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HomeMy WebLinkAboutCouncil Packet - 12/12/2016HUMAN RESOURCES COMMITTEE 4:50 PM, December 12, 2016 Harold E. Getty Council Chambers Members Ron Welper Chairperson Jerome Amos Jr. Vice Chairperson All Council Members Roll Call Approval of Agenda 1. Request from the Chief of Police for authorization to start the process to create a Civil Service promotional list for the rank of Police Sergeant. 2. Request from the Chief of Police for authorization to start the process to create a Civil Service promotional list for the rank of Police Lieutenant. 3. Request from the Chief of Police for authorization to start the process to create a Civil Service list for the position of one (1) Police Officer recruit and appoint from that list. 4. Request from the Manager of Rehabilitation Services to initiate the civil service promotional process for the position of Facilities Maintenance Foreman. 5. Request from the Director of Waste Management Services Department to begin the recruitment process for Collection Systems/Maintenance Supervisor and to make an appointment from the list. Adjournment Kelley Felchle City Clerk CITY OF WATERLOO Council Communication Request from the Chief of Police for authorization to start the process to create a Civil Service promotional list for the rank of Police Sergeant. City Council Meeting: 12/12/2016 Prepared: 12/1/2016 REVIEWERS: Department Police Department Clerk Office Reviewer Krogh, Frank Higby, Nancy Action Approved Approved ATTACHMENTS: Description Type ID Job Description - Sergeant Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Date 12/1/2016 - 4:44 PM 12/5/2016 - 11:07 AM Request from the Chief of Police for authorization to start the process to create a Civil Service promotional list for the rank of Police Sergeant. Submitted By: Captain Frank Krogh approval to start the process The Police Department currently does not currently have a certified promotion list for the rank of Sergeant. We currently do not have any open postions but would like to have a list in the event a postion would come open. We are asking to start the process to create a certified list of qualified applicants None N/A Without a certified list we can not fill our open positions which will jeopardize the Police Departments ability to fully staff creating a safety issue for both Officers and the general public. PERSONNEL REQUISITION FORM RECEIVED NOV 0 2 2016 Check as applicable: ® To start recruiting or civil service process and/or ❑ To fill a vacancy ❑ Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Police Sergeant Department: Police Department Reports To: Director of Safety Services Work Location: Police Department Employment Status: ® Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7 -Month ❑ Intern/Co-op Student from to Type of Position: Civil Service Position: Bargaining Position: Non -bargaining Position: ® Yes Z Yes ❑ Yes ❑ No ❑ No ® No Recommended Recruitment Sources: Z Internal Posting Only ❑ Internal Posting and External Advertising 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: No. of hours/week: Work schedule: Annual salary requirements: Hourly Rate: Is position budgeted for this and future FYs? ® Yes ❑ No If no, how will position be funded? Justification of need for position: The Police Department is seeking permission to start the civil service process for the position of Police Sergeant. We currently do not have a civil Service list to promote from. We currently have 1 Sergeant eligible to retire and in the next 2 years we will have two Lieutenants retire causing 2-3 Sergeant promotions. We would like permission to create a list of candidates in case the need arises to make a promotion. What are the likely consequences if the position is not filled? If we do not have a current civil service list to promote an Officer to the rank of Sergeant it would impact the Police Departments ability to adequately supervise the Officers and a delay in that process would most definitely cause a great deal of recall while waiting to start the process. APPROVALS Approved subject to the following conditions: Su.mitting D - . artment Head Date X';2.e.t! c t CC! u& /('.fie" 16 Chief Financial Officer „ Date J // -90700 Human esources Committee Chaitpersry(' Date an Resources Manager Date RESUMES MUST BE RECEIVED BY 5:00 P.M. MONDAY, APRIL 25, 2011. SUBMIT TO HUMAN RESOURCES DEPT, 620 MULBERRY, WATERLOO IA 50703 OR EMAIL EMPLOYMENT&WATERLOO-IA.ORG. - THE WRITTEN EXAMINATION WILL BE HELD AT 9:15 A.M. (9:00 A.M. CHECK-IN) THURSDAY, JUNE 23, 2(111 AT THE HAZMAT REGIONAL TRAINING CENTER, 1925 NEWELL, WATERLOO. A READING LIST WILL BE PROVIDED FOR STUDY PURPOSES. CITY OF WATERLOO, IOWA CIVIL SERVICE NOTICE PROMOTIONAL EXAMINATION POLICE SERGEANT POLICE DEPARTMENT ESSENTIAL FUNCTIONS, KNOWLEDGE, EXPERIENCE & TRAINING SUMMARY Professional supervisory position under the general direction of the Division or Section Commander responsible for supervising and reviewing the activities of subordinate personnel to assure proper performance of all assigned tasks and enforcement of State laws, City ordinances and department policies, rules and regulations. An illustrative list of essential functions and physical abilities are Listed in the lob description. Acceptable experience and training: Bachelor's Degree, preferably in police science, criminology, sociology, business administration, political science, public administration or other management or law enforcement related field with four years of service with the Waterloo Police Depattntent by deadline for submission of resume or Associate's Degree or junior standing with accredited college, university or community or technical college with course work preferably in police science, criminology, sociology, business administration, political science, public administration or other management or law enforcement related field with five years of service with the Waterloo Police Department by deadline for submission of resume or Field Training Officer with the Waterloo Police Department with six years of service with the Waterloo Police Department by deadline date for submission of resume or high school graduate/GED with eight years of service with the Waterloo Police Department by deadline date for submission of resume and prefer additional training in police administration and operations; Iowa Driver's License and good driving record based on City of Waterloo driver performance criteria. Required knowledge and abilities include but are not limited to the following: knowledge of principles and practices of modem police administration methods with the ability to supervise and train others; knowledge of the standards by which the. quality of police services are evaluated and knowledge of the rules and regulations of the department as they relate to law enforcement; knowledge of State and local laws and ordinances regarding law enforcement; ability to react quickly and calmly and to direct the work of subordinates in