CITY OF DAVENPORT

PUBLIC WORKS

PARKING DIVISION

ATTENDANT

POLICIES, PROCEDURES, OPERATIONS

Nothing in this manual shall violate any written contract, city, state or federal ordinance, statute or law. Policies and procedures may be unique to the Parking Division and are subject to change.

Approved by

Adopted and Effective June 10, 2002

The City of Davenport currently has one parking deck (RiverCenter) with two more under construction. They are operated by the Public Works Transportation Department Parking Division. A booth is to be occupied at all times during business hours for that facility. The reasons for this are: security of the equipment, and money as well as monitoring of the elevators/stairwells/entrance/exits when possible.

MAIN FUNCTION: of the cashiers at a city parking facility is to collect money, make change, give directions, and provide a minimal level of security within the facility. Cashiers have a variety of other duties such as: notification of proper authorities for; sanding/plowing/sweeping of ramp and minor equipment repair. Cashiers also have responsibility for minor snow removal, minor cleaning, replacing gate arms, as well as complete responsibility for booth cleaning, and other duties as needed. This is not necessarily a complete listing of cashier’s duties.

WEATHER: Monitor the radio/TV for delays and closings. Part-time employees are only paid for hours worked. Plan accordingly. The roof level of a deck may be closed due to snow, ice or other weather related events on occasion. (See also City Administrative Policy 2.10)

UNIFORM: Cashiers are expected to be at their assigned location in the uniform appropriate for the weather, ready for work at the scheduled start of your shift. Said uniform will be issued by the city, but it is the responsibility of the cashier to keep it clean and in good repair. Replacement parts of the uniform are available through the city and purchase of uniform parts will occur as needed and appropriate. Uniform parts include but are not limited to:

Traffic Vest

Fluorescent green departmental jacket

Red cotton vest or smock

The cashier is responsible for supplying closed toe shoes.

When working outside of the booth either the green jacket or the traffic vest must be worn

Remember: uniforms are issued to you. It is your responsibility to keep them clean and neat.

Uniforms are not to be worn for personal use, when drinking alcoholic beverages, or any time/place that might detract from the city employee image. Any uniform part that is supplied by the city that fails from normal use will be replaced by the city. Any other repair/replacement to uniform parts will be at the employee’s expense. Appearance & courtesy will be monitored and failure to meet acceptable standards will result in disciplinary action.

Cashiers are a First Point of Contact in their direct dealings with the public. As such, cashiers are expected to be polite and courteous when wearing our uniform. Cashiers are expected to have a working knowledge of the area immediately surrounding their facility. Assistance will be provided by the supervisor and/or manager as well as other city staff as available, toward meeting this goal.

You are expected to follow the direction of the manager/supervisor on duty. This may include light sweeping, picking up trash, washing booth windows etc. or staying late to ensure adequate coverage for departing patrons. Complaints about a supervisors (in)actions should be referred to the Manager. Complaints about the Managers (in)actions should be referred to the Division Manager. Employees may refuse an order if danger exists which would reasonably be expected to cause imminent danger.

There is the possibility that you might be asked by Parking Division staff to work at a different location due to staffing needs. Transportation to and from that location will be provided if necessary. If there is a problem with busing to get home from the other location inform the Div. staff immediately

TOBACCO USE: Tobacco use is not allowed inside any City building or City vehicle. See City Administrative Policy 3.14

ISSUED ITEMS: such as ID cards, uniforms, radios, keys and/or any other items issued to you shall be turned in before receiving your final check. (See Administrative Policy 2.3)

GATE ARMS: Do not charge people for accidentally breaking gate arms. Deliberate breakage is $30.00

PUNCHING IN/OUT: Each employee is responsible for reporting in and out at the correct times. Anyone caught falsifying their or anothers time is subject to immediate termination. If you are reporting in or out more than 6 minutes before or after you scheduled shift times, the manager /supervisor on duty must OK that time/action.

