06-03-1991 WS - Laserfiche WebLink

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REQUEST FOR COUNCIL CONSIDERATION Agenda Section: 1111r6 STAFF REPORT Report Number: ° AGENDA SESSION DATE Report Date: DISPOSITION Item Description: Administrator's Review/Recommendation: - No comments to supplement this report - Comments attached. Explanation/Summary (attach supplement sheets as necessary.) SUMMARY: This is the first year in many years that the Parks, Recreation & Forestry Department has not had the service benefits of additional office help during the busy summer months." Already we are experiencing difficulty in providing services because of the lack of necessary office coverage to meet the number of telephone call, in-person registrations, permit requests, and facility reservations - - and MVCT tickets sales and summer programs haven't even begun yet! In the past the extra office help has assisted in the administrative functions of the office including answering telephones, issuing park and athletic field use permits as well as picnic and pool rental reservations. In addition, the office assistant processes registrations and handles paperwork as necessary. The months of March through August are crucial months in the Parks, Recreation & Forestry Department because customer service demands are at a peak. On any given moment three phone calls may be holding, people are at the counter for registrations, reservations are being handled, picnic kits, and keys and other equipment are being distributed. It is difficult and sometimes impossible to serve the needs with only one or two staff in the office. The interruptions in the administrative work really hampers productivity. The frustration of continual interruptions which tends to deviate one's train of thought or taskwork plays havoc on employees and the stress level rises, decreasing the consistency of good customer service. As a result of a "lean department" customers wait longer to register, clients are kept "on hold" longer on the phone and the stress level of employees rises. The greatest need for additional office coverage is experienced during times when fulltime staff are either sick, on vacation, out of the office due to meetings, park inspections or supervision of programs. It is my request that the City Council consi s er re-in . ' - •• "• • office assistant-€er—the summer months for-the Department of Parks,Recreation & Forestry. As I noted previously, this is a usual position which was cut from the budget this year. I request your consideration in extending the hours of the Athletic Coordinator (who previously was also employed as the office assistant for the past two summers) from 4 hours per day to 8 hours per day for the timespan of May 28 through August 30, 1991 for the purpose of providing additional office assistance during the busiest of times for the department.. The additional wages would come to approximately $2,800.00. I recommend that the additional wages be funded from the Recreation Activity Fund. To consider approval of extending the hours of the Athletic Supervisor to RECOMMENDATION; 8 hours per day for the timespan of May 28 - August 30, 1991 for the purpose of providing necessary office coverage during these busy months in an effort to maintain good customer service; funding to be paid from the Recreation Activity Fund.