emergencies; ability to prepare and present effective oral and written reports; ability to supervise, maintain discipline and accept lines of authority; ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds; ability to communicate over the telephone and police radio. EXAMINATION INFORMATION WRITTEN EXAMINATION All qualified applicants who apply by the deadline date will be eligible to participate in a written examination developed by International Public Management Association for Human Resources (IPMA-HR), administered by Human Resources staff, designed to measure aptitude in the following areas: (1) Laws Related to Police Work; (2) Police Field Operations; (3) Investigative Procedures; (4) Supervisory Principles & Concepts & Reports; (5) Records & Paperwork. A maximum of twenty-five (25) applicants, plus ties as ranked by their scores on the written examination, shall be allowed to further proceed with the testing process. The written examination will count 40% of the overall score. ORAL EXAMINATION The top applicants, as defined, will be invited to appear before an oral examination panel. The oral examination panel shall consist of City of Waterloo police or fire personnel as follows: (1) one police officer; (2) two sergeants; (3) one lieutenant; (4) a staff person from the Waterloo Police Department or Waterloo Fire Rescue Department. The City of Waterloo reserves the right to change the composition of this examination panel. A staff member from the Human Resources Department will monitor the interviews. An individual must receive a minimum average score of 60 points out of 100 to achieve a passing score on the oral examination. Rating sheets as completed by the panelists will be collected at the end of each day's interviews and compiled for ranking when the entire process has been completed. Any panelist wishing to change a score must do so on the day the interview is conducted. All score changes must be initialed and a reason stated in the comments section as to why the change occurred. The oral examination will count 60% of the overall score. SCORING Those individuals who successfully complete the written and oral examinations shall have their final scores determined by giving 40% weight to the written examination and 60% weight to the oral examination. The top twenty applicants as ranked by their scores, as outlined, shall be the individuals certified on the initial and reserve lists. HOW TO APPLY All qualified candidates must submit a cover letter and resume to the City of Waterloo Human Resources Department, 620 Mulberry Street, Waterloo, Iowa 50703 or email ernployrent(gwaterloo-ia.org by 5:00 p.m. Monday, April 25, 2011. All applicants will receive additional information on the position at the time they submit a resume. A.A./E.E.O. All qualified candidates including minorities & females are encouraged to apply. POLICE SERGEANT NOTICE 11 April 2011 CITY OF WATERLOO Council Communication Request from the Chief of Police for authorization to start the process to create a Civil Service promotional list for the rank of Police Lieutenant. City Council Meeting: 12/12/2016 Prepared: 12/1/2016 REVIEWERS: Department Police Department Clerk Office Reviewer Krogh, Frank Higby, Nancy Action Approved Approved ATTACHMENTS: Description Type ID Job Description - Lieutenant Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Date 12/1/2016 - 4:55 PM 12/5/2016 - 11:08 AM Request from the Chief of Police for authorization to start the process to create a Civil Service promotional list for the rank of Police Lieutenant. Submitted By: Captain Frank Krogh approval to start the process The Police Department currently does not currently have a certified promotion list for the rank of Lieutenant. We currently do not have any open postions but would like to have a list in the event a postion would come open. We are asking to start the process to create a certified list of qualified applicants None N/A Without a certified list we can not fill our open positions which will jeopardize the Police Departments ability to fully staff creating a safety issue for both Officers and the general public. PERSONNEL REQUISITION FORM RECEIVED NOV 0 7 2015 Check as applicable: Z To start recruiting or civil service process and/or ❑ To fill a vacancy 9 Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Police Lieutenant Department: Police Department Reports To: Director of Safety Services Work Location: Police Department Employment Status: ® Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7 -Month 9 Intern/Co-op Student from to Type of Position: Civil Service Position: Bargaining Position: Non -bargaining Position: ® Yes ® Yes ❑ Yes ❑ No ❑ No ® No Recommended Recruitment Sources: ® Internal Posting Only ❑ Internal Posting and External Advertising **************************sr********sss*******srs************s*s.*********sirs******************* Complete the following if the requisition is to fill a vacancy: 9 New Position or 9 Replacement Position for: (Specify name of former incumbent) If replacement, former incumbent: 9 Retired/Resigned/Terminated 9 Transferred 9 Promoted Date incumbent terminated employment: • Date of final payout: Anticipated start date: No. of hours/week: Work schedule: Annual salary requirements: Hourly Rate: Is position budgeted for this and future FYs? N Yes 9 No If no, how will position be funded? Justification of need for position: The Police Department is seeking permission to start the civil service process for the position of Police Lieutenant. We currently do not have a civil Service list to promote from. We currently will have two Lieutenants retire in the next two years causing 2 Lieutenant promotions. We would like permission to create a list of candidates in case the need arises to make a promotion. What are the likely consequences if the position is not filled? If we do not have a current civil service list to promote an Sergeant to the rank of Lieutenant it would impact the Police Departments ability to adequately supervise the Officers and a delay in that process would most definitely cause a great deal of recall while waiting to start the process. Approved subject to the following conditions: Subnu g Department Head Chanoint Officer / Z l /.tel ui Human Resources Committee Chairperson APPROVALS Date /kr PP -/a, Date onager Date CITY OF WATERLOO, IOWA CIVIL SERVICE NOTICE PROMOTIONAL EXAMINATION POLICE LIEUTENANT POLICE DEPARTMENT ESSENTIAL FUNCTIONS, KNOWLEDGE, EXPERIENCE & TRAINING SUMMARY Management position under the general direction of a Division Captain responsible for assisting in the direction, control, supervision, planning, organization and review of the activities of a designated area. An illustrative list of essential functions and physical abilities are listed in the job description. Acceptable experience and training: minimum one year of service at the rank of sergeant with the Waterloo Police Department by deadline for submission of resume; experience, training and education in