Agenda - Council - 03/12/1996 - Laserfiche WebLink

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Conclusions It appears that we have enough clerical staff on a daily basis to answer phones and respond to p~ple at the counter. We encounter difficulty completing tasks that require schedule flexibility (attending commission meetings) or uninterrmpted concentration (writing meeting minutes, transcribing audio tapes). Both the City Engineer and the Police Depar~xn~ ent need more clerical support that we can currently give them. The goal for using the additional budget for clerical hours should be to meet as many of these needs as possible. Clerical hours are most needed for the following duties: 1. Transcribing tapes for the Police Department (approximately 20 hours per month) e Attending and taking minutes at the meetings of the Planning and Zoning Commission, Parks and Recreation Commission, Economic Development Commission, Board of Adjustment, and Horse Care Board (approximately 24 hours per month) . Filing for Administrative Services and the Zoning Administrator (approximately 4 hours per month) 4. Typing for Administrative Services (Ramsey Resident - approximately 8 hours per month; miscellaneous backup typing - approximately 4 hours per month) Options One option is to hire a regular, part-time employee who works very flexible hours to do all the duties listed above. This person would spend one-third of the time in 'the Police Department and two-thirds in Administrative Services. The hours for Police could be performed after the clerical staff has gone for the day, there are no interruptions, and the transcription equipment is available. The Administrative Services hours would be spent mainly attending commission meetings and processing minutes. When in the office, the person would not answer phones or respond to customers at the window. Isolation from other office duties is the only way to ensure that minutes are done in the most time efficient manner. Also, filing requires being away from the window and is difficult for people to do if they are expected to answer phones and respond to people at the counter. The staff member assigned to each commission or board would continue to prepare the agendas, which would be typed and mailed by Administrative Services staff. Staff directions would be forwarded to the Recording Secretary for dissemination. ?