Agenda - Council - 04/23/1996 - Laserfiche WebLink

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Case #2: Volunteer Fire Fighter Appointments Administrative Services Manager Waite Smith reported that two members of the Fire Depam'r~nt have resigned since December 1995. There are currently 16 people on the list of eligible candidates. The Fire Board recommended that Volunteer Fire Fighter positions be offered to two to four of the candidates on the list. Staff is recommending that the Volunteer Fire Fighter positions be offered to the first and second ranking candidates on the current list of eligible candidates. Modon by Councilmember Beahen and seconded by Mayor Hardin to recommend that Council authorize staff to hire two Volunteer Fire Fighters from the current list of eligible candidates. Motion carded. Voting Yes: Mayor Hardin, Councilmembers Beahen and Beyer. Voting No: None. Case #3: Review of Clerical Positions Administrative Services Manager Wake Smith reminded Council of their direction to study the work flow among the Administrative Services clerical staff and provide recommendations on how the 1,040 additional clerical hours added in the 1996 budget should be used and how the request of Accounting Clerk Linda Mayer to be excused from minute taking duties at the Park and Recreation Commission can be addressed. Ms. Waite Smith informed the Personnel Committee that she interviewed each clerical employee in Administrative Services, the Mayor and Councilmembers, five employees in the Police Department, and a number of other people. She then circulated two draft reports for review and comment before finalizing the recommendations. In the course of interviewing staff, she received a request to reduce hours and a request to increase hours. Ms. Waite Smith concluded that the City has enough clerical staff on a daily basis to answer phones and respond to people at the counter. Difficulty is encountered in completing tasks that requke schedule flexibility (attending commission meetings) or uninterrupted concentration (writing meeting minutes, transcribing audio tapes). Both the City Engineer and the Police Department need more clerical support than we can currently give them. In talking with the Police Department, it became clear it would be difficult to find persons to take minutes and to do back-up transcription from the audio tapes for the Police. Police Officers all have tape recorders and are supposed to dictate their reports. Staff is recommending we advertise for two people - one would be for 20 hours a month to transcribe tapes for the Police Department. The other person would be attending and taking minutes at the Planning Commission, Park and Recreation Commission, Economic Development Commission, Board of Adjustment, and Horse Care Board, which would equal about 24 hours per month. About four hours a month that same person could do filing for Administrative Services and the Zoning Administrator. Approximately eight hours per month could be spent typing for Administrative Services for the Ramsey Resident, and an additional four hours doing miscellaneous backup typing. This equates to about 40 hours per month. This would allow for the Police Department to have someone who would become familiar with their tapes, thus being efficient. They previously had a contract person they were very happy with. This would also address Linda Mayer's request so she would be in the Finance Department 1t30 percent of her time. This also addresses the request of staff - one to increase hours and one to decrease hours. Some reassignments could also be done, thereby providing more support to the City Engineer. Upon inquiry of whether or not the Police transcription work would be done on site, it was stated that the Police would prefer it that way. Mr. Schroeder added that the new office for the Police Facility will be set up for three clerical positions. Personnel Committee/March 12, 1996 Page 2 of 3 I I I I I I I I I m m I m