HomeMy WebLinkAboutSpecial 2006-12-11 Item 5G - Discussion - Council Administrative Assistant Work Schedule w,, COUNCIL AGENDA SYN0PsIs
s J Initials ITEM NO.
f 1 S 1 M Date Prepared by j Ma)o's renew I Caiaxil renew
I 12/11/06 I Diane I h I'}
190a c
1 1
ITEM INFORMATION
CAS NUMBER 06-153 IORIGINALAGENDA DATE: 12/11/06
AGENDA ITEMTITLE Discussion of Council Administrative Assistant Work Schedule
CATEGORY Discussion Motion Resolution Orzlinanw BidAuard Publk Cher
MtgDate 12 /11/06 MtgDate MtgDate MtgDate MtgDate Mtg Date MtgDate
SPONSOR Council May r AdmSvs DCD El Finarxe Fire Legal P& R Polux PW
SPONSOR'S The Council's Administrative Assistant's current work schedule as well as three possible
SUMMARY proposed scenarios will be discussed.
REVIEWED BY COW Mtg. CA&P Cmte F&S Carte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. El Planning Comm.
DATE:
RE COMME NDATIONS:
SPONSOR/ADMIN. Dennis Robertson
COMMITTEE
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0
Fund Source:
Comments: Salary savings by reducing overtime
MTG. DATE I RECORD OF COUNCIL ACTION
MTG. DATE I ATTACHMENTS
12/11/06 1 Information Memo
12/11/06 1 Proposed Administratie Assistant Council Schedule
MEMORANDUM
December 7, 2006
TO: Members, Tukwila City Council
Steve Mullet
Rhonda Berry
FR: Dennis Robertson c P
RE: Changes to Council Administrative Assistant Position Work Schedule
Attached is a the current council administrative assistant work schedule as well as three
possible scenarios that are intended to reduce the `normal' work week for the council
administrative assistant to 40 hours per week.
As you can see from the current work week schedule this position is currently averaging
a 47.5 hour work week. This results in overtime, compensatory time, and a very
grueling work schedule that does not fit the city policy for a standard 40 hour work
week.
Even with the adoption of one of the proposed schedules there will still be occasional
overtime for this position because of:
Staffing for Equity and Diversity Committee
Scheduling of special council meetings (e.g., budget updates, Tukwila Pond,
Retreats, TIB Snapshot, etc.)
Special Events (e.g. ITC conference, meetings with legislators, etc.)
Three possible new work week scenarios were created to reduce the number of hours.
The scenarios include:
Scenario #1 Work from home Wednesday morning and off on Wednesday and
Friday afternoons
Scenario #2 Off on Fridays
Scenario #3 Late start on Tuesday mornings and off on Friday afternoons
Changes to Adm. Asst. Work Schedule 2
December 7, 2006
All three proposed schedules have problems.
Scenario #1 has three issues. First, and most important, there is no current city policy
or procedure for working from home. Second, there will be no coverage in the office on
Friday afternoons when Council Members come in to pick up their packets. Third, the
employee has to drive in to work on Friday for only four hours of work.
Scenario #2 has the issue of no coverage on Friday afternoon when the Council
Members come in to pick up their packets.
Scenario #3 has three issues. First, there is no coverage on Friday afternoons.
Second, the employee has to drive in on Fridays for only 4 hours of work. Third, the late
beginning on Tuesdays can cause a problem for finishing Monday's committee minutes
in time for Wednesday turn -in to City Clerk's office for the next Agenda Packet.
My recommendation is the use of Scenario #2. This will leave the Council
Administrative Assistant's office uncovered on Fridays but it has the least impact on the
work that has deadlines and appears to be the closest fit to the City Personnel Policies
and Procedures:
Hours of Work, 02.05.12
Work Periods, 02.05.18
Flexible Time (Modified) Work Schedules and Job Share, 02.05.20
MEMORANDUM
November 16, 2006
TO: Members, Tukwila City Council
FR: Diane Jenkins, Administrative Assistant
RE: Council Administrative Assistant Position
Number of Hours Worked Above Normal Work Schedule
Listed below are the number of hours worked above the normal work schedule for the
months of June through November.
