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HomeMy WebLinkAbout5.a. City Hall GuidelinesQft is 198? 0 6 CITY OF ROSEMOUNT M E M O R A N D U M TO: All City Staff, City Hall FROM: Stephan Jilk, Administrator/Clerk 74 DATE: March 18, 1987 RE: City Hall Guidelines The City Council has approved the guidelines as proposed, and they are in effect as of now. You've received a copy of those guidelines. The Council will be reviewing these guidelines on September 15, 1987. Between now and that time we should all strive to understand and follow the purpose of these guidelines. They should not be considered iron clad, militaristic regulations but the result of taking input from all of you and putting into written form what we feel are common sense guidelines as to how we can all work with pride, efficiency and still maintain a relaxed working environment. I appreciate everyone's ideas and comments, and I thank all of you in advance for your cooperation in carrying out these guidelines. smj CITY OF ROSEMOUNT MEMORANDUM TO: Mayor Knutson Councilmembers: Napper Tucker Walsh Willard FROM: Stephan Jilk, Administrator/Clerk DATE: March 13, 1987 SUBJ: City Hall Guidelines Gentlemen: Attached is a set of "City Hall Guidelines" for the operation and use of city hall. We feel it is complete except for a complete set of "fitness room" guidelines referenced therein. These "fitness room" guidelines are being completed and will be distributed when they become so. We ask your approval of these guidelines, following your review and relevant comments. I will be pleased to respond to any comments or concerns you may have on these guidelines prior to or at our meeting on Tuesday. smj Attachment ROSEMOUNT CITY HALL GUIDELINES CORKS 1 11 tS l O 6 The following guidelines have been adopted in an effort to maintain our city hall in a "like new" condition while maximizing its use by city employees. All employees are expected to follow these guidelines and conduct themselves in a manner so as to minimize conditions leading to building depreciation. These guidelines are further intended to support the quality of service to the residents of Rosemount and others. 1. PARKING -- The attached sketch shows the east (upper) and west (lower) parking lots. The east parking lot has areas designated for handicap parking, temporary staff parking for those staff members, who by their daily work assignments, require them to be in and out of the office area several times daily and for Rosemount residents and others served by the city. The west lot has designated areas for city staff cars, police vehicles and personal employee vehicles. Employee parking spaces are not assigned and are on a first come first served basis. Employees are encouraged to utilize those parking spots on the north end of the lot first. The remainder of this west lot is available for use by Rosemount residents and others served by the city government. 2. CUSTOMER SERVICE -- To promote smooth service to Rosemount residents, persons should not be allowed to walk into the office area unless they are invited to do so or are escorted. It is the responsibility of the receptionist to insure that persons presenting themselves for business and need to meet with staff members of a specific department are directed to the counter to the right or left of the reception area. The receptionist should then contact the appropriate department and request that someone come forward to provide assistance; and if the person needs to enter the office area, escort the person to the specific department. When the person is finished with his/her business, he/she should be escorted back to the lobby area or to the other department where the person has further business. 3. OVERSHOES -- Protect our carpets._ Overshoes must be taken off before entering carpeted areas. Boot mats will be available at all outside entrances to the building for boot storage. 4. STORAGE OF OUTSIDE CLOTHING -- Coat racks are provided in the kitchen area, upstairs in the open office area and the police department for employees working in open areas. In private offices, the back of the door is permitted for storage of outside clothing. 5. KEYS -- Keys have been distributed to all staff members as to their specific needs. The distribution and duplication of all keys are under the control of the Public Works Director. 6. DRESS CODE -- All employees are expected to dress in a manner which would be consi Bred appropriate for their position, work requirements and their interaction with the public. 7. SMOKING -- Smoking will not be allowed with the following exceptions: The city council lounge area, public lobby areas and the one designated table area of the lunchroom. To allow the opportunity for employees to eat lunch in a smokeless environment, the following lunch schedule will be followed: Rosemount City Hall Guidelines Page 2 Smoking Cont'd. CUM 1981 46 11:00 A.M. to 12:00 Noon: No smoking in lunchroom 12:00 Noon to 1:00 P.M.: Smoking in lunchroom allowed. 8. USE OF CONFERENCE ROOMS -- Individuals wishing to use the two designated conference rooms must schedule them through the council secretary. Those with reservations will be given preference in the event of a conflict. Users are expected to clean conference rooms after their use. A sign up sheet is available at the desk of the council secretary. When visitors attend conference room meetings, they should be escorted to the lobby areas following the meetings. 9. USE OF COUNCIL CHAMBERS -- Reservations for the use ,of the council chambers shall be made through the council secretary. Regular council meetings and city commission meetings have priority. Any use other than normal city use must be approved by the city administrator. 10. TELEPHONE CALLS -- Telephone calls made or received on department phones are restricted to official city business or personal business of an urgent nature. Employees shall not abuse their access to telephones. Personal calls will be limited to five minutes. All long distance calls will be logged on forms provided and the cost of long distance personal calls will be reimbursed by the employee. 