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DATE: November 10, 2010 TO: Personnel Committee FROM: Patrick Klaers, City Ad SUBJECT: Staffing issues �SR�EN�HII,LS MEMORANDUM As a follow up to the Personnel Committee (PC) meeting on October 29 and in preparation for the Council budget work session on November 15 Sue and I have put together some material for the PC to review and consider. This material includes: 1. An outline and analysis of what the Finance Department looks like today (where the Director supervises support services); and what the Finance and Administrative Services Department would look like tomorrow. 2. An outline of what the Finance Analyst position would be doing; which is mainly what Kyle is currently doing as a 40 hour /week Intern. 3. A revised position description for the Deputy Clerk. 4. A revised position description for the Director of Finance and Administrative Services. 5. A City wide staff organizational chart. The changes in the position description for the Deputy Clerk include: exempt status, supervisory responsibilities, the experience requirement has increased, who supervises the Deputy Clerk position has changed, the IT and recycling responsibilities have been removed, and the Human Resource duties are less specific. This Deputy Clerk position is very similar to the position the Council reviewed in March 2008 when the position was exempt and was to report to the Assistant City Administrator. Please note that the position would be moving from Pay Grade 6, step 2 to Pay Grade 7, step 1. The change in the position description for the Director of Finance and Administrative Services include: the title, identifying the Acting City Administrator role, adding Human Resources, Technology, and supervising the Deputy Clerk responsibilities, and increasing the experience requirements for the position. We are a "small shop" with lots of work to accomplish and therefore the duties go to the employee that is best suited for the work; and the position descriptions change and evolve as the employees and needs in the City change and evolve. In truth, Sue is already doing a lot of this work and we are just improving the accuracy of the position descriptions. The same can be said for Kyle Howard and the Finance Analyst