna that authorization be given to the hiring of two persons to the position of Operator Trainee; however, that only one be hired at the present time and if money should become available, a second person should be hired at a later date. Motion carried. In response to a question from Councilperson Wright, it was reported that four or five minorities including women were on the original certified list for the position of operator trainee. W. David Tyler, City Attorney, reported that Donna Lesyshen would be resigning in June 1985. He requested authorization to fill this vacancy at Range 4, Level B with a salary of $18,215.00 to $19,945.00. He reported that he has been interviewing extensively and advertisements have been published. It was moved by Dowie, seconded by Penaluna, that the City Attorney be authorized to hire a full time assistant Range 4, Level B and a salary of $18,215.00. Motion carried. He also reported that the other Assistant City Attorney's will not be forced out of there standing and that Donna will remain on as an assistant City Attorney. The new assistant will handle traffic court. It was moved by Dowie, seconded by Penaluna that the committee meet in Executive Session to discuss labor strategy negotiations. Motion carried. Executive Session It was moved by Dowie, seconded by Penaluna that the executive session be adjourned. Motion carried. With no further business before the committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor Reorganization Committee Mayor's Conference Room 4:00 p.m. January 7, 1985 Present: Penaluna, Klinger, Dowie. Others present: Willie Mae Wright, Jack Seeber, Larry P. Burger, Clerk of the Committee. Penaluna announced the first item on the Agenda is the reveiw of the Citizen's Reorganization Committee Report. The Committee reviewed the organizational charts handed out by the Personnel Office regarding the reorganziation of the City of Waterloo. Councilman Seeber questioned whether the Community Development Board would be acting under the direction of the Planning and Development Director. Councilman Penaluna stated that the Community Development Board and the Planning and Developemnt Director would work incooperation until such time that the Citizen's Reorganizational Committee could meet with the various Boards and Commissions to determine the powers and duties of such commissions. Councilperson Wright questioned the various job duties of the new Division Heads and asked if there was any other combinations between other departments. Councilman Penaluna stated that any further combination of departments would be brought back before the Reorganization Committee at a later date. Moved by Klinger, seconded by Dowie that the Council Reorganization Committee approve the proposed reorganization of the City of Waterloo and recommend the City Council approve the same. Motion carried. Councilman Penaluna, stated that the Reorganization Committee would now discuss the Fire Department proposed reorganization. Fire Chief Olson outlined the proposed reorganization to accomodate a hazardous waste response team made up of three captains of the Waterloo Fire Department. Chief Olson continued that to accommodate the 3 captains, 3 lieutenants would be promoted to captains. He stated that Station 8 would be the home station for the hazardous waste operations. Olson continued that by the promoting of 3 captains this would eliminate the $7,000 out of rank pay that he is presently paying. Seeber questioned whether he needed a captain on each shift or whether one Captain on call would be sufficient. Councilman Dowie questioned the possibility of the Assistant Chief spear heading the operations of the Hazardous Waste Division of the Waterloo Fire Department. Assistant Chief Stapella reported that last year there were 52 incidents in the City of Waterloo which involved hazardous waste. Councilman Dowie said he would like to start working into the program on a gradual basis and not go with a full blown program to begin with. Reorganization Committee Page Two January 7, 1985 City Attorney, W. David Tyler, pointed out that the City has a potential liability for hazardous waste spills if the proper training is not given to the Waterloo Fire DepaLtuient. Councilman Penaluna expressed his concerns regarding the economic situations of the Community, and stated that the City cannot hire personnel for every situation that arises. Penaluna continued that his recommendation would be to hire one person and place this person on call 24 hours a day. Councilman Seeber questioned the valididy of the Assistant Chief developing the expertise within the area of hazardous waste and working with the present 2 captains of the Waterloo Fire Department. Councilman Penaluna stated that this issue would have to have further research done before recommendation would come from the Reorganization Committee. Councilman Penaluna called for any additional business before the Reorganiation Committee, hearing none, the meeting was adjourned. Larry P. Burger City Clerk/Auditor