11/13/2007 Minutes - Laserfiche WebLink

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main job that the secretary at the Treatment Plant did when Ms. Schlemmer started was type writing, a lot of paperwork, copying, faxing, paper filing; the phone system was very important and was the first and foremost duty that had to be done before the paper trails would start. The two (2) main jobs as described were in place at the Waste Water Treatment Plant and are still in place. The difference is five (5) to ten (10) years ago started the road of technology and computers and phones have multiplied many times. In the computer area where the secretary would have the job of any of the paperwork, letters that had to be written, is now on each work station. Form letters and tracking work orders or any other functions one would need is done right at the work station. Managers do their own emails and most of the functions that the secretary might have as far as setting up any meetings, appointments for any of the supervisors, emails come in and appointments are on the emails. The employee then would put that date on their day -timer. Most of the letters or projects being done, a lot of the forms are on the computer that is either from the EPA or Government agencies or facilities. The employee that had to do that report can complete that on the computer and does not need to go through the secretary. Everything that is done by hand is now done on the computer. When Ms. Schlemmer came into the position of Superintendent, this was already in place and yet to realize that there was a secretary that was needed to accomplish these tasks. There is a lot of budget issues for a $6,000,000 operation. A lot of the things that were done, maybe three (3) or four (4) of the steps for requisitions and purchase orders have been eliminated, not because they did not have a secretary but because the Waste Water Treatment Plant was the last department in the city to not have put this into place earlier. It eliminated the need for a secretary to write out a requisition, request a line item number from the supervisor, type the requisition, obtain the proper signatures and then forward it to City Hall. The supervisors have their own line item numbers; keep track of their own budgets; complete the requisitions on the computer and obtain the appropriate signatures. The phones are very important due to a large amount of calls received regarding sewer back ups. A new phone system has been installed and if anyone takes a call that is going to the sewer department, the call is transferred. If there is no answer, the call will automatically call the employee's cell phone and it will ring immediately. This is an efficient way to take care of a problem in a particular department. A telephone directory is scheduled for installation and there will be no need for a secretary to attend to the calls because each phone call will go to each department. The 2007 technology is the main reason for lack of work in this position at this time. The Treatment Plant phone system has some independent settings and works in conjunction with City Hall's phone system. There are thirty-one (3 1) employees at the Waste Water Treatment Plant. If there is a call after hours there is an assigned voice mail and the operators carry a pager. Generally, the Waste Water Treatment Plant does not receive a lot of phone calls; however, if there is a heavy rainfall, this would be considered out of the normal, and then extra personnel will have to be called in but that does not constitute a need for a full time secretary or for a secretary. This past week, the Treatment Plant received four (4) or five (5) phone calls. Ms. Schlemmer was the Pre - Treatment Coordinator at the Treatment Plant and has observed first hand during the twenty (20) years of employment at the plant. Ms. Schlemmer indicated that there is a lack of work for a full time secretary. Mr. Limpert took the podium again. The secretarial position was staffed for eight (8) hours a day and the plant is a 24/7 operation. The heaviest staffed time of the day is during those eight (8) hours that the secretary worked. Sandie Agresta took the podium and was sworn in. Ms. Agresta was the Secretary II at the Waste Water Treatment Plant and is currently a Secretary II in the Building Department. A brief was submitted to the Commission. Originally when Ms. Agresta started, she was in the Engineering Department. A job was posted for a Secretary II at the Waste Water Treatment Plant in 1999. The Treatment Plant did have a part-time secretary and a couple of CBE students from the High School. The previous Superintendent, Harry Crider, had been trying to get a full time secretary but did not accomplish that before he retired. Mr. Robert Nichols became Superintendent and was granted a full time secretary. At that time, Ms. Agresta did most secretarial duties which are stated in the Collective Bargaining Agreement Contract. Each