management, supervision and other technical areas of law enforcement; Iowa Driver's License and good driving record based on City of Waterloo driver pecforinance criteria. Required knowledge and abilities include but are not limited to the following: knowledge of modem police administration methods, modem police procedures and technology and department and City rules, regulations, guidelines and policies; ability to exercise independent judgement and initiative; ability to provide leadership, supervise and train assigned personnel; knowledge of Federal and State laws, local ordinances and Federal and State court decisions pertaining to law enforcement; ability to prepare and present effective oral and written information and reports relating to police activities; ability to establish and maintain accurate records relating to police services; ability to establish and maintain effective working relationships with public officials, supervisors, coworkers and the general public; ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. EXAMINATION INFORMATION All qualified employees who apply by the deadline date will be required to appear before an oral examination panel consisting of a minimum of three police officers, one each at the rank of captain, lieutenant and police officer from the Waterloo Police Department. The City of Waterloo reserves the right to add additional panel members. A candidate must receive a minimum average score of sixty points out of one hundred to achieve a passing score on the oral examination. Rating sheets as completed by the panelists will be collected at the end of each day's interviews and compiled for ranking when the entire process has been completed. Any panelist wishing to change a score must do so on the day the interview is conducted. All score changes must be initialed. The top candidates, as ranked by their scores on the oral examination will be the individuals placed on the certified lists. A staff member from the Human Resources Department will monitor the interviews, HOW TO APPLY All qualified candidates must submit a cover letter and resume to the City of Waterloo Human Resources Depaitnient, 715 Mulberry Street, Waterloo, Iowa 50703 or email employment(waterloo-ia.org by 5:00 p.m. Monday, August 11, 2014. All candidates will receive a complete job description at the time they submit a resume. EXAMINATION DATE All qualified candidates who apply by the deadline date will be notified of the time, place and date of the oral examination. A.A.fE.E.O. Minority, female & disabled individuals are encouraged to apply. POLICE LIEUTENANT NOTICE 14 July 2014 CITY OF WATERLOO Council Communication Request from the Chief of Police for authorization to start the process to create a Civil Service list for the position of one (1) Police Officer recruit and appoint from that list. City Council Meeting: 12/12/2016 Prepared: 12/1/2016 REVIEWERS: Department Reviewer Action Date Police Department Krogh, Frank Approved 12/1/2016 - 5:08 PM Clerk Office Higby, Nancy Approved 12/5/2016 - 11:07 AM ATTACHMENTS: Description Type CI Personnel Questionnaire Backup Material SUBJECT: Request from the Chief of Police for authorization to start the process to create a Civil Service list for the position of one (1) Police Officer recruit and appoint from that list. Submitted by: Submitted By: Captain Frank Krogh Recommended Action: Approve authorization to hire. The Police Department currently has one open position due to the retirement Summary Statement: of Officer Randy Hammitt on September 21,2016. The current year budget supports 123 Police Officers by replacing this position we will be at our budgeted staffing levels. Expenditure Required: None Source of Funds: General Funds Policy Issue: N/A Alternative: If this position was left unfilled the Police Department will lack adequate manpower to staff the shifts costing overtime and jeopardizing the ability to be proactive in our community programs Background Information: N/A RECEIVED OCT t7 2016 PERSONNEL REQUISITION FORM Check as applicable: ❑ To start recruiting or civil service process and/or ® To fill a vacancy A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Police Officer. ` Department: Waterloo Police Department Reports To: Police Chief Work Location: City of Waterloo Employment Status: Z Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7 -Month ❑ Intern/Co-op Student from to Type of Position: Civil Service Position: Bargaining Position: Non -bargaining Position: ® Yes ® Yes 0 Yes ❑ No ❑ No ❑ No Complete the following if the requisition is to fill a vacancy: Recommended Recruitment Sources: ® Internal Posting Only ❑ Internal Posting and External Advertising ❑ New Position or Z Replacement Position for: Officer Randall Hammitt (Specify name of former incumbent) If replacement, former incumbent: ® Retired/Resigned/Terminated ❑ Transferred ❑ Promoted Date incumbent terminated employment/final payout: 9/21/16 / 10/14/16 Anticipated start date: 01/2/2017 No. of hours/week: 40_ Work schedule: 6/3 Annual salary requirements: $50,481.60 is position budgeted for this and future FYs? ® Yes ❑ No If no, how will position be funded? Justification of need for position: On September 21,2016, Officer Randall Hammitt retired from the Waterloo Police Department with over 33 years of service. The current FY 17 budget supports 123 Police Officers positions. The retirement of Officer Hammitt has left an open vacancy in the Police Department. What are the likely consequences 0 the position is not filled? The police department will lack adequate manpower to staff the patrol shifts costing overtime and to jeopardize the ability to be proactive in our community programs. Approved subject to the following conditions: APPROVALS Submitting Department Head o } Chief Financial Officer Date /L2 6/444 rL cesDirector / Dat PERSONNEL REQUISITION {Police Officer} The following questions are provided as guidelines to assist you in developing your rational for the position of Police Officer in the Waterloo Police Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. (1) What are the key job responsibilities of this position? Protect and Serve the citizens of Waterloo promoting safety and enforcing Federal, State, and local laws. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? Yes. We currently have 122 sworn police Officers but are budgeted for 123 Officers (3) How is the work of this position being accomplished now? The current members of the Waterloo Police Department (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? The Police Department would be adequately staffed and we would be able to be proactive in our community. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? It will save potential overtime cost. If we fail to fill this position and the Police Department is inadequately staffed we would have to recall costing overtime and jeopardize our ability to be a proactive Police Department (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? Overtime is paid to adequately staff the shifts to make it safe for the citizens of Waterloo and the Officers who serve. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. N/A (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. The Police Department would lake adequate staffing levels to staff the Patrol shifts costing us overtime to recall officers and jeopardize the ability of the Police Department from being proactive in the community is serves. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? N/A (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? No (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? First (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? I believe that this position is very important to the Goals of the city to make Waterloo a safer place for its citizens and guest to enjoy themselves. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. CITY OF WATERLOO Council Communication Request from the Manager of Rehabilitation Services to initiate the civil service promotional process for the position of Facilities Maintenance Foreman. City Council Meeting: 12/12/2016 Prepared: 12/6/2016 REVIEWERS: Department Reviewer Action Date Community Development Jones, Rudy Approved 12/7/2016 - 10:44 AM Clerk Office Higby, Nancy Approved 12/7/2016 - 11:15 AM ATTACHMENTS: Description SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Type Request from the Manager of Rehabilitation Services to initiate the civil service promotional process for the position of Facilities Maintenance Foreman. Submitted By: Mark A. Boesen, Manager of Rehabilitation Services Approve the process and make an appointment of a Facilities Maintenance Foreman for the Building Maintenance Department. The position will be advertised internally with an appointment made in January. This is a new position as a result of the resignation of Craig Clark. Annual salary -$60,694 Annual benefits- $29,488 Building Maintenance budget. 010-22-8800 PERSONNEL REQUISITION FORM RECEIVED DEC 0 2 2016 Check as applicable: ® To start recruiting or civil service process and/or .K1 To fill a vacancy ❑ Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Facilities Maintenance Foreman Reports To:'1,�',, ' t }J €.rw -i`zei rvi , . .encs parer) Employment Status: ® Regular Full Time Temporary Full Time from n Regular Part Time n Temporary Part Time from ❑ Regular 7 -Month n Intern/Co-op Student from Department: Building Maintenance Work Location: All City Buildings Type of Position: Civil Service Position: a Yes ❑ No Bargaining Position: ® Yes ❑ No Bargaining Group: Municipal Employees Local #177 Non -bargaining Position: ❑ Yes ® No to to to Recommended Recruitment Sources: ® Internal Posting Only ❑ Internal Posting and External Advertising Complete the following if the requisition is to fill a vacancy: ® New Position or n Replacement Position for: /I/Cu) (Specify name and title of former incumbent) Date incumbent terminated employment: Date of final payout: Anticipated start date: Early January, 2017 No. of hours/week: 40 Work schedule: 7:00 to 3:30 Justification of need for position: Maintenance staff need someone in their work group to report to and to take direction from. This would be a working foreman position. What are the likely consequences if the position is not filled? Lack of communication/direction of work. APPROVALS Annual salary requirements: °di &4'/ Hourly Rate: 1"),,C1 'l6 Benefits: "29, e- g 7 G (Payroll taxes, pension, health ins - assuming family) Is position budgeted for this and future FYs? jSYes ❑ No If no, how will position be funded? Approved subject to the following conditions: Sub ittin epartrtt t Head Cblatcial Dicer i it -C . .7/ Human Resources Committee Chat erson Date i Z ,� Date rum /)--3 16 Date it-c.Gs Created 8/7/2014 Mayor Cil, Date Clerk/Human Resources Director Date Any current full time regular City of Waterloo employee who meets the minimum qualifications is eligible to apply. HOW TO APPLY All qualified employees must submit a cover letter and resume detailing education and experience by going to the applicable link you received in an email or that was sent to the department clerical staff. Hand - delivered resumes or resumes sent by email directly to Human Resources will no longer be accepted. Deadline is a time and date to be determined. DEPARTMENT SALARY FLSA CIVIL SERVICE BARGAINING UNIT CITY OF WATERLOO, IOWA CIVIL SERVICE NOTICE PROMOTIONAL EXAMINATION FACILITIES MAINTENANCE FOREMAN 99? $29.18 per hour NON-EXEMPT INCLUDED MUNICIPAL EMPLOYEES LOCAL #177 GENERAL STATEMENT OF DUTIES Skilled working foreman position responsible for coordination and supervision of all operational activities related to structural, mechanical and utility systems in all City Buildings including but not limited to City Hall, Carnegie Annex, Waterloo Public Library, City parking ramps, Young Arena, Sullivan Brothers Convention Center and the Public Market building. The work is performed under the general direction of the Manager of Rehabilitation Services, but considerable leeway is granted for the exercise of independent judgment and initiative. Also, performs skilled and preventive maintenance duties with mechanical, plumbing and electrical systems and carpentry repairs and maintenance in City facilities. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. Coordinates and assists facilities maintenance staff in scheduled and emergency repairs of City facilities and performs mechanical, plumbing, electrical and carpentry installations independently. Develops, coordinates and implements a preventive maintenance program for City facilities; regularly inspects the structural and maintenance aspects of City facilities; performs routine and preventive maintenance of mechanical, DDC controls, plumbing, electrical and building hardware (filter maintenance, mechanical lubrication, hardware replacement and adjustment, painting, staining, etc.). 3. Maintains material safety data sheets for hazardous materials as required by OSHA Right - To -Know regulations for City Hall and other City facilities as assigned including any required hazardous materials labeling. 4. Coordinates cost and labor savings with supervisor in all phases of remodeling, renovation and new construction at City facilities as assigned; develops, implements, and coordinates special maintenance studies and projects. Works from building plans, blueprints, drawings and diagrams; keeps accurate records and work diagrams of plumbing, mechanical and electrical projects. 6. Works with construction and maintenance contractors to ensure mechanical integrity of City buildings and facilities; Conducts "punch list" inspections of all contractual work at City facilities as assigned. 7. Assists supervisor in preparation of contract specifications and bid proposals as requested; assists in developing and administering the City Hall maintenance budget. 