Consider a Resolution to Authorize Reallocation of Staff Time and Resources Due to Organizational Changes

The City's Deputy City Clerk recently resigned her position and her last day with the City was June 1, 2012.  Rather than requesting to fill this position, staff is recommending an alternative course of action to meet the public service needs left unattended by this resignation.   A combination of three changes are recommended, as follows:  

1)  Contract for minute taking for all meetings currently covered by staff.  This will free up staff's valuable time to focus on skilled tasks and to take care of data and records management within their respective areas (which would have been performed by the Deputy City Clerk). 

2) Assign the Accounting Clerk to cover the reception desk during the noon hour and to assist in the Administration Department with scanning and other clerical tasks.  Hence, this assignment maintains the accounting clerk's full-time status vs. a proposed reduction of 10 hours per week for that position  in 2013  and allows the receptionist/office support person to focus on other work.  

3)  Increase the hours of the receptionist/office support person to full-time and reclassify her position as Administrative Clerk.  The reclassification results in an .86 per hour increase and is equal to the salary range of the Accounting Clerk; yet is far below that of the Deputy City Clerk's salary.  The current receptionist/office support person has served as the Deputy City Clerk'' assistant and back-up and is fully trained in the areas needing attention due the the resignation of the the Deputy City Clerk.   This person also works directly with the City Clerk in the production of the agenda and other tasks.  Without a change to full-time, the front desk coverage in administration will be lacking and the City Clerk will be without a back-up in the agenda process. 

To authorize staff to implement the reallocation of staff time and resources to meet the public service needs left unattended to by the resignation of the Deputy City Clerk. 

There is no funding required for this action.  The savings associated with this plan is $17,756 per year.

Motion to approve resolution # 12-06-XXX confirming the recommendation of the Personnel Committee to authorize a reallocation of staff time and resources in response to the resignation of the Deputy City Clerk.