VACATION: Time must be approved by the Supervisor at least 2 weeks in advance -except under extreme circumstances. Requests of less than two weeks notice will be considered depending on replacements availability. No more than two (2) employees shall be off at any time. Requests shall be granted in order received not to exceed 90 days in advance of the desired date. If you are eligible for and will be using vacation time, it is your responsibility to ensure that the Supervisor is aware of it by the completion and signing of a Request for Leave Slip.

TVs: are never allowed in the booths when on duty. Small radios with the volume set low to avoid disturbing patrons or fellow employees and allow you to be aware of your surroundings is allowed. Management reserves the right to remove this privilege on a case-by case basis.

OFFICE SUPPLIES: Pens, pencils, pencil sharpeners, tape etc. are for the use of employees at/for work purposes. Theft of or abuse of items such as this will result in non-replacement and possible discipline to the employee. (See Administrative Policy 3.3)

SAFETY EQUIPMENT/DEVICES: such as flashlights, batteries, warning signs and panic alarms are for the safety, protection and well-being of the employee. Do not misuse or abuse these items. Please test/inspect them at the start of your shift as may be appropriate. Inform the manager/supervisor of any problems with such items you may encounter.

SUGGESTIONS are always encouraged. This includes ways to make things work better, tools or equipment to make things easier or ideas to make a better working environment.

TRASH: If you see trash in the ramp, don't step over or around it. Pick it up and dispose of it properly using appropriate care and proper equipment to avoid injury and/or disease!

If you see a maintenance or safety/security issue, either correct it or notify a supervisor.

STAFF PARKING: Everyone pays either via cash, check, charge or via a contract access card. Parking Division staff is allowed to park at no charge when on duty.

SHIFTS: vary in length. Full-time (8 hour shifts) are paid for two (2) fifteen (15) minute breaks and an unpaid 1/2 hour lunch. Six hour or longer shifts receive a single 20 minute break. Four to 6 hour shifts are allowed one (1) fifteen (15) minute break. See schedule at each location for approximate times.

SWITCHING OF SHIFTS: May be allowed providing both parties voluntarily agree and such switching does not result in overtime or gaps in coverage. The supervisor(s) must authorize any such switching of shifts and has the power to deny any switching of shifts.

RECEIPTS: cashiers are responsible for their receipts. A safe is provided to allow the attendants to "drop" any funds they do not need such as when their receipts total $100. This safe is to be used for end of shift deposits also. Call the supervisor to have drops picked up unless you have the time to do the drop yourself. Drops that are picked up should be signed for by the supervisor on your cashier report.

WEAPONS: are not allowed on City property except by law enforcement personnel. See City Administrative Policy 3.23

SLEEPING or DRINKING OF ALCOHOL/ILLEGAL DRUGS: on duty are not allowed and may result in disciplinary action. Reporting of prescription or other medication which could impair performance is required. Drug/alcohol testing may be ordered by the City if a reasonable suspicion exists of one being “under the influence”. Refusal shall result in termination. Positive test(s) may result in disciplinary action up to and including termination. (See also City Administrative Policy 3.17, 3.20)

HARRASSMENT: in any form, racial, sexual or otherwise will not be allowed or tolerated and will result in discipline up to and including termination. Reporting of any harassment will be kept confidential. See City Administrative Policy 3.21.

MISSING SHIFTS or TARDINESS: may result in disciplinary action. Anyone that anticipates missing a shift or reporting late for their shift shall contact the manager/supervisor 3 hours before the start of the shift or as soon as possible. When they are not available, leave a message on the appropriate answering machine. Unexplained or excessive absences from work, training, orientation or other such activities will be subject to disciplinary action.

FEE COMPUTERS: (Also called f.c. or register.) Do NOT pry open the drawer in any way. Prying open the drawer causes damage to the machine and will be subject to discipline.

YOUR SHIFT - PROCEDURES

1) Report for duty no sooner than six (6) minutes before the scheduled start of your shift unless

asked/allowed by supervisor.

2) Upon arrival check for new messages or information.

3) Count your change fund.

4) Proceed directly to your booth and log on by entering your four (4) digit code. You are now logged on.

5) Change the sign for your lane to reflect that you are open.

6) When leaving on break, sign off of the fee computer.

