Discuss Staffing for the Administrative Intern

The purpose of this discussion is to seek the City Council's direction as to whether or not staff should supplement the Administrative Intern's hours using internal resources.  

Current Staffing Plan
Tonight's consent agenda includes a case to hire an Administrative Intern, effective May 13th.  Last year the Administrative Intern was able to begin working in April. This year is different, we have an intern starting in May and a full-time employee, the Communications and Events Coordinator, that spends a greater amount of time on City communications than in the past. This employee is eligible for overtime wages; however, staff would like to avoid overtime expenses if possible.  

Internal Resources
The current part-time Recreation Specialist is the City's former Administrative Intern.  She currently works 20 hours per week under the direction of the Parks and Assistant Public Works Superintendent, Mark Riverblood.  Staff believes that the current Recreation Specialist could supplement the role of the new intern by applying her experience from last year, outside of her normal schedule as the Recreation Specialist.  If approved, this employee would report to the Communications and Events Specialist.  Also, there would be no additional funding needed and the time that the Recreation Specialist worked on intern duties would be paid at $14.00 per hour, not the Recreation Specialist rate. Staff  spoke with the Recreation Specialist's supervisor, Mr. Mark Riverblood and he is supportive of the proposal. 

Happy Days Festival
Before the hire of the current Communications and Events Coordinator, the former Communications and Events Specialist received high level assistance from the Economic Development Manager/Assistant City Administrator, as well as hands-on support immediately prior to the event.  As we move forward in the Happy Days planning process the additional hours could help fill the gap with the later start date of the new intern, as well as supplement on an ongoing basis until just after the Happy Days festival is over. When planning for such a large-scale event it is crucial to have as many working hands available as possible. Aside from contract negotiations, Happy Days Committee Meetings and budget management, Happy Days requires full time attention as it pertains to answering phone calls, email, managing applications and inquiries, managing meetings with vendors, measuring the site, running errands, preparing orders, filing documents, designing marketing material, printing and mailing, etc.

Staff Recommendation
It is Staff's recommendation to increase the Recreation Specialist's hours from 20 hours per week to up to 40 hours per week; up until September 15, 2019, and not to exceed the current budget.   
 

There is no additional funding needed.  If approved, even with the additional hours added to the Recreation Specialist's schedule, the City will not be required to offer health insurance.

Colleen Lasher, Administrative Services Director
 

For the City Council to approve or deny, by consensus, supplementing the Administrative Intern position with additional hours.