From: Gerald Fisher

Sent: Wed Jul 13 12:17:33 2016

To: Dennis Welle; Jason Clifford; Ryan Hepler

Cc: Chaunee Seifried

Subject: Timesheet, vacation time, and future coordination

Importance: Normal

Guys,

Having gone through one set of timesheets, I need to make a couple of adjustments so we can track time and time off a little better.

You are the lead folks in your areas so all vacations/comp time request need to be submitted to you preferably 2 weeks in advance. Shorter notice is OK as long as your coverage is in place. Initial the vacation request and send to me for signature and I will get them back to you to pass on to the crew. When time sheets are filled out, attach the approved vacation/comp time request to the timesheet when submitting at the end of the pay period.

Have crews fill out the totals on the right and bottom of the pages to help speed up my review. Include notes in the spots provided to denote on call duty, call out, and other time such as parade.

We may be altering the timesheets in the near future, hopefully to an electronic format. The end goal will be to provide enough work stations that all employees can fill in their time quickly on a spreadsheet that auto calculates for them. In the meantime, everyone would be able to print out their timesheet and hand write in the time.

The last thing is that we will need to meet as a group for about 30 minutes with Chaunee, our new Finance Director, to go over timesheets and what is regular time, OT, comp time etc. to meet the contract and state BOLI requirements. We may do this as a group or in groups next week.

We’ll make these adjustments in pieces over the next few weeks so it not a small drink from a fire hose. Thanks and let me know if you or the crew has any questions. Once I get caught up a bit I will start scheduling short meetings on a recurring basis at the WTP, WWTP, and shop to go over your needs and figure out how we can budget to get things to a point that will make your jobs easier.

Regards,

Gerald Fisher, P.E. | Public Works Director

City of Molalla

117 N Molalla Ave. | PO Box 248 |Molalla, OR 97038

Office: 503.829.6855 | Direct: 503.759.0218

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