WHEN DONE FOR YOUR SHIFT

1) Turn off the booth open sign.

2) Log off.

3) Bundle all of your tickets by type and take your cash drawer and tix. to the office for counting.

4) Complete the top of a REGISTER CHECKOUT sheet. LOCATION is facility name. REGISTER is the booth number. DATE is the date you signed in on. EMP# is your employee number. NAME is your name - legibly please.

5) On the top right side of the first page is a number under the TOTAL FEES column. This is your GROSS TOTAL and is entered on the REGISTER CHECKOUT on the line labeled DIFFERENCE (It has an asterisk after it).

6) VALIDATIONS - List validations (Police, Hotel, Safety Committee etc.) as to quantity & price. (See sample)

7) VOID & NO SALES – Each Void or No Sale ticket must be accounted for and have a valid reason for its occurance.

8) OVERRINGS (OR) - list the amt. per Over Ring you have and total it across

9) STAMP DIFFERENCE - not currently used here

10) CUSTOMER IOU/SHORTS - If a customer has no or not enough money you need to label the tix. as such. LEGIBLY complete a no money envelope and staple it to the back of the tix. Make sure it is filled out completely and correctly. On this line is the total of all customer shorts. REFUSAL TO PAY: people that refuse to pay should POLITELY be told that everyone using this facility pays either by cash or check. If they claim they did not know about our policy, explain that they should pay now, get a receipt and talk to the manager/supervisor during regular business hours. Try to stay calm and polite. If possible notify the manager no matter what the time of day or night. If they are not refusing to pay but simply have no cash or checks, issue a no money envelope. Be sure all of the information requested is correctly filled out.

11) CASH DEPOSITED - is exactly that. It is from either your deposit slips or the DEPOSITS section of the REGISTER CHECKOUT sheet.

12) SUBTOTAL - This is the total of the above eight (8) lines. (All below the DIFFERENCE number)

13) DEDUCT OVERAGE - list the amount you are over (if you are)

14) ADD SHORTAGE - list the amount you are short (if you are)

15) TOTAL - Subtract any overage from the SUBTOTAL or add any shortage from the SUBTOTAL. This number and the number in the DIFFERENCE at the top must be the same. If not, double check your work or notify the Administrator/supervisor.

16) When the supervisor has time s/he will check your tix. types and quantity against the f.c. computer printed report. ALL manual tix. (colored tix.) need to be on the top of each type of tix. rung for separation to go to the office for special storage.

CONFLICT OF INTEREST: Employees shall assure that any activity they participate in outside of work will not interfere with their duties with the city. No employee shall try to sell, cajole, bribe, or make any attempt to use his/her position upon anyone for his/her personal gain while working for the city. Soliciting or accepting personal gratuities from parking patrons is not permitted. All "tips" or gratuities should be declined and any received shall be turned in to the ramp manager/supervisor for donation to a City approved charity. (See also City Administrative Policies 3.3 & 3.5 & 3.6)

INJURY: any employee sustaining any kind of injury while on the job must report it to the manager or supervisor, complete a First Report of Injury, and report to employee health, or if closed (after 4:30pm weekdays, all day weekends and holidays) to the Genesis West Hospital Emergency Room. If clothing and or personal items (glasses, watch etc.) are damaged, note it on the First Report of Injury form to possibly receive reimbursement.

AWARENESS and REPORTING OF PROBLEMS: As cashiers you are held accountable for your actions, as well as those under your guidance. As such, you should make a tour of the ramp at least once per shift, either at the start or end of the shift to check for problems and potential problems. This includes but is not limited to: lights left on in a car, ramp lights out, exit signs out, broken glass, ice/snow conditions, cars rolled out of their stalls etc. This way some problems can be avoided and others become just a nuisance for you instead of a full blown problem for others.

SKIP OUTS: Try to get the license number, vehicle description, drivers description, and direction of travel. Notify the police immediately.

CONTRACT PARKERS: Monthly parking is available for monthly fee (depends on type & location desired). Lost cards are replaced for a $5.00 fee. Except for Mid-America Energy staff and the Radisson hotel, people desiring a contract must see the Finance Department in City Hall to pay and complete the paperwork.