8. Works outside in inclement weather conditions; operates equipment and powered tools that cause vibration; works around mechanical, hydraulic and electrical hazards; noise level is often loud; work environment may be dirty; atmosphere may contain dust, fumes and unpleasant odors; walking surface may be uneven, wet, muddy or slippery. Operates standard -sized pickup truck and van - type maintenance vehicle; may operate bucket truck with appropriate licensure; may operate scissor lift or other type of man lift; operates snow blower, power tools and hand tools. 10. Performs custodial duties inside and outside City buildings as needed. 11. May assist other departments with building construction or maintenance projects as directed by supervisor. 12. Performs work of a repetitive nature and varied workload pace. 13 Works independently and with others with minimum supervision. 14. Attends work regularly at the designated place and time. 15. Responds to maintenance emergencies in City facilities during regular work hours and on-call, rotating basis, including nights, weekends and hol idays. 16. Performs all work duties and activities in accordance with City policies, procedures and OSHA and City safety rules and regulations. 17. Performs all other related duties as assigned. REQUIRED KNOWLEDGE & ABILITIES 1. Thorough knowledge of operation and functions of various air handling, tempering, metering, thermostatic and safety controls, piping, wiring, ADA and GHS/MSDS requirements. Thorough knowledge of standard practices, tools and terminology of all construction trades and ability to operate equipment and tools used in the performance of building, mechanical, electrical and plumbing repairs and maintenance; ability to work from ladders, scaffolding or man -lift up to forty feet in the air. 3. Considerable knowledge of occupational hazards associated with and the safety precautions necessary when performing complex building maintenance and operating powered equipment and tools. 4. Ability to read, interpret and follow blueprints, plans and diagrams. 5. Ability to assess and repair minor maintenance problems using tools, materials and procedures involved in building maintenance and custodial operations. 6. Ability to read and understand chemical hazard labels and written or verbal directions of supervisor. 7. Ability to work alone and complete work projects without direct supervision. 8. Ability to respond to questions and comments from City employees and contractors tactfully and politely. 9. Ability to communicate effectively and maintain working relationships with other City employees, supervisors, contractors and the public. 10. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED. 2, Journeyman or Master Certification in HVAC, Plumbing or Electrical. 3, Minimum six years building maintenance experience in mechanical, carpentry, basic plumbing, basic electrical work and general building maintenance OR Any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the essential functions of the position. 3. Commercial heating/refrigeration technician certification. Boiler certification. 5. Prefer knowledge of pump and fluid controls, pneumatic and hydraulic systems. 6. Experience in development, administration of maintenance specifications and contracts. review and bids, 7 Iowa Class C driver's license and good driving record based on City of Waterloo driver performance criteria. May be required to obtain a Class B Commercial Driver's License at discretion of supervisor. Disciplinary action or continuing employment status may be considered for the following: four or more moving violations within the previous three years, three or more moving violations within the previous one year or loss of license or conviction for OWI, reckless driving or other major moving violation within the previous five years; two or more at -fault accidents within a three-year period while driving on City business; a combination of three or more at -fault accidents within a three-year period. Driving record will be reviewed at least annually. ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without accommodation. 1. Sufficient strength to perform assigned tasks including lifting and carrying up to 100 pounds (may request assistance as needed). Sufficient stamina to perform strenuous physical activity including carpentry, mechanical, electrical, plumbing and other building maintenance duties. 3. Sufficient speech and hearing that permits the employee to communicate effectively with other workers and vendors in person or over a telephone, and to safely operate equipment and tools. 4. Sufficient depth perception, distance and peripheral vision to safely operate vehicles and equipment in all weather conditions; sufficient dexterity to safely operate powered and manual construction tools and equipment; sufficient hearing to understand verbal instructions, respond to questions from the public and diagnose equipment malfunctions. Sufficient color vision to identify indicator lights on electronic control panels, electrical wiring, heating, cooling and plumbing pipes. 6. Sufficient personal mobility that permits the employee to drive a maintenance vehicle from one City facility to another and to physically perform necessary repairs and maintenance related to mechanical, plumbing, electrical and general building maintenance. MISCELLANEOUS 1. Must wear personal protective equipment such as safety shoes, safety glasses, safety vest, hearing protection, gloves and hardhat; must wear City -provided uniform. 2. Must comply with City of Waterloo Residency Policy for Critical Employees (must live within 10 -mile radius of Waterloo City Hall or within 20 or 30 miles depending on original hire date). 3. If required by job duties must obtain and maintain a Commercial Driver's License and submit to Department of Transportation requirements including pre-employment, post- accident, reasonable suspicion, random and return-to-duty/follow-up alcohol and drug testing. 4. Must submit to and pass Civil Service examination procedures including a panel interview. WORK SCHEDULE Generally 7:00 a.m. — 3:30 p.m. Monday -Friday with one-half hour unpaid lunch. Will be required to rotate call 24/7 including nights, holidays and weekends with other maintenance staff on a rotating basis. ORAL EXAMINATION Qualified applicants will be required to appear before an oral examination panel consisting of a minimum of three people who have expertise in the areas being tested. An applicant must receive a minimum average score of 60 points out of 100 to achieve a passing score on the oral examination. The top applicants, as ranked by their scores will be the individuals placed on the certified list. TESTING DATE All qualified employees who apply by the deadline date will be notified of the time, place and date of the examination. A.A./E.E.O. Minority, female & disabled individuals are encouraged to apply. FACILITIES MAINTENANCE FOREMAN PROMO DESCRIPTION 16 November 2016 PERSONNEL REQUISITION Facilities Maintenance Foreman The following questions are provided as guidelines to assist you in developing your