Report from the Personnel Committee - May 14, 2013
 
Case 1 of 4:  Resolution to Extend the Recruitment for an Economic Development Manager and to Hire One Additional Administrative Intern.

Case 2 of 4: Resolution to Hire a Building Inspection Intern

Note:  Case 3 and 4 will be brought forward for City Council action on May 28, 2013.

Both of the following cases were presented at this evening's Personnel Committee.

Case 1 of 4: Resolution to Extend the Recruitment for an Economic Development Manager and to Hire One Additional Administrative Intern.
 
Earlier this evening the Personnel Committee motioned to recommend the following:  Motion to recommend the City Council adopt resolution #13-05-085 to approve staff to extend the Recruitment for an Economic Development Manager and to Hire One Additional Administrative Intern.

The case was presented as follows:

Staff was previously authorized to recruit and hire this position. Now, it is recommended that recruitment for the Economic Development Manager be extended in order to increase the pool of qualified candidates as the top previous candidate has withdrawn from consideration.

Also, staff anticipates bringing a revised hiring process and schedule forward for Council consideration at the next regular meeting May 28th.

For a more detailed account of the Economic Development Manager position and the previous recruitment process please see the attachments.

Lastly, staff was previously authorized to hire an Administrative Intern to assist with event specific work, such as Happy Days. The recruitment process for this position was completed with great success. We interviewed many highly qualified candidates and are in the process of on-boarding one candidate. With the delay in the hiring of an Economic Development Manager, the upcoming special election, the un-winding of the Landform contract, the implementation of the strategic plan, and a variety HR projects; staff is seeking to bring on an an additional intern to work on an as needed basis within Administrative Services. The costs associated with an additional intern would be well within the budget considering the salary expense not generated due to the delay in the Economic Development Manager hiring process. Not back-filling this work will possibly result in missed project deadlines, unsustainable workloads, below-standard work product, and/or overtime expenses for non-exempt employees.

Case 2 of 4: Resolution to Hire a Building Inspection Intern
 
Earlier this evening the Personnel Committee motioned to recommend the City Council adopt Resolution #13-05-086 authorize Staff to recruit and hire a temporary Building Inspection Intern from the existing Intern pool, or if necessary, conduct a new recruitment; the hiring range is $9.00 to $11.00 per hour, D.O.Q. 

The case was presented as follows: 

Building Permit levels have consumed existing staffing and contracted service levels to the point where Staff cannot address non-permit administrative tasks without impacting response times to an unacceptable level. Staff is seeking a more cost-effective solution to addressing entry-level, routine administrative needs.

One such administrative task is the administration of the Subsurface Sewage Treatment Systems (SSTS). Per Minnesota Rule 7800, these private septic systems must be visually checked for evidence of leaks and measure and/or remove certain accumulations no less than once every three (3) years. The purpose of this provision is to ensure that systems are adequately maintained and do not pose a threat to public safety, water supplies, and soil conditions. The City has additional background on-line at www.cityoframsey.com/septic.

The City has over 4,200 private septic systems that the City is responsible for ensuring compliance with Minnesota Rules 7800. In conjunction with current permit levels and the number of systems that must be monitored, Staff does not have the capacity with existing staffing levels to even begin the process for 2013. In order to remain in compliance with Minnesota Rules, Staff is seeking authorization to recruit a temporary Building Inspection Intern.

This evening's Personnel Committee packet is attached.

Case 1 of 4:  For additional detail regarding the Economic Development Manager position, please see the attachments. Staff will continue to use the development consultant, Mr. Mulrooney, on an as-needed basis.

Case 2 of 4: No notification is required.

Case 1 of 4:  Council may approve, reject or modify this proposal as desired. The rationale for hiring a full time Economic Development Manager has been previously demonstrated. The internship position provides a good value, and a needed staffing supplement, for the summer season.   Staff will also continue to use the development consultant, Mr. Mulrooney, on an as-needed basis.

Case 1 of 4:  The Personnel Committee recommended the City Council adopt resolution #13-05-085 to authorize staff to extend the recruitment process for an Economic Development Manager and to hire one additional Administrative Intern.

Case 2 of 4:  The Personnel Committee recommended the City Council adopt Resolution #13-05-086 to authorize Staff to recruit and hire a temporary Building Inspection Intern from the existing Intern pool, or if necessary, conduct a new recruitment; the hiring range is $9.00 to $11.00 per hour, D.O.Q.

Case 1 of 4:  The maximum annual funding required for the Economic Development Manager position is estimated to be approximately $101,000 (TIF @ 20%, EDA 20%, HRA 60%). Funding for this position is included in the 2013 budget.

The funding required for an additional Administrative Services Intern is approximately $9305, and will be covered with the savings from the delay in hiring of the ED Manager.

Case 2 of 4:  Funding for the position would be provided by revenue generated by Building Permits. Staff recommends that the rate for the Septic Pumping Permit be adjusted as noted above.

Case 1 of 4:  Motion to adopt resolution #13-05-085 to approve staff to extend the recruitment for an Economic Development Manager and to hire one additional Administrative Intern.

Case 2 of 4:  Motion to adopt resolution #13-05-086 to authorize Staff to recruit and hire a temporary Building Inspection Intern from the existing Intern pool, or if necessary, conduct a new recruitment; the hiring range is $9.00 to $11.00 per hour, D.O.Q.