STOPPED/NONWORKING CONTRACT CARDS: Each month (around the 10th of the month)

those contracts not paid yet are stopped. When you are given the stopped list compare those on the list with people whose cards are not working. If they are on the list they need to be told - politely - that their card was shut off due to non-payment. They are allowed to legibly write their name and card number on their ticket and be let out for free once. They may pay their monthly fee now or at a later time. Explain to them if they pay you now that their card will be turned back on the next business day if the supervisor is not still on site.

CHECKS: No checks are to be cashed. Checks are accepted for amount of fee only and made out to "CITY OF DAVENPORT". Travelers checks are accepted for face value. Count them as checks. All checks must be endorsed immediately upon receipt.

CLEANING AND SWEEPING of booth and area is required. A tour of the ramp at the end of shift to check things out is also encouraged.

PARKING STAFF:

The Manager is available M-F 8am to 5:00pm. Phone 326-6190

The Supervisor is available M-F from 11:00 am to 7:30 pm phone 320-0819

The Transportation Director is available M-F from 8:00am until 5pm. Phone is 326-7783

POWER OUTAGE: In the event of a power outage, however short in duration, the fee computers may require resetting. Do so and they should reset. You may have to use the disconnect/unplug the f.c. wait for 10 seconds re-power it and then re-enter your code. Our first priority is the safety and security of people. Try to ascertain whether or not there are people trapped in the elevators. The gate needs to be manually raised or the gate arm needs to be removed so as to allow people to exit. To manually raise the gate arm, open the side panel of the gate using a key. SHUT OFF THE POWER using the on/off toggle switch inside the gate. Pull on the drive belt until the gate is in the desired position. If there is power via a UPS to the f.c., transactions should still be able to be rung up, except the gate will not function. Flashlights should be in each booth. Placing a vehicle so that its headlights are illuminating the exit area is also recommended. This will also funnel traffic to the operational booth. Card holders will also have to exit via the lane(s) with the open gate(s). If others are still on duty they may need to patrol the stairwell with a flashlight to assist people in getting to their vehicle safely. If possible, people should walk in groups to ensure their safety and free up staff to assist others. When power comes back on, check to see that the elevators are functioning correctly and lower or replace the gate arm. Spare gate arms need a 9/16” wrench to be replaced.

PAPER TAPES: Each f.c. has two paper tapes. One is for receipts. The other one is a journal tape. Check & monitor these tapes and replace when necessary - that is before they run out. Do NOT throw away any journal tapes. They must be saved for auditing purposes for 3 years. Ask your supervisor for directions on how to change them and where to place used journal tapes.

SHORTAGES: Cashiers are responsible for their money. There is no grace period. Responsibility begins as soon as you accept the starting operating fund on your first day.

CITY PROPERTY: Unauthorized use of city property is grounds for discipline. Theft from the city may result in criminal action being taken as well. Please try to take care of the equipment. Your taxes pay for maintaining and replacing it. (See also City Administrative Policies 3.3 & 3.7)

MEDIA RELATIONS: In the case of a criminal or civil action (shooting, theft, assault, someone running their car into a building, someone jumping or falling from a building, etc.) you are under direct orders to:

A) Not volunteer information except when giving a statement to a police officer

B) Not to discuss it with by-standers or the curious

C) Not to talk to anyone from the media

D) If you witnessed it, write it down as soon as you can to document what you saw

There shall be NO information given to the media. Any such requests shall be directed to the Director (Byron Baxter) or to the City Public Information Officer (Jennifer Nahra). In case of questions about this policy please talk to your supervisor or the Manager. (See also City Administrative policy 3.5)

ROBBERY: All employees shall be shown the location and use of any hold-up alarm button. Security system details shall be maintained as confidential and are not to be openly discussed with anyone other than Davenport Police or parking division personnel.

Look at the robbery description sheets before you are robbed and become familiar with what is desired for descriptions and weapon types.

To deter casual grab & run theft you are directed to have the doors and window locked whenever possible. Do not leave the register drawer open when you are not performing a transaction.

