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ADHOC City Council & Park Board Minutes 2002 05-21-02UNITED CITY OF YORKVILLE PARK BOARD ADMINISTRATION ADHOC MEETING p p n (i imiMAY21,2002 6:00 P.M. In Attendance: Mayor Art Prochaska Alderwoman Spears Alderman Paul James Guests: Lisa Scherer Ken Koch Bill Wedge Sue Swithin RULES/POLICIES/PROCEDURES Mayor Art Prochaska opened the meeting with inquiring about the job descriptions and procedures involving the Secretary/Deputy Clerk and Administrator's Assistant positions. He felt that since it can no longer be called a secretarial position the position should be generalized to Administrative Assistant Staff. This would define the positions under the Administrator's Assistant. Their duties would include filing, answering phones, putting packets together for meetings,take minutes at meetings, ordering office supplies, and dealing with the petty cash for collecting program fees. Other duties may include helping the Superintendent,and being in charge of the rental scheduling. Lisa Scherer Park Board)asked why couldn't they make up the list themselves and call it what they would like to call it. Mayor Prochaska said that it had already been discussed that the position would be defined under Administrative Assistant Parks/Recreation. Mrs. Shuer said that she thought they could go over what the City has down for the job description, of what they need or want to pair up,then agree to what they have on the list and then call it what they want to call it. Mayor Prochaska said that the position is called the Administrative's Assistant. Mayor Prochaska said to the committee that he wondered what they should call the position, in which the person hired would be working with the City's Accounting Clerk. Alderwoman Spears said that this particular item would be brought to the Administration Committee then it will go back to the Park Board so that they can put all of the ideas and comments together and come up with an answer. She also said that Traci Pleckham and Kim King,the City Accounting Clerk,would be taking a look at it to see what responsibilities are on the accounting column. Mayor Prochaska felt that it shouldn't be described as only a"City"or"Parks"function,but rather an accounting function. Also,he felt that rather than using the term"reconcile bank deposits"in the description that it should be to record them. Sue Swithin, Superintendent of Recreation said that it might be better to put in the job description that the position requires recording,preparing and balancing deposits and registration fees in conjunction with the City Accounting Department. Alderwoman Spears thought it would be a good idea to have someone make copies of the description so that everyone has the accurate job description list for the position. Mrs. Scherer brought up the payroll issue. She felt it should have a better description as well. Mrs. Swithin said that the payroll duties include preparing, maintaining and calculating hourly wages and time sheets of Recreation employees, for submittal to the accounting department. Mr. Wedge asked why they couldn't start posting the position 2 now. Mrs. Swithin said that she was asked by the Board to ask the Committee if she could begin posting and have the process pending completed job description. Mayor Prochaska said that the only thing that Attorney Kramer has asked is to avoid posting the position prematurely so that no one assumes the City is trying to show favoritism to City employees. Mrs. Scherer asked why it couldn't be posted as a full-time position since a full-time secretarial position was approved in this year's budget. Mayor Prochaska said that he would ask Attorney Kramer about it. He said that Attorney Kramer was going to put a memo out for Barb to have more hours. He said that Barb could work up to 32 hrs. with out any problem as long as it is o.k. with the Board. Anything over that is considered overtime. Mayor Prochaska asked what education did the position ask for. Mrs. Scherer said on the backside of the job description sheet,the minimum amount of education asked for is high school diploma or business school with 3 hrs. experience and/or 30 advanced hours of Business College preferred. Alderwoman Spears asked how many words per minute of typing would be required. Mrs. Swithin said that speed is really not needed,but knowledge. It's more data entry,registration,but still someone sufficient at typing. She also asked how the City tests for that. Alderwoman Spears said that she would look into getting a test from Waubonsee for her. She also suggested asking for the individual to type a minimum of 40 words per minute. The committee agreed that would be sufficient. It will be listed on page 2 on the second bullet under basic skills. Mayor Prochaska brought up the Office Assistants position. He said that the minimum requirement for typing is 50 words per minute. Alderwoman Spears mentioned to be sure that these individuals would be tested on that. Mr. Wedge felt that instead of typing it should be called word processing since that is what they would actually be doing. Mrs. Scherer asked to add another bullet under the minimum education required: experience with computer programs such as Windows, Lotus, and Rec-trac software preferred. Another suggestion was to add experience with current computer office software. Mrs. Swithin suggested using the requirements that are under Program Supervisor since they are very similar. Alderwoman Spears brought up under the 2nd bullet of the requirement list to reword it to is proficient with office machines and office software programs". Then under the 4th bullet she recommended that they should have the ability to calculate using basic math skills. Alderwoman Spears clarified that the reason they could not call the position"Office Manager"is because the minimum education requirement is an Associates Degree and experience in managing. The position will be called the Administrative's Assistant/Recreation. Mrs. Swithin stated that it would be a full-time hourly position that will meet the manual. She also said that she would type up a revised version of the Program's Supervisor position and send it back to the Alderman Spears by June 13th. Mayor Prochaska stated that the salaries for the Administrator's Assistant and 3 Administrative Assistant in 2001-2002 Salary Schedule is incorrect. The Administrative Assistant position should fall under Administrative Support Staff. He said they would need to make that correction on the new Salary Schedule and get it back to the Administration Committee. He also said that at the next meeting they could go over on how the Plan Commission,Parks/Recreation Board and Administration Committee could come to terms on how they will make considerations and decisions and be at the same level. This committee will meet again on Wednesday,June 5th at 6:00 p.m. Meeting adjourned at 7:00 p.m. Minutes by Theresa Brady