June 14 hours
July 14 hours
(two committee meetings canceled)
August 27 hours
(one committee meeting canceled and a special council work session
on Budget)
September 42.5 hours
(two committee meetings canceled, a special council work sessions for
the Tukwila pond, and staffing the ITC Conference)
October 27.5 hours
(Attended AWC Legislative Meeting)
November 37 hours
(Staffed Equity Diversity meeting, two additional special meetings for
TIB snapshot on Nov. 9 and 16, Special Joint CAP SeaTac Land Use
Committee Mtg, two committee meetings and a Committee of the Whole
meeting were cancelled)
Proposed Administrative Assistant Council Schedule
Council Admin Asst Schedule Scenario's
NOTE: The last three scenarios are only proposals. The actual schedule will always take into
consideration current work load and specific event or project demands.
Current Scenario IR MON 11 TUES S WED THURS FRI $WEEKLYI
Start Work 8:30am 8:30am 8:30am 8:30am 8:30am
Staff Mtg 9:OOam
Committee Mtgs 5:OOpm 5:OOpm
Council Mtg 7:OOpm
Phone coverage /lunch (12 -1:00)
Work on Minutes XX
Complete Committee Minutes XX
Deadline- noon /Council Packets XX
Meet w /Council Pres City Adm. 2:OOpm
Citizen Issues /Action Items 2:30pm
Agenda Review 3:OOpm
End Work 11:OOpm 6:30pm 5:OOpm 5:OOpm 5:OOpm
Total Hours i 4
Scenario #1
Wed Fri afternoons gone /work from home Wed. morning
MON TUES $WED THURS $FRI $WEEKLY
Start Work 8:30am 9:30am work 8:30am 8:30am
Staff Mtg 9:OOam at home
Committee Mtgs 5:OOpm 5:OOpm
Council Mtg. 7:OOpm
Phone coverage /lunch (12 -1:00) 12:OOpm
Work on Minutes XX
Complete Committee Minutes XX
Deadline for Council Packets XX
Meet w /Council Pres City Adm 2:OOpm
Citizen Issues /Action Items 2:30pm
Agenda Review 3:OOpm
End Work 11:00prr 6:30pm 5:OOpm 1:OOpm
Total Hours 14 10 4 8 4 40
Proposed Administrative Assistant Council Schedule
Scenario #2
Fridays off (depends on hours /responsibilities tasks)
MON$ TUES$ WED$ THURS$ FRIfr(EEKLYI
Start Work 8:30am 9:30am 8:30am 8:30am OFF
Staff Mtg 9:OOam
Committee Mtgs 5:OOpm 5:OOpm
Council Mtg. 7:OOpm
Work on Minutes XX
Complete Committee Minutes XX
Deadline for Council Packets XX
Meet w /Council Pres City Adm 2:OOpm
Citizen Issues /Action Items 2:30pm
Agenda Review 3:OOpm
End Work 11:OOpm 6:30pm 5:OOpm 5:OOpm
Total Hours 14 10$ 811 8$ 0$ 401
Scenario #3
Late start Tue. /leave early- Fri.
MON$ TUESli WED11 THURS$ FRI$WEEKLY
Start Work 8:30am 10:OOam 8:30am 8:30am 8:30am
Staff Mtg 9:OOam
Committee Mtgs 5:OOpm 5:OOpm
Council Mtg 7:OOpm
Phone coverage /lunch (12 -1:00) 12:OOpm
Work on Minutes XX
Complete Committee Minutes XX
Deadline for Council Packets XX
Meet w /Council Pres City Adm 2:OOpm
Citizen Issues /Action Items 2:30pm
Agenda Review 3:OOpm
End Work 11:OOpm 6:30pm 5:OOpm 5:OOpm 1:OOpm
Total Hours 1A 7.51 8$ 8 5$ 42.51
Additional comments:
The three scenarios do not include:
Staffing of Equity Diversity Committee once a month
Scheduling of special council meetings e.g., budget updates, Tukwila Pond, Council Retrea
Tukwila International Blvd., etc.
Special Events e.g., ITC Conference, meetings with legislators
Attendance at various events