If robbed, do not take any unnecessary risks or actions which could jeopardize your safety or that of others in the area. Try to push any hold-up alarm as discreetly as possible so as to not draw attention to the alarm. As soon as possible, call the police at 911, the Manager and/or the supervisor. Close down your lane and open the other gate so patrons can leave. Do not touch anything or any area the robber might have touched.

The suspect(s) may or may not be armed. Believe that they are and act accordingly. STAY CALM. This will help reduce the potential acting out by the suspect. If a weapon is seen, stay calm and cooperative and make a mental note as to type of weapon seen. At no time should you attempt to fight off the suspect. Do exactly what is asked of you. Give them the money.

Try to get a good description of the robber but try not to stare or act as if you are trying to get a description. Height, weight, hair color, race, sex, voice, any scars/marks or tattoos or gold teeth are preferred. Next, remember clothing. Since it can be altered/removed and added to easily, permanent physical traits are preferred.

Could you get the license plate number?

Was a weapon seen or implied?

What exactly was said by the robber?

Did he/she have an accent or speech impediment?

Which way did they come from and go to?

Did they drive a car?

What kind and color?

There is a copy of a suspect ID sheet in the booth copy of the policy manual. FILL IT OUT.

Try to notice if the robber touched anything. If so, do not touch it yourself and try to keep others from touching it. (It might have usable fingerprints). Try to restrict traffic in the area.

After the police have left, write down everything you can remember on an Incident Report form. Sometimes you remember things later or you simply forgot to tell the authorities.

PART-TIME BENEFITS (2.11)

DEFINITION

Part-time is anyone working less than full-time (thirty hours/week) on a permanent basis.

Part-time employees may on occasion work up to forty (40) hours in a workweek.

ADVERTISING/RECRUITMENT

Part-time converting to full-time - post for 14 days & requires an interview.

PAY & BENEFITS

Pay: is for hours worked only. Currently Cashiers start at $5.50 per hour. After six (6) months increase to $6.00 per hour. Annual pay increases as approved by Division Manager

OVERTIME: is paid only for hours worked over forty (40) in a work week. Holidays worked are paid at time & one-half (x 1.5).

PAYDAY: is every-other Friday

F.I.C.A. and Workers’ Compensation: are provided for all positions.

Medical & Dental Insurance: None

Retirement: An employee who works six or more months in a calendar year or 1040 hours will qualify for coverage under the Iowa Public Employee Retirement System (IPERS)

Vacation & Sick Leave: Part-time employees are awarded lump-sum holiday pay based on prior fiscal year number of hours worked to be used as they see fit and with the supervisors approval. Unused paid leave will be cashed out at the end of the fiscal year it is awarded in. Each July 1 all permanent part-time employees will be credited paid leave hours based on the number of straight time hours worked the previous fiscal year in accordance with the following schedule:

Hours worked Previous Fiscal Year Paid Leave Bank

From 520 to under 1040 hours 20 hours

From 1040 to under 1300 hours 40 hours

From 1300 to under 1560 hours 60 hours

MERIT INCREASE: After six months of employment if the employee meets or exceeds all performance standards, the Department Director may request eight hours of paid leave be credited to the employees balance. Annually on the employees anniversary date of permanent employment the employee’s performance will be evaluated by his/her supervisor. Employees meeting or exceeding all performance standards will be granted a one step increase within the range of the position. (See also City Administrative Policy 2.11)

MISC.

ID CARDS: Non-exempt employees are required to obtain a city issued ID badge with name, photo and department. This shall be used for time-keeping purposes but is not to be used for any personal gain of the employee. (See also City Administrative Policy 4.1)

As employees of the City of Davenport we are committed to providing the citizens and visitors with quality service in a courteous and considerate manner.

If a person has a complaint always listen to them attentively and answer their questions honestly and to the best of your ability. Refer them to the correct person or your supervisor if possible for questions you can not answer.

If we are wrong then apologize to the customer. Do not dwell on mistakes. Be polite

Even if you do not feel cheerful or civil in difficult circumstances, by appearing as such you are preserving your dignity and the city’s image.