rational for the position of Building Maintenance Foreman in the Building Maintenance Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. (1) What are the key job responsibilities of this position? Supervision of 3 maintenance personnel along with existing maintenance duties (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? This position was temporarily assigned to one of the maintenance employees until a permanent solution was found. This is a new position to allow better coordination of maintenance duties and assignments. This will give the maintenance personnel direct hands on supervision. (3) How is the work of this position being accomplished now? Since Craig Clark left as Building Official and Head of Building Maintenance, one of the maintenance employees was given temporary assignment as Facilities Maintenance Foreman. This position is critical for timely delivery of maintenance duties. (4) Are the filled positions in your department currently being utilized to their maximum potential? Yes. All 4 maintenance employees are all being utilized to their maximum potential. This position would give oversite to these employees. (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? Long-term solution for direct supervision of maintenance employees. Better coordination between maintenance personnel and direct supervisor. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? No direct cost savings or revenues would be realized. Indirect cost savings would come from better coordination of projects and better utilization of time. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? No overtime or comp time is directly attributable to this position. Each maintenance employee is on call for a one week period and overtime is inherent in this position due to on call status. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. Work load has changed and will continue to increase due to the number of and age of our City Buildings. As mechanicals and structures age we will see an increase in our services. (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. It will leave maintenance personnel in an influx as to who to directly report to and could adversely impact coordination of duties. Better coordination of work and direct supervision should help keep overtime costs down, as well as individual project costs. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? As of now, not knowing the direction of who the maintenance personnel will be under, this is hard to answer. In the past that person would have been Craig Clark. I would envision that whoever takes over these duties of Mr. Clark will have the direct responsibility. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? No. This position even though somewhat supervisory will continue to be a working maintenance position. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? At this time I have 2 Rehabilitation Specialists who report to me. They both work somewhat independently with minimal direction. If this person would report to me in the future, I see this position the same in the same vain, working independently with minimal supervision. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? By better coordination of maintenance of city buildings, more hands on supervision of maintenance personnel, I envision this position will have a positive impact on timely maintenance of our facilities and help keep maintenance costs down. It will also free up time for the person that will ultimately head the maintenance department. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form. CITY OF WATERLOO Council Communication Request from the Director of Waste Management Services Department to begin the recruitment process for Collection Systems/Maintenance Supervisor and to make an appointment from the list. City Council Meeting: 12/12/2016 Prepared: 12/7/2016 REVIEWERS: Department Reviewer Action Date Waste Management Higby, Nancy Approved 12/7/2016 - 12:42 PM ATTACHMENTS: Description Type © P ersonnel Requisition Backup Material o Personnel Questionnaire Backup Material SUBJECT: Submitted by: Recommended Action: Summary Statement: Expenditure Required: Source of Funds: Policy Issue: Alternative: Background Information: Request from the Director of Waste Management Services Department to begin the recruitment process for Collection Systems/Maintenance Supervisor and to make an appointment from the list. Submitted By: Steve Hoambrecker, Director of Waste Management Services To approve authorization to begin recruitment process. 75-85K plus benefits Sewer CITY OF WATERLOO, IOWA WASTE MANAGEMENT SERVICES DEPARTMENT 3505 Easton Ave. - Waterloo, IA 50702 - (319) 291-4553 December 6, 2016 Memo to City Council Committee RE: Filling of Collection System Superintendent Position The Waste Management Services Division is requesting to fill a vacant position, Collection System Superintendent. It is a budgeted position. In taking my current position, I was asked to evaluate the need for this position during my first 6 months on the job. It is my determination and conclusion this is a much needed management position for a variety of reasons. This position is an integral position that coordinates all the Consent Decree-CMOM programs with the work activities of the sewer collection system maintenance activities. Having a person in this position should enable improved efficiencies coordinating the collection system cleaning and televising activities which in part ensures compliance with expectations of the Consent Decree. More importantly is the need to hire someone with the potential qualifications that with more experience would be qualified to fill my positon within the next 5 years as retirement could be in my future. Succession planning is a very important aspect of maintaining a smooth running operation. As was experienced in filling my position, finding the correct person with the qualifications can take an extended time to properly fill. Initially with this position, it will likely take some time to adverti - and find the right person. Steve Ho.m. ecker, Director Waste Management Services Department City of Waterloo, lowa DEPARTMENT SALARY FLSA CIVIL SERVICE BARGAINING UNIT COLLECTION SYSTEMS/MAINTENANCE SUPERVISOR • • • WASTE MANAGEMENT SERVICES EXEMPT EXCLUDED NON -BARGAINING GENERAL STATEMENT OF DUTIES Assistant Department Head position responsible for coordination and supervision of all maintenance functions of the City's storm and sanitary waste water collection systems and waste water treatment plant. The work is performed under the general direction of the Waste Management Services Director, but considerable leeway is granted for the exercise of independent judgment and initiative. Directly supervises employees in Sanitary -Storm Sewer Maintenance and CMOM associated programs. Will act on behalf of Director in his absence. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Develops and implements an ongoing preventive maintenance program for all wastewater and sewer structures and facilities. 