The purpose of this case is to receive approval from the City Council to proceed with the department restructuring and staffing changes that were discussed during the May 8, 2018 work-session with the City Council.

As the City Council is aware, the proposed changes have been recommended to strategically address how the job responsibilities of two key positions will be accomplished now and in the near future.  These positions are the Assistant City Administrator/Economic Development Manager, which will be vacant after May 25, 2018 and upon the part-time City Clerk’s retirement on or near December 31, 2019.    

Note:  The May 8, 2018 work-session case and minutes are attached.

There was a general consensus among the City Council to proceed with staff's recommendation, as follows: 

Begin a recruitment for an Economic Development Manager, who would report to the Community Development Director.  This position would no longer include the Assistant City Administrator portion of the title as it does currently. 

Community Development Director
1) assign the Community Development Director duties to serve as the Acting City Administrator to cover the City Administrator’s role in his absence; and
2) assign the supervision of the Economic Development function and staff to the Community Development Director

Finance Director
1) Transfer the supervision of the IT function and staff to the Finance Director.

Administrative Services Director
1) Create an Administrative Services Director position, to be filled by the current Human Resources Manager (the HR Manager position would not be replaced); and
2) assign the supervision of the communications function and staff to Administrative Services Director; and
3) continue to train and transition the City Clerk role to the Administrative Services Director over the next year during the phased retirement of the part-time City Clerk; and
4) add a part-time Administrative Assistant working up to 29 hours per week to assist with administrative duties including HR functions, election support and other administrative tasks; and
5) increase this position to a 40 hour/week position upon the current City Clerk’s retirement on or near December 31, 2019.

Although, some cost savings are realized due to filling positions at lower levels, it should be noted that the full-time equivalency (FTE) changes under this scenario increase by .72 in 2018 (by adding the 29 hr/wk employee, stays at .72 in 2019 by retaining the up to 29 hr/wk employee, and drops to a .50 FTE increase over current FTEs on or near December 31, 2019 when the current part-time City Clerk retires and the 29 hour per week employee goes fulltime. 

Adding the up to 29 hr/wk (.72 FTE) employee in 2018/2019 and then increasing this position to full-time in 2020 is essential to the Human Resources Manager’s ability to successfully transition to the role of Administrative Services Director which will include responsibilities for HR, City Clerk, some additional duties supporting the City Administrator, as well as adding the supervision of the communications function and staff.   
 

The funding required to implement the proposed changes is approximately $21,151 less than the amount currently needed , this savings includes the amount from the vacant Assistant City Administrator/Economic Development Manager, the savings from a reduced pay scale for the new Economic Development Manger due to eliminating the dual role of assisting the City Administrator, adjustments to the compensation of the Finance Director by 4%, the Community Development Director by 4% and the Administrative Services Director will assume a new pay scale which will result in a 3% increase over her current wage, plus a step change that would be effective after one year on June 1, 2019.

Staff recommends proceeding with the following department restructures and staffing changes:

1. Recruit for an Economic Development Manager; and
2. Assign the Community Development Director duties as the Acting City Administrator to cover the City Administrator’s role in his absence; and
3. Assign the supervision of the Economic Development function and staff to the Community Development Director;
4. Increase the Community Development Director’s pay by four percent
5. Transfer supervision of the IT function and staff to the Finance Director
6. Increase the Finance Directors pay by four percent
7. Create an Administrative Services Director position, to be filled by the current Human Resources Manager (the HR Manager position would not be replaced); and
8. Increase the Human Resources Manager pay by three percent, plus a step change effective June 1, 2019.
9. Add a part-time Administrative Assistant working up to 29 hours per week to assist with administrative duties including HR functions, election support and more; and
10. Increase this part-time position to a 40 hours per week upon the current City Clerk’s retirement on or near December 31, 2019
 

Motion to adopt resolution #18-104, effective June 1, 2018, to proceed with the following department restructures and staffing changes:

1. Recruit for an Economic Development Manager; and
2. Assign the Community Development Director duties as the Acting City Administrator to cover the City Administrator’s role in his absence; and
3. Assign the supervision of the Economic Development function and staff to the Community Development Director;
4. Increase the Community Development Director’s pay by four percent
5. Transfer supervision of the IT function and staff to the Finance Director
6. Increase the Finance Directors pay by four percent
7. Create an Administrative Services Director position, to be filled by the current Human Resources Manager (the HR Manager position would not be replaced); and
8. Increase the Human Resources Manager pay by three percent, plus a step change effective June 1, 2019.
9. Add a part-time Administrative Assistant working up to 29 hours per week to assist with administrative duties including HR functions, election support and more; and
10. Increase this part-time position to a 40 hours per week upon the current City Clerk’s retirement on or near December 31, 2019