11. MANNING OF TELEPHONES -- To maintain continuity in service to the public, telephones must be manned at all times throughout the work day. The receptionist is the position responsible for manning the city "switchboard" and in the absence of the receptionist, the following positions, in this order, will support this responsibility: council secretary, community development department administrative assistant, parks and recreation department administrative assistant. Each department shall make an attempt to provide staffing of phones during lunch breaks and work assignments. When staff is unable to provide coverage, the "call forward" feature of the telephone system will be used to direct telephone calls to their work assignment area or to other department staff to respond. When an employee receives a telephone call and is in a meeting, the receptionist or staff member taking a call will not interrupt the meeting unless there is an emergency or the employee has requested it. Ongoing telephone conversations will not be interrupted unless there is an emergency. The "all page" feature of the phone system will not be used except in an emergency. All department head calls and department staff calls are directed to that department's designated staff member to handle calls. Rosemount City Hall Guidelines Page 3 ',RLIE's 1981 ob Manning of Telephone Cont'd When a staff member is dispatched a telephone call and is not available to receive the call, the person sending the call should wait until the 30 second ring limit feature built into the system is completed, then a message should be taken. A message center will be maintained by the receptionist, and it will be the responsibility of each employee to check the center for messages. 12. PLANTS -- Employees may have plants on their desks, in offices and workstations provided the number and size are within *a range of acceptability appropriate to the site. 13. RADIOS -- Because of the open office landscape format and the radio built into the telephone system, employees will not be allowed to use personal radios during business hours. The police department dispatch area will maintain a separate radio with commercial station reception for weather and emergency communication. 14. WALL DECORATIONS -- Wall decorations such as family photos, landscape Photos, pictures of pets, diplomas, awards and certificates are allowed and must be neatly framed. Decorations must be in. good taste and not overwhelming. Only hook and nail type fasteners are allowed to hang decorations. 15. LANDSCAPE SCREENS -- Maps and other graphics or materials which are necessary for efficient job performance may be attached to the landscape screens (workstation panels) on the inside of work areas and must be neatly maintained and replaced if worn or obsolete. 16. VISUAL OBSTRUCTIONS -- To maintain the attractiveness of the office landscaping, it is important that items not be placed on the top of file cabinets or other locations where they constitute a visual obstruction in the office area. 17. HOUSEKEEPING -- Work surfaces, files, etc. should be maintained in a neat and orderly fashion. 18. CONDITION OF DESK TOPS -- Desks in all working areas must have working materials stacked as neatly as possible. 19. COVERING OF OFFICE EQUIPMENT -- Typewriters and computer keyboards should be covered with covers provided at the end of the workday. 20. EATING/DRINKING AT INDIVIDUAL DESKS -- Eating at individual desks is not permitted. Drinking of coffee and softdrinks is allowed but cups should be used for any drinks consumed at the workstations. 21. LUNCHROOM -- The lunchroom is equipped with pop, coffee, snacks, a refrigerator, microwave and conventional stove. Seating is provided for the employees at two separate tables. It is the responsibility of each individual employee to clean up after themselves and to return all utensils to the sink area and rinse them before leaving them to be washed. Foods left in the refrigerator or open areas should be checked regularly to insure that any spoiled foods are removed. .Rosemount City Hall Guidelines CLERK'S Page 4 FILE 22. LUNCH/WORK BREAKS Lunch Breaks 1 Limited to 30 minutes. (2) One per eight hour shift. (3) Location (a) City hall lunchroom (b) Any location away from city hall Work Breaks 1 Al1 employees when working under the conditions where the use of a break is practical shall be granted two 15 minute breaks each workday. (2) Supervisors shall schedule the taking of breaks consistent with good department management. In this regard, it may be necessary to vary, rotate, or stagger schedules according to the work at hand and necessary service to the public. (3) The lunchroom should be used for work breaks. 23. IDENTIFICATION CARDS -- The practice of issuing city employee identifications cards will be reinstated as soon as possible after moving into the new city hall. 24. OPENING AND LOCKING OF BUILDING -- The receptionist will be responsible for opening and locking the two public entrances to the city hall. In the absence of the receptionist, the finance director administrative assistance is to respond to this need. The deputy registrar clerk will close the two service windows at closing time unless another staff member has business at one of the windows. That staff member will then be responsible for closing the window he/she is at. 25. CONTROL OF THERMOSTAT -- All building thermostats will be under the control of the public works director and in his absence or unavailability, the building official. 26. FITNESS/SHOWER ROOMS -- All employees will be required to follow the guidelines established for the smooth and safe use of these two areas as set out in a separate document, "Rosemount City Hall Fitness Center Guidelines." 04 M-45 .Cars 1987 06 If �N&PARKI� L— -- — S IL AM- RIX& C ITY 01 40 FF z FOR R� CA ts, - 01 x % I k fQt U'. vo, 0 76. Ir 0Wr INA UCYr .145TH. STREET WEST. A' ZOL)NO 'v Ff L Lfar� RR z SIGN t.ITP- �OT t - .145TH. STREET WEST. A' ZOL)NO 'v Ff L Lfar� RR z 4 .145TH. STREET WEST. A' ZOL)NO 'v Ff L Lfar� NT P06e att. PAti ev G6w. ccwrk �wniED . %c SES aize"-% �R SGrE�C.n i i. i1 i f TOTAL LAND 129.600 OR 2.97 ACRES BUILDING COVERAGE 9,800 sq. ft. or 7.6% BLACKTOP & SIDEWALKS 35,500 sq. ft. or 27.0% 1 GREEN AREA 84.300 sq. ft. or 65.4% ;! i►4 Zeus-if"O.C.B•i"!_ BLe'"TGPfl) — , EY GE CC HT 4L SUILDINd 51 -. -o•� SL :CAC ClJLVPF-,r.3=0'G.&r:'R Gi rrp VF- L_ :MIUM ZifAzTee OF G-at,ls-, f h 4 STAFF . !6 +4 S16µ utEj of H85