2. Coordinates and inspects the maintenance and repair of the collection system, lift stations, flood control system and waste water treatment plant. 3. Plans and supervises the maintenance, upkeep and repair of department machinery and equipment. 4. Assists with capital improvements planning, costing and construction planning 5. Assists Waste Management Services Director in ensuring all related maintenance programs are in compliance with regulatory guidelines. 6. Plans, coordinates and supervises plant and sewer maintenance employees and contractors in scheduled and emergency maintenance activities. 7. Coordinates flood control activities; confers with engineers, developers and the business community about flood control procedures and plans. 8. Assists in the investigation and resolution of citizen complaints regarding flood control, and sewer maintenance. 9. Assists with orienting new employees and solving personnel problems. 10. In coordination with Treatment Operations Supervisor, sets up safety training programs for staff and ensures that all employees receive initial and ongoing safety training including hazardous materials, confined space entry and personal protective equipment training. 11. Performs administrative duties including assisting with budget preparation, union contract administration and personnel evaluations. 12. Approves vacation and other time -off requests and monitors use of sick leave and other absences. 13. Acts as department director, on rotating basis with Treatment Operations Supervisor, in absence of Waste Management Services Director. 14. Compiles reports, performs data entry and completes forms on personal computer using the applicable software. 15. Works independently and with others with minimum supervision. 16. Attends work regularly at the designated place and time. 17. Performs all work duties and activities in accordance with City policies, procedures and OSHA, City and Waste Management Services safety rules and regulations. 18 Performs all other related duties as assigned. REQUIRED KNOWLEDGE & ABILITIES 1. Thorough knowledge of the practices, equipment, materials and methods necessary to maintain a comprehensive waste water collection and treatment system. 2. Basic knowledge of hydraulics and flood control systems. 3. Ability to plan, assign, supervise and review work of subordinate employees. 4. Ability to solve problems and make independent decisions and recommendations that involve flood control and storm -sanitary sewer maintenance. 5. Ability to review work logs and statistical data and present facts and findings clearly and concisely. 6. Ability to enforce rules, policies and procedures; ability to observe and enforce appropriate safety precautions. 7. Ability to understand, give and carry out written and verbal instructions and respond to questions from supervisors, elected officials and coworkers. 8. Ability to discuss work related issues with the public tactfully and promptly in a clear, concise and easily understandable manner 9. Ability to complete assigned work without direct supervision. 10. Personal computer skills and ability to learn related software applications, enter and retrieve information on a computer, develop computer- generated reports and update records. 11. Ability to travel inside and outside in all types of weather conditions to review work sites, meet with the public and to attend meetings; will require driving to and from the destination and/or physically moving from one City facility or work site to another. 12. Ability to consult and communicate orally and in writing to read, analyze, record and interpret complex technical data, review materials on a variety of projects, present facts and findings clearly and concisely, give advice and recommendations, and respond to questions by the public, public officials, coworkers and contractors; ability to prepare written reports, complete forms and perform required record keeping. 13. Knowledge of occupational hazards and the safety precautions necessary in sewer maintenance operations. 14. Ability to maintain effective working relationships with other City departments, supervisor and subordinates. 15. Ability to work independently and with others with little or no supervision. 16. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. Graduation from an accredited college or university preferably with a BS in civil or environmental engineering. An alternate degree coupled with extensive municipal related management experience will be considered. 2. A minimum of five (5) and preferably ten (10) years responsible professional municipal utilities experience and/or professional engineering experience related to municipal utilities infrastructure planning and development, including demonstrated administrative leadership. OR 3. Any equivalent combination of education and experience that provides the knowledge, skills and abilities necessary to perform the work. 4. Must obtain a Grade IV Collection Systems Iowa DNR License and ability to obtain a Grade IV Wastewater Treatment license within 2 years of hire. 5. Iowa Driver's License and good driving record based on City of Waterloo driver performance criteria. ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without accommodation. 1. Sufficient speech and hearing that permits the employee to communicate effectively with coworkers, vendors and contractors in person or over a radio, to understand and give verbal instructions and respond to questions from the public or coworkers. 2. Sufficient personal mobility that permits the employee to operate a passenger vehicle (generally a pickup truck) safely in all types of weather and a variety of street conditions and to inspect properties in all areas of the City in response to violations of applicable codes and ordinances. 3. Sufficient personal mobility that permits the employee to operate a passenger vehicle (generally a pickup truck) safely in all types of weather and a variety of street conditions and to inspect properties in all areas of the City in response to violations of applicable codes and ordinances. 4. Sufficient vision to operate a passenger vehicle, complete regulatory reports and observe properties for possible code violations. 5. Sufficient manual dexterity that permits the employee to operate a personal computer, handle files and perform other administrative/technical responsibilities. MISCELLANEOUS 1. Willing to comply with City of Waterloo residency policy concerning emergency response time within six month probationary period (must live within ten mile radius of Waterloo City Hall); must maintain a local telephone number. 2. The City of Waterloo reserves the right to require a physical examination, including a drug test, by a physician of the City's choice to determine if an applicant is capable of performing the essential functions of the job classification. 