2. AUTHORIZE EXPENDITURE OF
CONSERVATION CONTINGENCY FUNDS TO HIRE TEMPORARY OFFICE ASSISTANT FOR WATER
DEMAND DIVISION
Meeting
Date: February 19, 2004 Budgeted: Yes
Program: Conservation Fund Contingency
Staff
Contact: Stephanie
Pintar Cost Estimate:
$13,600
General
Counsel Approval: N/A
CEQA
Compliance: N/A
SUMMARY: Water
Demand Division staff members need the services of a temporary office assistant
for the remainder of the fiscal year.
An increased workload due to special projects and new ordinances has
been impacting staff’s ability to provide timely follow-ups to inspections and
regular issuance of enforcement letters for permit violations. Staff is finding it difficult to provide
answers to complex inquiries and offer in-house Notary services to permit
applicants while also covering incoming calls and basic inquiries at the front
counter. The office assistant would
answer phones and greet customers, transferring calls to the appropriate staff
member and answering routine questions.
The assistant would also assist staff by scheduling inspections and performing
general office duties, including data entry and retrieval.
RECOMMENDATION: Authorize the expenditure of funds to
hire a temporary office assistant in the Water Demand Division for the
remainder of the fiscal year. The
temporary agency would be paid $17.38 per hour. This would cover the employee’s hourly wage and agency expenses,
including payroll taxes and workers’ compensation. The Administrative Committee considered this item at its February
10. 2004 meeting and voted……………………………………………
IMPACTS
TO STAFF/RESOURCES: The
budget for FY 2003-2004 includes $15,200 in the Conservation Contingency Fund,
none of which has been spent. The cost of a temporary office assistant for the
remainder of the fiscal year would be approximately $13,600.
BACKGROUND:
The workload for the
Water Demand Division has increased over the past few months, and is
anticipated to increase further in the near future.
1)
The Board has approved contracts with
consultants for the completion of two special projects involving reorganization
of the database and development of a new policies and procedures manual. Division staff will be required to devote
many hours of their time over the next five months in order to work with the
consultants on these projects.
2) In December 2003, Ordinance No. 110, which
expanded the rebate program to include
ultra-low-flow appliances, was implemented. As a result, rebate applications, and the resulting workload for preparation and research have significantly increased.
3) Ordinance No. 111, amending District Rules 11 and 24, will be effective on March 1, 2004. This ordinance will allow property owners to gain water credits if they can provide evidence that outdoor fixtures have been legally installed. It is anticipated, from the current level of inquiry, that the new process will significantly increase the number of phone calls, water use credit applications, inspections, and appealed decisions.
The
addition of a temporary office assistant will provide the extra clerical
support currently needed in the Water Demand Division. It will free the time required for special
project completion and initial implementation of new ordinances, while allowing
staff to continue providing quality customer service to Peninsula residents.
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