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Ah <br /> Elk River . <br /> Municipal Utilities UTILITIES COMMISSION MEETING <br /> TO: FROM: <br /> Elk River Municipal Utilities Commission Troy Adams, P.E. —General Manager <br /> John Dietz—Chair <br /> Al Nadeau—Vice Chair <br /> Daryl Thompson—Trustee <br /> MEETING DATE: AGENDA ITEM NUMBER: <br /> February 11, 2014 5.4 <br /> SUBJECT: <br /> Office Hours <br /> DISCUSSION: <br /> With an increased focus on intercompany communication over the past 5 years, management has <br /> implemented a number of new communication options. For the field staff,"tailgate sessions"were <br /> common place but there had been a lack of cross department coordination. As a response to this,the <br /> Electric and Technical Services departments hold brief daily morning meeting to coordinate activities and <br /> generate awareness of all work being performed to promote efficiency and safety. Recently the Water <br /> department has joined these meeting. This allows for the coordination of shared equipment and other <br /> resources. These meeting were an easy change to implement and have instantly provided value. <br /> Based on the success of these meetings for the field staff, the Office had implemented weekly morning <br /> meetings about 4 years ago. These meetings have been harder to facilitate because they needed to <br /> conduct them during normal business hours. So during these meetings, Office staff would still need to <br /> respond to customer needs at the front counter. This has made it more difficult to consistently provide the <br /> same communication to all Office employees as some may need to leave the meeting to attend to <br /> customer needs. <br /> In March 2014,the Office staff will begin work on the general ledger and billing software conversion. <br /> This process will take over one year to complete. During this time there will be the need to coordinate <br /> group trainings. Some of these trainings may be more efficiently presented to the Office staff all at once. <br /> Management has discussed some options for providing these trainings and improving the effectiveness of <br /> the Office weekly morning meetings. One option would be to hire temporary staff to cover front counter <br /> customer needs during trainings and meeting. A third option would be to conduct these meeting during <br /> non-business hours and pay overtime. Another option that that would provide a solution to both would be <br /> changing the Friday public hours start time. <br /> For management, changing the Friday public hours would be the leading option because in solves both <br /> issues in one solution and would be sustainable long term. Because of the impact that changing the public <br /> hours might have to customer accessibility, Management would like to have a discussion regarding all of <br /> these options with the Commission and get direction. <br /> PAPERER RI <br /> Page 1 of 1 NATURE <br /> Reliable Public <br /> Power Provider P O W E R E D T o S E R V E <br /> 180 <br />