3. The City of Waterloo will conduct a background investigation including employment, education and criminal history checks on any applicant being considered for this position. 4. Must submit to and pass oral interview. WORK SCHEDULE Generally 7:00 a.m. to 4:00 p.m. Monday through Friday. Hours may vary based on flexible scheduling or needs of the department. Must be available outside of an in addition to these hours for City meetings and emergency activities that require the attendance of the Collection Systems/Maintenance Supervisor. Will also be required to be on call twenty-four hours a day, seven days a week on rotating basis as required by department director. COLLECTION SYSTEMS - MAINTENANCE SUPERVISOR DESCRIPTION 16 November 2016 PERSONNEL REQUISITION FORM RECEIVED NOV 0 8 2016 Check as applicable: ❑ To start recruiting or civil service process and/or ® To fill a vacancy ❑ Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. Position Title: Collection Systems/Maintenance Supervisor Department: WMSD Reports To: WSMD Director Work Location: WWTP Employment Status: r Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7 -Month ❑ Intern/Co-op Student from to Type of Position: Recommended Recruitment Sources: Civil Service Position: ElYes ❑ No ❑ Internal Posting Only Bargaining Position: ❑ Yes ❑ No ® Internal Posting and External Advertising r\'!V %(j lij Bargaining Group: Non -bargaining Position: ® Yes ❑ No Complete the following if the requisition is to fill a vacancy: ❑ New Position or ® Replacement Position for: Keith Kearns (retired several years) (Specify name and title of former incumbent) Date incumbent terminated employment: 10/4/13 Date of final payout: 10/18/13 Anticipated start date: 2/1/17 No. of hours/week: 40+ Work schedule: 7 AM to 4 PM Justification of need for position: Covered in Supplemental Questions form What are the likely consequences if the position is not filled? Covered in Supplemental Questions form APPROVALS /<-05-/e-- Annual <05-/LAnnual salary requirements: Hourly Rate: Benefits: 'Cu -l. (Payroll taxes, pension, health ins.- assuming family) Is position budgeted for this and future FYs? ❑ Yes ❑ No If no, how will position be funded? Approved subject to the following conditions: ubrntttingDep: en ea Mayor Date. i Fe c °114 /771‘---/d7 k 4 j Yi 1kJ' `ICZ"V1 }r L J� ii7 h "1 hie F' .,ial Officer Date City 1 lerk/HumanResourcesDirector ' If Date'' f ry� Resources Committee Chairp ison Date Created 8/7/2014 PERSONNEL REQUISITION ASSISTANT DIRECTOR COLLECTION SYSTEMS/MAINTENANCE SUPERVISOR The following questions are provided as guidelines to assist you in developing your rational for the position of ASSISTANT DIRECTOR COLLECTION SYSTEMS/MAINTENANCE SUPERVISOR in the Waste Management Services Department. Depending upon your situation, some questions may or may not apply. Please provide written responses to these questions as part of your preparation for meeting with the Mayor. Supplemental recommended job title change comment: I am suggesting that the job title be upgraded to add Assistant Director, primarily to potentially better attract candidates. That essential job duty was already in the job description. (1) What are the key job responsibilities of this position? This position mainly will be responsible for coordination and supervision of all maintenance functions of the City's CMOM program including storm and sanitary waste water collection systems and waste water treatment plant. (2) Can the job responsibilities of this position be assigned to other employees within the department? If no, why not? No, not really. Related work must either not receive the attention it deserves or attempt to be accomplished by the director. (3) How is the work of this position being accomplished now? It is being covered on an as needed basis, but not to the level and completeness it could be if filled. (4) Are the filled positions in your department currently being utilized to their maximum potential? It is believed that filling of this position will actually improve overall operational efficiencies by improved supervision of the collection system operation. (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? In a short term basis, it will enable the Director to be less involved in direct oversight of aspects of the management and enable more focus on the departments overall big picture needs. In the long term, it is expected that with the Director expecting to retire within the next 5 years, filling of this position will potentially enable this person to be groomed to fill the Director's position (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? Direct cost savings would be difficult to predict, the majority of cost savings would be noticed in efficiency improvement in maintenance activities and improved oversight of overall maintenance activities. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? No real way to identify. A minimal amount could be saved for any OT being obtained by the CMOM specialist position that might not be incurred with that position as this position would not be entitled to OT. (8) How has the work load or demands of your department changed in comparison to your staffing levels over the past three fiscal years? Provide statistics if possible. Most notably would be the Consent Decree and CMOM program. Filling of this position will assist in the management oversight that will better insure compliance and avoidance of future penalties. (9) If this position is not filled, what affect will it have on your department? What work will not get done? What costs will you incur? Please be as specific as possible. This is difficult to accurately predict; however, most notably will be a retarded progression of completeness and delayed activities to enable proper implementation of the CMOM program. (10) How do you cover the responsibilities for this position whenever the incumbent is out on vacation? There has been no incumbent for several years, but yes those duties are being covered in a diluted fashion as much as time allows with other work load. (11) Is it possible that the City could outsource this position to an outside agency? If so, what savings, if any, would the City realize as a result of this change? I would say direct outsourcing is not applicable; however, potentially less outsourcing to consultants could be reduced depending upon the person's expertise and capabilities. (12) How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? Extremely high, other than local system knowledge, that type of leadership - capabilities is generally lacking with current personnel. (13) How does this position impact the Goals and Objectives for the City adopted by the City Council? Most notably would be current Goal #8, "Encourage efficiency improvements within the City's operations". Filling of this position will provide more direct oversight with observations and associated recommendations to potentially improve overall work productivity. Note: Forward completed questionnaire to Human Resources Department with original copy of Personnel Requisition form.