Greet customers upon their arrival and thank them upon their departure

Phone use should be limited to short business calls. Phone privileges may be taken away or disciplinary action may occur for numerous or long personal calls. See also City Administrative Policy 3.9

TOWING OF VEHICLES: If a customer asks you to call a towing company for their vehicle please allow them the use of a phone and a list of towing companies if they desire it. Any other tow requests must be approved by the supervisor and when possible, the parking system manager. Be sure to get the towing company name & number & the lisc. number of the towed vehicle.

OVERAGES/SHORTAGES: You are responsible for your funds. You are accountable for overages and shortages and you will be expected to pay back any shortages you have once they total $10.00 or on a monthly basis, whichever comes first. Overages will be subtracted from shortages. The supervisor shall be responsible for recording over/shorts and reporting them to the parking manager. Employees are strictly prohibited from removing cash from the drawer for personal purposes – regardless of any intent to repay the withdrawn funds. Since theft is considered a serious event which may result in criminal charges, and there is no official theft threshold, all occurrences will be looked at and considered separately. (See also Iowa State Statute 91A.5)

Direct Deposit: Is available to all full and part-time employees.

ATTACHMENTS

1) Current schedule

2) Current rate key sheet

3) Robbery ID sheet

4) Map of downtown

5) Photocopies of a typically accepted:

red complimentary parking pass, sample stamps

6) Break schedule

7) Sample Cashier Report

JOB DESCRIPTION

PUBLIC SERVICE CASHIER # 1213

DEFINITION:

Under general supervision performs work of routine difficulty and collecting money and recording and processing financial and related data. Performs related work as required.

EXAMPLES OF DUTIES:

Calculates rates and collects money from the public for sewer service, special assessments, license fees etc. Makes change and issues receipts.

Counts money and verifies total on cash register and receipts brought in from other city departments.

Posts data, figures and statistics to up-date records; compiles simple summaries of posted data on a periodic basis; performs routine computations manually or by machine. Proofs records for accuracy.

Process applications for permits and licenses. Maintains records and notifies license holders when renewals are due.

Maintains files alphabetically, chronologically or numerically; files data of a similar or related subject matter on a recurring basis; follows pre-determined routines in a classification of data for filing.

Operates office machines such as typewriter, calculator and computer terminal.

Answers questions and provides information to the public.

TRAINING AND EXPERIENCE:

Two years of public contact experience involving the handling of money and general clerical and record keeping duties. Bookkeeping experience helpful.

KNOWLEDGE AND SKILLS:

Good knowledge of:

English grammar and spelling

Standard Office practices and procedures

Considerable Skill in:

Establishing and maintaining good working relationships with employees and the public.

Performing mathematical computations

Following oral and written instructions

Working skill in:

Use of a variety of office machines

Financial record keeping

Alphabetical INDEX

Appearance &Courtesy	2,9
Benefits	3,8
Checks	6
City Property	3,6
Cleaning	6
Conflict of Interest	5
Contract Cards	5
Contract Parker	5
Courtesy	2,9
Fee Computers	4
Front Line Staff	2
Gate Arms	2
ID Cards	9
Injury	5
Issued Items	2
Job Duties	2,11
Main Function	2,11
Media Relations	6
Missing Shifts	3,4
Overview	2
Paper Tapes	6
Part-Time Benefits	3,8
Payday	8
Power Outage	6
Problems	5
Procedures -shift	4,5
Punching in/out	3
Receipts	3
Refuse to Pay	4
Robbery	7
Safety Eqpt/Devices	3
Shifts	3
Short Money - customer	4
Shortages	6 & 15
Skip Outs	5
Sleeping/Alcohol/Drugs	3
Staff Hours/Availability	6
Staff Parking	3
Suggestions	3
Supplies	3
Switching Shifts	3
Tardiness	4
Tobacco, use of	2
Trash	3
TV	3
Uniform	2
Vacation	3,8
Wages	8
Weapons	3
Weather	2
Work Locations	2
Your Shift - procedures	4, 5