6.7. SR 03-02-1998ity of
River
Item 6.7.
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Stephen Rohlf, Building and Zoning
Administrator
March 2, 1998
Additional Clerical Help
In our 1998 budget, the Building and Zoning Department made a request for
additional clerical help during the busy months of the year. The work load in
the department has been steadily increasing each year. We issue permits for
and/or inspect items that were never the department's responsibility in years
past (septic systems, apartments, sewer hook-ups, etc.). We are also dealing
with a wider range of other issues like Energy City and Lake Orono. These
added responsibilities increase the work load, demanding more staff time and
more clerical support.
Throughout the year, it is estimated that there are more than 16,000
incoming phone calls to the department that are fielded by the Building and
Zoning Secretary. Well over 2,000 permits are processed and more than
8,000 inspections are scheduled per year. During the construction season it
is nearly impossible to keep up with the walk up traffic and phones let alone
the other duties that are the responsibility of the department's secretary.
Additional clerical help for the Building and Zoning Department was
reviewed during the 1998 budget process and was added to the list of possible
staff additions that could be funded by council contingency funds. Our
request is for an additional 20 hours per week from April 1st through
November 30th. More details on how to most effectively accomplish this
request are contained in the memo from the City Clerk.
\\elkriver\sys\shrdoc\council\clericsr.doc
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
ity of
MEMORANDUM
River
FROM:
Mayor and City Council
Sandra Thackeray, City Clerk
DATE:
March 2, 1998
SUBJECT: Request for Additional Clerical Staff for
Building and Zoning Department
As Steve Rohlf explained in his memo, the Building and Zoning
Department is requesting additional clerical staff to cover peak
building periods. The department has grown to the point where one
clerical staff person is not sufficient to cover all the needs of the
public and the department on a day-to-day basis.
Currently the Building/Zoning (BZ) Department has one full time
clerical staff person (Geryl Rogers) and one half time clerical staff
(8:00 - 12:30) divided by two people (Sara Onarheim and Joni
Pearson).
The Department is requesting additional clerical assistance from
12:30 - 4:30 to assist during the building season which is
approximately from April - November.
We are proposing to contract with a temporary service for this
position. The actual plan is to have the city's existing receptionist
(Tina Allard) work in the BZ Dept. from 12:30 - 4:30 from April -
November and to have the contracted temporary employee work as
the city's receptionist. This will allow Tina to get hands on
experience in the building department. The hands on experience
will help in providing a more well-rounded, diversified clerical staff.
We are proposing that the temporary employee work at the
receptionist desk approximately 20-25 hours per week. The city's
cost to implement this plan would be in the range of approximately
$9,000 to pay for the temporary employee for an 8 month period.
ACTION REQUESTED
Council authorization to hire a clerical staff person through a
temporary agency to work from April - November from 12:30 - 4:30.
CLERICAL SCHEDULE
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
CLERICAL SCHEDULE
Sara Onarheim (Office Service Worker - part time) to provide the
following coverage:
Monday, Wednesday, Friday
~ Building and Zoning- 8:00 - 12:30
Tuesday and Thursday
~ Street/Park - 8:00 - 11:30
~ Building and Zoning 11:30 - 12:30 to cover lunch
Joni Pearson (Secretary - full time) to provide the following
coverage:
* Tuesday, Thursday
~ Building/Zoning- 8:00 - 11:30
0 (Coverage for receptionist, if needed, during this time period
by Debbie Huebner)
· Monday - Friday
~ Receptionist lunch coverage- 11:30- 12:30
· Remainder of the week in Administration
Tina Allard (Receptionist - full time) to provide the following
coverage:
· January, February, March & Dec.
~ Receptionist 8:00 - 4:30
· April- November
~ Receptionist 8:00 - 11:30
· April- November
~ Building and Zoning - 12:30 - 4:30
Temporary Service Clerical to provide the following coverage:
· April- November
~ Receptionist 12:30 - 4:30
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